07-06-13-99 Workshop CITY OF DELRAY BEACH, FLORIDA - CITY COMMISSION
WORKSHOP MEETING - JULY 13, 1999 - 6:00 P.M
FIRST FLOOR CONFERENCE ROOM
The City will furnish auxiliary aids and services to afford an
individual with a disability an opportunity to participate in and
enjoy the benefits of a service, program or activity conducted by
the City. Contact Doug Randolph at 243-7127 (voice) or 243-7199
(TDD), 24 hours prior to the event in order for the City to accom-
modate your request. Adaptive listening devices are available
for meetings in the Commission Chambers.
WORKSHOP AGENDA
(1) Discussion concerning special events.
(2) Provide direction concerning the proposed amendment to the
Land Development Regulations dealing with parking require-
ments for mixed use projects.
(3) Presentation of proposed budget document for FY 2000.
(4) Commission comments.
Please be advised that if a person decides to appeal any decision
made by the City Commission with respect to any matter considered
at this meeting, such person will need to ensure that a verbatim
record includes the testimony and evidence upon which the appeal
is based. The City neither provides nor prepares such record.
MEMORANDUM
TO: MAYOR AND CITY COMMISSIONERS
FROM: ~(CITY MANAGER
SUBJECT: AGENDA ITEM #~/_S [- WORKSHOP MEETING OF JULY 13, 1999
DISCUSSION CONCERNING SPECIAL EVENTS
DATE: JULY 9, 1999
At the May 4th regular meeting, there was some discussion concerning the
number of special events taking place and the support requested from the
City for them. Concern was expressed about the increased amount of staff
time devoted to special events, causing a backlog of regular duties in some
instances.
It was the consensus of the Commission that this item be placed on a future
workshop agenda for discussion and a review of the workload imposed on
staff to accommodate these special events.
Attached is a recap of events prepared by staff. Also attached is a summary
of the planned events for the year 2000.
S/city clerk/rnemo99/specialevents
TO: DAV,~I'~. HARDEN,.CITY MANAGER
THRU: PAUL DORLING, ~C);TING DIRECTOR
PLANNING & ~EPARTMENT
SUBJECT: CITY COMMISSION WORKSHOP OF JULY 13, 1999
AMENDMENT TO THE LAND DEVELOPMENT REGULATIONS (LDRs)
DEALING WITH PARKING REQUIREMENTS FOR MIXED USE
PROJECTS.
The LDR amendment dealing with downtown residential requirements presented at the
July 6th City Commission meeting also contained provisions to amend the parking
requirements for mixed use projects. However, discussion at the meeting was centered on
residential parking and the amendment failed on that issue. Since, it may be appropriate
to consider the mixed-used provisions separately in a new amendment, I have included the
information below, for discussion and staff direction.
The LDRs currently contain a provision to reduce the parking requirements for residential
uses where commercial uses occupy more than 50% of the building. This is a shared
parking arrangement based on the idea that the parking is used primarily by the
commercial uses during the day and by the residential uses at night. Staff feels that this
provision is flawed in that it does not specify the type of commercial activity, and could
allow a commercial nighttime activity that conflicts with residential uses. Staff reviewed the
parking provisions for Palm Beach County and seven other Florida municipalities. Three
of these municipalities utilize a method of calculating shared parking which is derived from
the Urban Land Institute. This method is based on the percentage of parking spaces
required for individual uses at various times of the day. The numbers for each time period
are combined to determine the peak parking requirements. Staff recommends that this
method of determining shared parking requirements be incorporated into the City's code
for mixed-use residential/commercial projects within the Central Business District, (CBD),
General Commercial (GC) and Planned Commercial (PC) zoning districts.
PROPOSED LDR AMENDMENT
Section 4.6.9 Off-Street Parking Regulations:
(C) Number of Parking Spaces Required: The number of parking spaces required
for new buildings, new uses, additions, enlargements, or changes shall be determined by
the following standards for uses and categories of use and types of parking spaces.
(2) Requirements for Residential Uses:
City Commission Workshop
July 13, 1999 - Parking Requirements for Mixed Use Projects
Page 2
* 0.".9 ~'~"~ .... '~ .... "; ..... ;+ 1.0 .....~ '
(8) Multiple Uses:
\wI ......................................... ~ ........ ri-" 'C~ .......
......... ~ .......~ .............. ~ -- ~ j ......~ .......................
nil ~t-~, [AmA /'t~A A~:_QC: 441JClO~l
(a) Shared Parking: When a building or combination of buildings on a unified
site is used for both residential and commercial purposes, and is located
within the CBD, GC or PC zoning district, the minimum total number of
required parking spaces shall be determined by the following method:
Multiply the required parking spaces for each individual use by the
appropriate percentage listed in the table below for each of the designated
time periods. Add the resulting minimum required spaces in each of the
five vertical columns for the table. The minimum total parking requirement
is the highest sum of the vertical columns.
City Commission Workshop
July 13, 1999 - Parking Requirements for Mixed Use Projects
Page 3
Weekday Weekend
Use Night Day Evening Day Evening
Midnight to 9 A,M. to 6 P.M. to 9 A.M to 6 P.M, to
6 A.M, 4 P,M, Midnight 4 P.M. Midni{~ht
Residential 100% 60% 90% 80% 90%
Office 5% 100% 10% 10% 5%
Commercial/Retail ~'~,~o 70% 90% 100% 70%
Hotel 80% 80% 100% 80% 100%
Restaurant 10% 50% 100% 50% 100%
Entertainment/Recreational 10% 40% 100% 80% 100%
(theatres, bowlin~l alleys, etc)
Other 100% 100% 100% 100% 100%
For projects approved using this methodology, any assignment of parking
spaces to individual residential or non-residential uses shall require
approval of the reviewing Board.
Attach men ts:
· Shared Parking Calculations Example
Shared Parking Calculations Table
Example
Weekday Weekend
Night Day Evening Day Evening
Use Required Midnight 9 A.M. 6 P.M. 9 A.M. 6 P.M.
Parking 6 A.M. 4 P.M. Midnight 4 P.M. Midnight
Residential 200 100% 200 60% 120 90% .180 80% '160 90% 180
Office 67 5% 3.35 100% 67 10% 6.7 10% 6.7 5% 3.35
Commercial/Retail 34 5% '1.7 70% 23.8 90% 30.6 100% 34 70% 23.8
Hotel 80% 80% 100% 80% 100%
Restaurant 30 10% 3 50% 15 100% 30 50% 15 100% 30
Entertainment/Recreational 10% 40% 100% 80% 100%
(theatres, bowling alleys,
etc)
Other 100% 100% 100% 100% 100%
TOTALS 33'1 ~ 209 226 ~2~ 248 216 238
Directions:
1. calculate the required parking for each use in column two
2. Multiply the required parking by the percentage figures for each time period
3. Add the figures for each time period column
4. The peak parking requirement for the mixed use is the highest column total
Example: The project contains the following uses:
· (100) 2-bedroom units x 2 spaces per unit = 200 spaces
· 20,000 square feet office x 1 space per 300 sq. ft. = 67 spaces
· 10,000 square feet retail x 1 space per 300 sq. fi. = 34 spaces
· 5,000 square feet restaurant x 6 spaces per 1,000 square feet = 30 spaces
· TOTAL OF PARKING FOR INDIVIDUAL USES = 331 SPACES
· TOTAL PEAK PARKING FOR MIXED USE = 248 SPACES
MEMORANDUM
TO: MAYOR AND CITY COMMISSIONERS
FROM: I~CITY MANAGER
SUBJECT: AGENDA ITEM #~S~ WORKSHOP MEETING OF JULY 13, 1999
PRESENTATION OF PROPOSED BUDGET DOCUMENT FOR FY 2000
DATE: JULY 9, 1999
At the time the agenda was complete on Friday, July 9, 1999, the FY 2000 proposed budget
document was still being worked on.
It will be provided to you on either Monday, July 12th or prior to the workshop meeting Tuesday
evening.
Thank you for your patience.
Ref: Agmemol2. Budget Document FY2000.7.13.99Wkshop
MEMORANDUM
TO: MAYOR AND CITY COMMISSIONERS
FROM: ~CITY MANAGER
SUBJECT: AGENDA ITEM #~/S [- WORKSHOP MEETING OF JULY 13, 1999
DISCUSSION CONCERNING SPECIAL EVENTS
DATE: JULY 9, 1999
At the May 4th regular meeting, there was some discussion concerning the
number of special events taking place and the support requested from the
City for them. Concern was expressed about the increased amount of staff
time devoted to special events, causing a backlog of regular duties in some
instances.
It was the consensus of the Commission that this item be placed on a future
workshop agenda for discussion and a review of the workload imposed on
staff to accommodate these special events.
Attached is a recap of events prepared by staff. Also attached is a summary
of the planned events for the year 2000.
S/city clerk/memo99/specialevents
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THRU: PAUL DORLING, ~C~TING DIRECTOR
PLANNING & ~EPARTMENT
FROM: ~OGGAE"I~~IOR PLAN N E R
SUBJECT: CITY COMMISSION WORKSHOP OF JULY 13, 1999
AMENDMENT TO THE LAND DEVELOPMENT REGULATIONS (LDRs)
DEALING WITH PARKING REQUIREMENTS FOR MIXED USE
PROJECTS.
The LDR amendment dealing with downtown residential requirements presented at the
July 6m City Commission meeting also contained provisions to amend the parking
requirements for mixed use projects. However, discussion at the meeting was centered on
residential parking and the amendment failed on that issue. Since, it may be appropriate
to consider the mixed-used provisions separately in a new amendment, I have included the
information below, for discussion and staff direction.
The LDRs currently contain a provision to reduce the parking requirements for residential
uses where commercial uses occupy more than 50% of the building. This is a shared
parking arrangement based on the idea that the parking is used primarily by the
commercial uses during the day and by the residential uses at night. Staff feels that this
provision is flawed in that it does not specify the type of commercial activity, and could
allow a commercial nighttime activity that conflicts with residential uses. Staff reviewed the
parking provisions for Palm Beach County and seven other Florida municipalities. Three
of these municipalities utilize a method of calculating shared parking which is derived from
the Urban Land Institute. This method is based on the percentage of parking spaces
required for individual uses at various times of the day. The numbers for each time period
are combined to determine the peak parking requirements. Staff recommends that this
method of determining shared parking requirements be incorporated into the City's code
for mixed-use residential/commercial projects within the Central Business District, (CBD),
General Commercial (GC) and Planned Commercial (PC) zoning districts.
PROPOSED LDR AMENDMENT
Section 4.6.9 Off-Street Parking Regulations:
(C) Number of Parking Spaces Required: The number of parking spaces required
for new buildings, new uses, additions, enlargements, or changes shall be determined by
the following standards for uses and categories of use and types of parking spaces.
(2) Requirements for Residential Uses:
............... ~ ....... ~ ....... ~ ................... ~ ............... ~
City Commission Workshop
July 13, 1999 - Parking Requirements for Mixed Use Projects
Page 2
, ,,m,-; ..... ,~ .... .,; ..... ;, 1.0 °p""~/'
(8) Multiple Uses:
~1 ......................................... ~ ........ ~...~ .......
~[m[[lq~itiQ QII~h~r of r~[[;r~A ~rb;n~ ~e m~ h~ ~r~n~A n[~F~
....................... ~ ..... r ....... o -r ........ · -- = ....... ~-- ......
ehnnninn r~+~ Of ~.~+~r +h~ O~,AAA on ~- rA~ ~r~ AR_OR
without using +~ ~to-~.~o ~o+oh[;o~ ,~ o~; ..... + .... [Amd.
(a) 8harod Parking: When a building or combination of buildings on a unified
sito is usod for both rosidontial and commorcial purposos, and is Iocatod
within tho GBD, GC or ~G zonin~ distdct, tho minimum total numBor of
roquirod parkin~ spacos shall bo doterminod by the followinfl mothod:
Multiply tho requirod parkin~ spaces for oach individual use by the
appropdato porconta~o listod in tho tablo bolow for oach of tho dosi~natod
timo podods. Add tho rosultin~ minimum roquirod spacos in oach of tho
tiro vedical columns for tho tablo. Tho minimum total parkin~ roquiroment
is tho hi,host sum of tho vo~ical columns.
City Commission Workshop
July 13, 1999- Parking Requirements for Mixed Use Projects
Page 3
Weekday Weekend
Use Ni~iht Day Evenin{l Day Evening
Midnight to 9 A.M. to 6 P.M. to 9 A.M to 6 P.M. to
6 A.M. 4 P.M. Midnight 4 P,M. Midnight
Residential 100% 60% 90% 80% 90%
Office 5% 100% 10% 10% 5%
Commercial/Retail 5% 70% 90% 100% 70%
Hotel 80% 80% 100% 80% 100%
Restaurant 10% 50% 100% 50% 100%
EntertainmentJRecreational 10% 40% 100% 80% 100%
(theatres, bowling alleys, etc)
Other 100% 100% 100% 100% 100%
For projects approved using this methodology, any assignment of parking
spaces to individual residential or non-residential uses shall require
approval of the reviewing Board.
Attachments:
· Shared Parking Calculations Example
Shared Parking Calculations Table
Example
Weekday Weekend
Night Day Evening Day Evening
Use Required Midnight 9 A.M. 6 P.M. 9 A.M. 6 P.M.
Parking 6 A.M. 4 P.M. Midnight 4 P.M. Midnight
Residential 200 100% 200 60% 120 90% 180 80% 160 90% 180
Office 67 5% 3.35 100% 67 10% 6.7 10% 6.7 5% 3.35
Commercial/Retail 34 5% 1.7 70% 23.8 90% 30.6 100% 34 70% 23.8
Hotel 80% 80% 100% 80% 100%
Restaurant 30 10% 3 50% 15 100% 30 50% 15 100% 30
Entertainment/Recreational 10% 40% 100% 80% 100%
(theatres, bowling alleys,
etc)
Other 100% 100% 100% 100% 100%
TOTALS 331 209 ~ 226 ~ 248 216 238
Directions:
1. Calculate the required parking for each use in column two
2. Multiply the required parking by the percentage figures for each time period
3. Add the figures for each time period column
4. The peak parking requirement for the mixed use is the highest column total.
Example: The project contains the following uses:
· (100) 2-bedroom units x 2 spaces per unit = 200 spaces
· 20,000 square feet office x I space per 300 sq. ft. = 67 spaces
· lO, O00squarefeetretailx lspaceper3OOsq, ft. =34spaces
· 5,000 square feet restaurant x 6 spaces per 1,000 square feet = 30 spaces
· TOTAL OF PARKING FOR INDIVIDUAL USES = 331 SPACES
· TOTAL PEAK PARKING FOR MIXED USE = 248 SPACES
MEMORANDUM
TO: MAYOR AND CITY COMMISSIONERS
FROM: ~ CITY MANAGER
SUBJECT: AGENDA ITEM #~ WORKSHOP MEETING OF JULY 13, 1999
PRESENTATION OF PROPOSED BUDGET DOCUMENT FOR FY 2000
DATE: JULY 9, 1999
At the time the agenda was complete on Friday, July 9, 1999, the FY 2000 proposed budget
document was still being worked on.
It will be provided to you on either Monday, July 12th or prior to the workshop meeting Tuesday
evening.
Thank you for your patience.
Ref: Agmemol2. Budget Document FY2000.7.13.99Wkshop
TO: David T. Harden, City Manager
FROM: ~Robert A. Barcinski, Assistant City Manager
DATE: July 12, 1999
SUBJECT: ADDITIONAL INFORMATION CITY COMMISSION WORKSHOP
JUL Y 13, 1999 - SPECIAL EVENTS
Attached are revenue and expense statements for events that I was able to obtain per
Commissioner Schmidt's request.
I want to clarify that the column titled "Sponsor Payment" on the spreadsheet only
reflects payments the City received from the event sponsor and does not include other
sponsor costs. The $32,000 payment received from the Joint Venture for the 1998 Fourth
of July was to help pay for the fireworks cost.
Also attached is a revised spreadsheet.
RAB/tas
Attachments
Fil¢:u:sweeney/asmcmos
Doc:071299a
FROM : SIMON AND SCHMIDT FAX NO. : 5612650286 Jul. 12 1999 07:46AM P1
SIMON AND SCHMZDT,Fifth ATTOR/VEYSSuite A-1 O/~' ~0~/~~, --/
100 N.E. Avenue, _;
(561) 278-2601 or 737-8222
FAX NO. (561) 265-0286
TRANSMITTAL COVER SHEET
To: David Harden Fax No. 243-7166
From: David Schmidt Time:
Date: 7/12/99 By:
Re: Special event funding No.of Pages: 1
Includes cover
CONFI~EI~TIALITY ~OTICE: THE DOCUMENTS ACCOMPANYING THIS TELECOPY
TRANSMISSION MAY CONTAIN CONFIDENTIAL INFORMATION BELONGING TO
THE SENDER. THE INFORMATION IS INTENDED ONLY FOR THE USE OF THE
INDIVIDUAL OR ENTITY NAMED ABOVE. IF YOU ARE NOT THE INTENDED
RECIPIENT, YOU ARE HEREBY NOTIFIED THAT ANY DISCLOSURE, COPYING,
DISTRIBUTION OR OTHER TAKING OF ANY ACTION IN RELIANCE ON THE
CONTENTS OF THIS TELECOPIED INFORMATIQN IS STRICTLY PROHIBITED.
IF YOU HAVE RECEIVED THIS TELECOPY IN ERROR, PLEASE IMMEDIATELY
NOTIFY US BY TELEPHONE TO ARRANGE FOR RETURN OF THE ORIGINAL
DOCUMENTS TO US.
MESSAGE IF ANY:
Dear David:
It would be helpful for me for tomorrow night's discussion
regarding special event funding if we had profit and loss
statements from the various organizations we contribute to. I
would llke to see how much income is generated and the expenses
for each event to see if the City's contribution makes a
significant difference in the end result.
,SUMMARY OF JOINT VENTURE INCOME/EXPENDITURE FOR 1998 AC ,,TIVITIES EVENTS
Extra funds brought forward from Admin Income/Expenses 8,446
Art & Jazz shortfall brought forward -9,642
'~ecember Holidays shortfall brought forward -951
Map project profit brought forward 1,477~
Calendar shortfall brought forWard -3,702!
July Fourth shortfall broUght forward -6,3301
I I I
Summer Nights on the Avenue shortfall brought forward -1,002!
Other Activities & Events shortfall brougl~ forward -4,077
TOTAL SHORTFALL FOR 1998 YEARI -15,781
'NET SHORTFALL t997 DECEMBER HOLIDAYS PAID 1998 -13,773
THEREFORE TOTAL SHORTFALL AT 12/31/98 -29,554
Notes to the accounts:
1) $37,500 extra funds for Tree was received from City of D.B. & D.D.A. in October 1998 and was a
& used for, December Holidays 1998 in these financials.
2) $17,375 extra funds was received from C.R.A., D.D.A.& City in August 1998 and was applied to
1997 December holiday shortfall in these financials.
,.3) Total loss on financials at 12/31/98 was reflected as $15,515 but should have been $21,943 due
1510,003 from City of D.B. for 1999 Fireworks was incorrectly reflected as income for 1998. Also
the net income from Main Street Resource team has been transferred to Admin Other Income
from Liabilities. I I t
$'7,609 was expended in 1999 for 1998 December holidays over & above accrued amount and this.
has been included in the figures on this financial. Amounts short accrued were:
~' Murphy's Towing I 915
:Colony HotelI 1,850
Meisner Electdc (short accrued) 3,997
Suntrust Bankcard [ 203
~Total Contract Services 6,965
Plus Awards I 29
Photography & film 133
Pdnting 248
Supplies .234
iTotal short accrued 7,609
4) $29,000 was raised from sponsors in 1998 to cover check to City for Fireworks. This amount is
not reflected in these financials. I
..ANALYSIS JOINT VEN..TURE ADMINISTRATIONS INCOME & EXPENSES 1998 TOTAL'
INCOME: CO-ORD FEE OTHER YEAR
Chamber of Commerce 22,000
Community Redevelop Agency. 65,000
Downtown Develop Authority 3.7,000 . .
Howard Alan 14,500
Net income Main Street Resource Team 3,575
TOTAL INCOME 124,000 ,18,075 142,075
ADMIN. EXPENSES: STAFF MEETINGS STATIONERY OTHER
COSTS & TRAVEL EXPENSES
Payroll 93,832
Taxes 7,270
Unemployment/Worker Comp. 727
Health Insurance 4,605
Retirement 6,947
Insurance 3,439
1st Night Saratoga Springs:) 1,836
Registration $500 )
Air Ticket $251 )
Hotel $509 )
Expenses $576 )
Downtown Registrations 3x 1 ,.365
Meeting with Travel Writer 169
Meeting S.N.O.A. Sponsor 38
Balance Signage Meeting 58
Main St. Conference Pittsburg 379
FRA " Frt Lauderdale 87
IDA " W.P.Beach 98
Misc. Meeti..ngs & Parking I. 98
community Relations Lunch Cost 143
" " " Donations -240
Meeting sun-Sentinel . . 24
Florida Redevelopment Assoc. 235
Computer Training - MC & SK 80
Travel Allowance - MF 1..,200
Reimburse mileage - MC 26
Advertisers Press - Market Pack Applications 460
RjM AdvertiSing . . , I 1,075
Suntrustcard - Resource Management Tallahassee 36
Printing + - Color Envelopes & Plan & Zone Memos 351
" - One Color Envelopes & return address 334
Business Cards - JV & MC 212
Name Badges etc 26
Costco - Pens 9
Reimbursement to MF for various supplies 89 . ..
Bearcom Radio Purchase I 504 ..
Ace HardwareI 8
2x Unishippers to R Goldberg Signage & P.B. Cnty CVB 43
Downtown Idea Exchange Subscription I 167
P.B.. CountY Millennium Council Eve~lt Entry Fees 80
SuntrustCard. late payment interest I 22 ..
Bank & Credit Card' Fees {{ 98
P.B. County Millenium Council Sanctioning Fee 150
Unishippers to Millennium Council 9
WM Palm Beach - Refund from 1996 -100
Telephone Reimbursement to MF 1,200
" " to MC 37
Hand's - Wave volunteer Program 15
Main St. Expenses I 496
ADMIN. EXPENSES (CONT.): STAFF MEETINGS STATIONERY OTHER TOTYEA
COSTS & TRAVEL ~EXPENSES
All America City Conf. - Hotel & Car rent 852
...... - Expenses 115
TOTAL ADMIN EXPENSES 1t3,381 6,663 2,592. 6,168 128,704
S. MURPHY- PUBLIC RELATIONS COST 2,170
I t
CAPITAL EXPENDITURE OFFICE FURNITURE 2,543
l, I
CAPITAL EXPENDITURE SLIDE PROJECTOR 212
TOTAL ADMIN, PUBLIC RELATIONS & CAPITAL EXPENDITURE 133~629
EXCESS FUNDS ON HAND TO ARDS SHORTFALL EVENTS & ACTIVITIES 8~446
ANALYSIS INCOME & EXPENDITURE - JOINT VENTURE 1998
ART & JAZZ - 5 IN 1998:
INCOME: SPONSOR OTHER PACKAGE TOT YEAR
Suntrust Bank 10,000
~Sun Sentinel 1,147.
Suntrust Bank 573
Freedom WPBC 574
So FL Interactive 573
City Limits 500
TOTAL INCOME ,$! 3,367 ~ ,$t 1,550 ~;24,9171
EXPENSES: lstA&J 2ndA&Jl3rd A&J 4th A&J Sth A&J!
Advertising 4,464
Suntrust 281 281
Signs by Sun-Sent. 803 803 803 803 803 4,013 . I
P.B. Fax Co 54 52 22 26 16 1'~0
Contract Services 29,393
Entertainment 4,140 3,800 3,855 4,450 3,800 20,045
S.FI Trolley 300 275 575
Casual Labor 44 25 69
City of DB O/Time '534 3,749 909 5,192
E Coast Railway 208 156 364
:Port-O-Lets 408 408 472 345 1,633
Bob's Barricades 408 466 141 500 1,515
Miscellaneous 618
Scottsdale Insurance 100' 100 100 100 100 500
Photography & Film 6 8 4 18
Supplies
Duct Tape etc 13 40 12 10 75 170
Home Depot 95 g5
Travel & Meals 14
M. Carter Mileage 2~ 12 14
TOTAL EXPENSES 7,299 5,452 9,381 7,270 5,159 34,559
NET SHORTFALL -2315 -468 -4397 -2286 -175 -9~642
L
DECEMBER HOLIDA~ FESTIVITIES 1998: I
!iNCOME: SPONSOR OTHER PACKAGE TOT YEAR
Browning Fends Indus. 5,000
iDelray Medical 2,500
IFIodda Power & Light 1,000
Howard Alan 2,500
Levengers 1,000
iMilagro Foundation 1,000
Mouw Associates 500
~Ocean Properties .5,000
Solid Waste Authority 1,000
Spanish River 1,000
iSpdnt pcs 5,000
T. ommy's Concessions 1,500
City of Delray Beach 25,000
D.D.A. 12,500
TOTAL INCOME $$4,$00 $2:~878. $3,480 $91,858
Contract Design & Mail & Travel &
EXPENSES: Adverts' Awards Services Printing Miscell. Supplies Meals
Sun-Sentinel for 1997 5,000
~peedy Signs 2,700
Sun-Sentinel Santa fund 5,000
~ield & Assoc - Volunteer 1,220
Printing Plus " 11
Eagle Metal for 1997 5,333
Meisner Elec for 1997 20,000
Murphys' Towing for 1997 -79
J Berman-Tree lighting 500
FLA Sound Systems 350
.Eagle Metal Fabricators 20,000
Elite Protection Svcs 5,505
US 1 Tent Rentals 553
.Meisner Electdc 23,997
Coylin Industries 456
Murphy's Towing 915
The Colony Hotel 1,850
Dryclean Santa Suit 203
The Music Store 1,500
Printing Plus for 1997 95
:RJM Advertising-Need Help?'Support Tree/Holiday Festivit 5,416 ._
Advertisers Press I.. I 505
Z Business - Holiday Flyer in Newsletter 119
,Printing Plus - Visitor Surveys t 248
SCP commercial PrintingI 5,797
Pdnting Plus- 100' Tree & Photo Collage Flyers 248
.M Carter Mailings for 1997 t4
US Postal Services- Fund Raising 404
E-Plus Bus. Svcs - " " 97
Unishippers - 2 mailings I 35
Palm Beach Fax Co.t 65
Contract Design & Mail & Travel &
EXPENSES: Adverts Awards Services Printing Miscell. Supplies Meals
Point Cleaners Drycleaning for 1997 144
M. Carter reimburse for 1997 Vol. Party 25
M Carter reimbursement 10
Photos & Film 53
Select Photo of Delray 123
Florida Coco Cola for t997 557
M Carter reimburse for 1997 Vol. Thank u's 27
Suntrust BankCard - Fairy Lights etc 1732
Hand's Stationers ] 77
Smith Music GroupI 6,091
Dynacolo Graphics- Postcards 538
City of DB. - reimbursements 2,118
RK Promotions - Decals I 845
Royal Palm City IceI 1,030
Family Christian Stores - Candies & Bags 277
Misc. supplies I 199
M Fen-er- Elf LightsI 215 ..
Re-imburse for 1997 Vol. Meals 32
Suntrust BankCard - Xmas Tree Meeting 51
Re-imburse Vol. Meals 860
Volunteer Award Party 867
Certificates-Vol. Awards 29
TOTAL EXPENSES 12,700 .1,260 81,227 12,428 826 13,706 1,810 123795..7
TOTAL NET SHORTFALL FOR DECEMBER HOLIDAYS (1997 & 1998) ~32~099
1997 Exps paid in 1998 5,000 25,398 95 39 584 32 31,148
1998 Expenses 7,700 '1,260 55,829.. 12,333 787 '13,122 t,778 ** 92,809
ACTUAL NET SHORTFALL DECEMBER HOLIDAYS t 998 -951
1997 DECEMBER HOLIDAY EXPENSES PAID IN t998 OF $31,148 LESS EXTRA FUNDING
RECEIVED FROM C.R.A. $7,875 '/D.D.A$4,500 lC ITY OF D.B.$5,000 TOTALLING $17,.375
LEAVES A NET SHORTFALL FOR DECEMBER HOLIDAYS 1997 OF I I -13~773
MAP `1998;
INCOME: SPONSOR ADVERTS PACKAGE TOT YEAR
TOTAL INCOME ~;8,250 $2,887 ~1 !.,`137
Contract Design & Mail & Travel & "'
EXPENSES: Adverts Awards Services Printing Miscell. Supplies Meals
RJM Advertising - Design & ~Typeset 3,300
Advertisers Press - P. rinting 5,901
US Postal Services 394
E-Plus Bus Services 65
!TOTAL EXPENSES 0 0 0 9,201 459 0 0 9,660
NET PROFIT MAPS !,477
NOT REFLECTED ABOVE IS THE $7,404 E PREPAID `12/18/98 FOR '1999 MAP.
+++++'~-++++'f-+++++++ ~1-+++++++
CALENDAR 1998:
INCOME: SPONSOR ADVERTS PACKAGE
TOTAL INCOME
Contract Design & Mail & Travel &
EXPENSES: Adverts Awards Services Printing Miscell. Supplies Meals
Calendar Inserts in "VoiCe'' 1
Printing Plus 2x I 58
Beachcomber Graphix 5x 397
Bob's Printing 6x I 3.069
TOTAL EXPENS ES 0 0 0 3,524 `178 0 0 3,702
NET SHORTFALL CALENDARS .-3,702
++++++++++++++++++ ~-+++++++ ++++++++ ~-+++++++ ~-+++++++ ++++++++~ ~+++++++ ++++++++ ++++++++
JULY 4TH 1998:
INCOME: SPONSOR T.SHIRTS PACKAGE
Bostons on the Beach 500
Less Paid to Rotary -400
TOTAL INCOME 100 268 3~480 ~3~848
Contract Design & Mail & Travel &
EXPENSES: Adverts Awards Services Printing Miscell. Supplies ~leals
South FI.Newspapers .. 970
Palm Beach Fax Co 48
Johnny Haynes 100
Bob's Barricades 283
Mardot Hotel - Grucci Fireworks 304
City of D.B. -,{~e~fi~ee ~,¢~eJ[~.,~,-~ I 3,000
Contract Design & Mail & Travel &
EXPENSES: Adverts Awards Services Printing Miscell. Supplies Meals
Avenue Creative Group 32
RJM Advertising 1,078
Printing Plus 58
Unishippers 2x 19
Fireworks by Grucci - reimbursed expenses. 825
P'hoto & Film 81
RK Promotions - Flags 348
JM Global - T.Shirts 1,526
Re-imbersed for Kites 71
Miscellaneous supplies 99 .....
Kites & T.Shirts Revenue -101
Air Tickets 1997 Bed Race Winners 1,500
Reimburse M Carter 10
TOTAL EXPENSES 1,018 0 3,687 1,168 852 t,943 t,5t0 ~10,178
NET SHORTFALL JULY 4TH -6,3.30
++++++++++++++++++ ~+++++++ ++++++++ ~+++++++ ++++++++ ++++++++ h.+++++++ ++++++++ ++++++++
SUMMER NIGHTS ON THE AVENUE 1998:
i'NCOMEi SPONSOR OTHER PACKAGE
Del~ay Medical cen't~r 500 I
Blue Anchor Inn 100
9x $45 to cover entertain 405
Mama Mia Icecream 50
Sprint PCS 2,500
TOTAL INCOME 3,505, $O 3.,455 $7,0'10
Contract Design & Mail & Travel &
EXPENSES: Adverts Awards Services printing Miscell. Supplies Meals
Palm Beach Fax C° 36
Pineapple Productions 2,650
Coylin Industries 180
FL E Coast Railways~ 208
citY of D.B. - Overtime I 3,131
RJM Advertising - ABS Logo, Brochure, Banners 1,793
Re-imburse copies of Press Release 2
Photos & Film 12 _
TOTAL EXPENSES 36! 0 6,169 1,;;95 12 0! 0 $8,0121
NET SHORTFALl SUMMER NIGHTS ON THE AVENUE -1~002!
'm. IUOTHER EVENTS & ACTIVITIES 19¢. !8:
INCOME: SPONSOR OTHER PACKAGE
7~8/98 Delray Medical 1,100 ,,,
7/15 Amedcan Express 1,500
7/15 Ocean Properties 1,500
10/13 Weiner, Morici 5,000
TOTAL INCOME 9;100 0 O ~9,100
Contract Design & Mail & Travel &
EXPENSES: Adverts Awards Services Printing Miscell. Supp. lies Meals
Palm Beach Fax Co 81
Insert in the Voice 21
10/29 Dr Walter Tumbull 500
11/16 Manhattan Trophy I 43
RJM Advertising - Gift Certificate & Holder 3,035
" " - Heritage Mnth Brochure 2,311
" " - Downtown Signage 199
Pdnting Plus- First NightI 15 ..
Bob's Printing - Gift Certificates 947
Advertisers Press - Gift Certificates 3,519
SCP Commercial - Heritage Mnth Brochure 1,793
6/30 Unishippers 2x Signage 35
'~/30 Unishippers to P.B. Cnty CBV 17
Palm Beach Fax Co I 43
Balance 1st Night Expense 42
M Carter Reimburse - DMBA Banquet 35
'Photos & Film t I 62
Select Photo - Slides signage workshop 114
11/99 Suntrust Bankcard purchases 20
Dr Tumbull's Air Ticket I 226
" " - Meeting (~ 32 East 82
Reimburse Tvl & Meal Expenses x 2 37
TOTAL EXPENSES 145 543' 0 1t,819 305 20 345 ~13,177
NET SHORTFALL OTHER ACTIVITIES & EVENTS -4~077
++++++++++++++++++ ~+++++++ ~+++++++~+++++++ ++++++++ ++++++++ ~+++++++ ++++++++ ++++++++
87/12/1999 10:42 561-243-7018 OLD SCHOOL SQUARE PAGE 01
FAX COVER PAG
Old
School If this fax transmission is not complete or if you are not
Sq~ the intended recipient, please call the sender at
" ' (561) 243 7922
TO: Robert Barcinski
OF: City of Delray Beach
FAX #: 243-7166
FROM: Torrey Everett Date: July 12, 1999
No. of Pages, including this page: 3
,. Here is the latest info on First Night Income and Expense.
07/12/1999 10:42 561-24>-7018 OLD SCHOOL SQUARE PAGE 02
Old School Square, inc.
First Night Income & Expense
June 1999 through May 1999
Jun '9~ - May
Income
Unrestricted Contributed Income
BUelnill
Underwriting 4.500.00
Un~ltrietad 400.00
TOtlil Bueineli 4,go0.o0
GOv~mment
Cl~ 5,000.00
Tol~l Government
Individuals
Other 10.00
Total Individual. 10.00
Total Unrestricted Contributed Income 9,91
Unrestricted Earrm(I Revenue
Fund Railing Event~
Flint Night 62,591.00
Total Fund Railing Eventi 62,591.00
Gift 8hop S.lea 1
TOMI Unrestricted Earned Revenue 85,616.00
Total Income 73,$26.00
Gro~. Profit 73.52600
Expen. e
A4h. ertlalng 1,381.50
Bank ~4wice Char~ 0.57
Duel and Sub~GHpfloni 250.00
Equipment Ezpe~me 2.060.90
Gift -~hop Purchall)s 4,155.40
[~4urance
Liability Jneuranc. 2,342,93
Total h~umnce 2,342.93
Ml.~ellaneou. 642.88
Out. id.
Cornpu~r Services 130.00
Other 100,00
Security so. O0
TmnepOl'taflon 270.00
Tota~ OutMde ~,.rvlce~ 5800{)
Pm/roll Ezpermea
Gro~e Pay 1 ?,677,67
O~ertlme Premium 37.50
Tax-Emplyr-FICA 213.18
Tax-Emplyr-Mcare 49.86
Tax-Emplyr-SUI 169.32
Total Payroll F. xper~e~ 18,147.53
PoataBe and Delivery 254.12
Printing and R~pmductlon 1.401.41
Program
Performer F~ 44,371.52
Total Prot~lmm Exp~nae 44,371.52
Promotional Activities
PhMognIph¥ 42.35
Total Promotional &ctivltlel Expense 42 3~
Rent
Page 1
87/15/1888 10:42 581-243-7018 OLD SCHOOL SQUARE PAGE
Old School Square, Inc.
First Night Income & Expense
June 1998 through May 1999
Jun '9~ - May
Equipment 4,396.76
Total Rent 4.396.78
AI~ 244.78
Malntenanr, e 11,25
~lla~ 1,183.63
~co 65.48
TmlnJ~ ~ ~00
T~I & E~
F~ & ~~ 1,177.27
Mille mlm~me~nt 27.72
Tm~l 2,632.39
T~I T~ & Ent 3,837.38
T~I ~ 85,859.41
Roots Cultural Festival
Compiled Financial Statements
For the Twelve Month
Period Ended December 31, 1998
To the Board of Directors
Roots Cultural Festival
P.O. Box 2654
Delray Beach, Florida 33447-2654
I have compiled the accompanying Balance Sheet of
Roots Cultural(A Fla Corporation) as of December 31, 1998
and the related statements of revenue & expense for the
twelve month period then ended in accordance with
Statements on Standards for Accounting and Review Services
issued by the American Institute of Certified Public
Accountants.
A compilation is limited to presenting in the form of
financial statements information that is the representation
of management. I have not audited or reviewed the
accompanying financial statements and, accordingly do not
express an opinion or any other form of assurance on them.
However, I did become aware of certain departures from
generally accepted accounting principles that are described
in the following paragraph.
The management has elected to omit the statement of
cash flows and substantially all of the disclosures required
by generally accepted accounting principles. If the omitted
statements, disclosures and supplementary information were
included in the financial statements, they might influence
the user's conclusions about the company's financial
position, results of operations, and cash flows.
Accordingly, these financial statements are not designed for
those who are not informed about'such matters.
William J. Lunn, CPA
Fort Lauderdale, Florida
April 11, 1999
ROOTS CULTURAL FESTIVAL
BALANCE SHEET
December 31, 1998
ASSETS
CURRENT ASSETS
CASH - SUNTRUST $6,038
TOTAL CURRENT ASSETS $6,038
TOTAL ASSETS $6,038
ROOTS CIILTIIRAL FESTIVAL
BALANCE SHEET
December 31, 1998
LIABILITIES AND EQUITY
CURRENT LIABILITIES
FUND BALANCES
OPERATING FUND 6,038
TOTAL FUND BALANCES $ 6,038
TOTAL LIABILITIES AND EQUITY $6,038
ROOTS CULTURAL FESTIVAL
STATEMENT OF RETAINED EARNINGS
December 31, 1998
RETAINED EARNINGS, BEGINNING BAL. $4,247
NET INCOME (LOSS) 1,791
RETAINED EARNINGS, ENDING BAL. $6,038
ROOTS CULTURAL FESTIVAL
STATEMENT OF REVENIIE AND EXPENSES
December 31, 1998
YEAR-TO-DATE
12 MONTHS %
REVENUES
DONATIONS $72,012 100.00
TOTAL INCOME ,, 72,012 100.00
TOTAL REVENUES $72,012 100.00
EXPENSES
AWA/{DS 16,996 23.60
BANK CHARGES 59 .08
CASUAL LABOR 4,638 6.44
EQUIPMEIT]7 RENTAL 10,170 14.12
FEES 3,927 5.45
FOOD/BEVERAGE 2,774 3.85
INSURA~CE 7,536 10.47
LICENCES & TAXES 86 .12
OFFICE EXPENSEE 1,212 ! 68
OPERATIONAL SUPPLIES 2,112 2 93
POSTAGE 79 11
PROFESSIONAL FEES 10,781 14 97
PROGRAM MATERIALS 1,016 1 41
PROMOTIONAL EXP/ADVERTISE 419 58
RENTS 1,600 2 22
SEMINARS/EDUCATION 1,300 1 81
TELEPHONE 1,415 1 97
ENTERTAINMENT 4,100 5 69
TOTAL EXPENSES $70,221 97.51
NET INCOME/(LOSS) $1,791 2.49
~ DELl:LAY BEACH TENNIS CENTER
EVENT SETTLEMENT
Payment
2 @ $3000.00 $ 6,000.00
1 @ $5256 $ 5,256.00
Cash - Concession Commission 25% of $2285.00 $ 571.25
Cash - Paid directly to Staff $ 1,262.00
. . Cash -Ice 13 bags @ $5.00 $ 65.00
Cash - Concession Rights $. . . 750.00
$ 13,904.25
Expenses
Rent $ 3,000.00.
Sales Tax $ 180.00
Utilities $ 500.00
Police $ 2,178.00
EMS $ 480.00
Clean up $ 947.00
Trash Removal $ 385.00
Electrician $ 346.00
Labor - Stage & Court Installation an,d RemoVal $ 3,761.00
- Event Day Maintenance $ 100.00
Supplies $ 326.00
Operation Staff $ 315..00
$ 12,518.00
Profit $ 1,386.25
Rent $ 3,000.00
Net Profit $ 4,386.25
u:merrillAxt/bdevstl.xls
TO: David T. Harden, City Manager
FROM: ~r/Robert A. Barcinski, Assistant City Manager
DATE: July 12, 1999
SUBJECT: ADDITIONAL INFORMATION CITY COMMISSION WORKSHOP
JUL Y 13, 1999 - SPECIAL EVENTS
Attached are revenue and expense statements for events that I was able to obtain per
Commissioner Schmidt's request.
I want to clarify that the column titled "Sponsor Payment" on the spreadsheet only
reflects payments the City received from the event sponsor and does not include other
sponsor costs. The $32,000 payment received from the Joint Venture for the 1998 Fourth
of July was to help pay for the fireworks cost.
Also attached is a revised spreadsheet.
RAB/tas
Attachments
File:u:sweeney/asmemos
Doc: 071299a
FROM : SIMON AND SCHMIDT FAX NO. ' 5612650286 Jul. 12 1999 07:46AM P1
SIMON AND SCHMIDT, ATTORNEYS
100 N.E. Fifth Avenue, Suite A-1
Deiray Beach, Florida 334S
(561) 278-2601 or 737~8222
FAX NO. (561) 265-0286
TRANSMITTAL COVER SHEET
To: David Harden Fax No. 243-7166
From: David Schmidt Time:
Date: 7/12/99 By:
Re: Special event funding No.of Pages: 1
Includes cover
CONFIpE~TIALITYNOTICE: THE DOCUMENTS ACCOMPANYING THIS TELECOPY
TRANSMISSION NUkY CO1TIAIN CONFIDENTIAL INFORMATION BELONGING TO
THE SENDER. THE INFORMATION IS INTENDED ONLY FOR THE USE OF THE
INDIVIDUAL OR ENTITY NAMED ABOVE. IF YOU ARE NOT THE INTENDED
RECIPIENT, YOU ARE HEREBY NOTIFIED THAT ANY DISCLOSURE, COPYING,
DISTRIBUTION OR OTHER TAKING OF ANY ACTION IN RELIANCE ON THE
CONTENTS OF THIS TELECOPIED INFORMATION IS STRICTLY PROHIBITED.
IF YOU HAVE RECEIVED THIS TELECOPY IN ERROR, PLEASE IMMEDIATELY
NOTIFY US BY TELEPHONE TO ARRANGE FOR RETURN OF THE ORIGINAL
DOCUMENTS TO US.
MESSAGE IF ANY:
Dear David:
It would be helpful for me for tomorrow night's discussion
regarding special event funding if we had profit and loss
statements from the various organizations we contribute to.
would llke to see how much income is generated and the expenses
for each event to see if the City's contribution makes a
significant difference in the end result.
SUMMARY OF JOINT VENTURE INCOME/EXPENDITURE FOR 1,998 ACTIVITIES EVENTS
Extra funds brought forward from Admin Income/Expenses 8,446
Art & Jazz shortfall brought forward -9,642
December Holidays shortfall brought forward -951
Map project profit brought forward 1,477
Calendar shortfall brought forward -3,702
July Fourth shortfall brought forward -6,330
Summer Nights on the Avenue shortfall brought forward -1,002
Other Activities & Events shortfall brought forward -4,077
TOTAL SHORTFALL FOR 1998 YEARI -15,781
NET SHORTFALL 1997 DECEMBER HOLIDAYS PAID 1998 -13,773
THEREFORE TOTAL SHORTFALL AT 12/31/98 -29,554
Notes to the accounts:
1) $37,500 extra funds for Tree was received from City of D.B. & D.D.A. in October 1998 and was a
& used for, December Holidays 1998 in these financials. I 1' I
2) $17,375 extra funds was received from C.R.A., D.D.A.& City in August 1998 and was applied to ...
1997 December holiday shortfall in these financials. J J J J
3) Total loss on financials at 12/31)98 was reflected as $15,515 but should have been $21,943 due
$10,003 from City of D.B. for 199g Fireworks was incorrectly reflected as income for 19g8. Also
the net income from Main Street Resource team has been transferred to Admin Other Income
from Liabilities. J j j j J j j
$'7','609 was expended in 1999 for 1998 December holidays over & above accrued amount and this.
has been included in the figures on this financial. Amounts short accrued were:
Murphy's Towing 915
Colony Hotel 1,850
Meisner Electric (short accrued) 3,997
Suntrust Bankcard I 203
Total Contract Services 6,965
Plus Awards t 29
Photography & film 133 ~
Printing 248
Supplies 234
Total short accrued 7,609
4) $29,000 was raised from sponsors in 1998 to cover check to City for Fireworks. This amount is
not reflected in these financials. .. t J J J J
ANALYSIS JOINT VENTURE ADMINISTRATIONS INCOME & EXPENSES 199,S TOTAL
INCOME: CO-ORD FEE OTHER YEAR
Chamber (~f Commerce 22,000
Community Redevelop Agency 65,000
Downtown Develop Authority 37,000
Howard Alan 14,500
Net Income Main Street Resource Team 3,575
TOTAL INCOME 124,000 18,075 142,075
ADMI'N. EXPENSES: STAFF MEETINGS STATIONERY OTHER
COSTS & TRAVEL ,EXPENSES
Payroll 93,832
Taxes 7,270
Unemployment/Worker Comp. 727
Health Insurance 4,605
Retirement 6,947
insurance 3,439
.1st Night Saratoga Springs:) 1,836
Registration $500 )
Air Ticket $25i )
Hotel $509 )
Expenses $576 )
Downtown Registrations 3x 1,365 ..
Meeting with Travel Wdter 169
Meeting S.N.O.A. Sponsor 38 .
Balance Signage Meeting 58
Main St. Conference Pittsburg 379
FRA " Frt Lauderdale 87
IDA " W.P.Beach 98
Misc. Meetings & Parking I 98
Community Relations Lunch Cost 143
...... Donations -240
Meeting Sun-Sentinel 24
Flodda Redevelopment Assoc. 235
Computer Training - MC & SK 80
Travel Allowance - MF 1,200
Reimburse mileage - MC 26
Advertisers Press - Market Pack ApplicatiOns 460
RJM Advertising ...... I 1,075
Suntrustcard - Resource Management Tallahassee 36
Printing + - Color Envelopes & Plan & Zone Memos 351
" - One Color Envelopes & return address 334
Business Cards - JV & MC 212
Name Badges etc 26
Costco- Pens 9
Reimbursement to MF for various supplies, 89
Bearcom Radio Purchase I 504
Ace HardwareI 8
2x Unishippers to R Goldberg Signage & P,B. Cnty CVB 43 _
Downtown Idea Exchange Subscription {. 167
P,B,. County Millennium Council Event Entry Fees 80 __
Suntrustcard - late payment interest I 22
Bank & Credit card Fees II 98
P.B. County Millenium Council Sanctio. ning Fee 150 _
Unishippers to Millennium Council 9
WM Palm Beach - Refund from 1996 ~100
Telephone Reimbursement to MF 1,200
.... to MC 37
Hand's - Wave volunteer Program 15
Main St. Expenses I 496
ADMIN. EXPENSES (CONT.): STAFF MEETINGS STATIONERY OTHER TOTYEA
COSTS & TRAVEL EXPENSES
All America City Conf. - Hotel & Car rent 852
....... - Expenses 115
TOTAL ADMIN EXPENSES 113,381 6,563 2,592 6,168 128,704]
S. MURPHY- PUBLIC RELATIONS COST 2,1701
CAPITAL EXPENDITURE OFFICE 'FURNITURE 2,543
CAPITAL EXPENDITURE SLIDE PROJECTOR 212
TOTAL ADMIN, PUBLIC RELATIONS & cAPITAL EXPENDITURE 1337629
EXCESS FUNDS ON HAND TO ARDS SHORTFALL EVENTS & ACTIVITIES 87446
ANALYSIS INCOME & EXPENDITURE - JOINT VENTURE 1998
ART & JAZZ - 5 IN 1998:
INCOME: fSPONSOR OTHER PACKAGE TOT YEAR
Suntrust Bank ~ 10,000
Sun Sentinel |. 1,147
Suntrust Bank 573
Freedom WPBC 574
So FL Interactive 573
City Limits 500
TOTAL INCOME ~l 3.,367 $0 $1 '1,550. $24,917
EXPENSES: lstA&J 2ndA&J3rd A&J4th A&J 5th A&J
Advertising 4,464
Suntrust 281 281
Signs by Sun-Sent. 803 803 803 803 803 4,013
P.B. Fax Co 54 52 22 26 16 170
Contract Services 29,393
Entertainment 4,140 3,800 3,855 4,450 3,800 20,045
S.FI Trolley 300 275 575
Casual Labor 44 25 69
City of DB O/Time 534 3,749 909 5,192
E Coast Railway 208 156 364
Port-O-Lets 408 408 472 345 1,633
Bob's Barricades 408 466 141 500 1,515
Miscellaneous 518
Scottsdale Insurance 100 100 100 100 100 500
Photography & Film 6 8 4 18
Supplies
Duct Tape etc / 13 40 12 10 75 ~70
Home DepotI 95 95
Travel & Meals 14
M. Carter Mileage 2 12 14
TOTAL EXPENSES 7,299 5,452 9,381 7,270 5,159 34,559
NET SHORTFALL -2315 -468 -4397 -2286 -175 ;.9~642
DECEMBER HOLIDAY FESTIVITIES 1998: I
INCOME: SPONSOR OTHER PACKAGE TOT YEAR
Browning Fen'is Indus. 5,000
Delray Medical 2,500
Florida Power & Light 1,000
Howard Alan .2,500
Levengers 1,000
Milagro Foundation 1,000
Mouw Associates 500
Ocean Properties 5,000
Solid Waste Authority 1,000
Spanish River 1,000
Spdnt pcs 5,000
Tommy's Concessions 1,500
City of Delray Beach 25,000
D.D.A. 12,500
TOTAL INCOME ~.64,500 $23,878 $3,480 $9t ,858
Contract [Design & Mail & Travel &
EXPENSES: Adverts Awards Services Printing Miscell. Supplies Meals
Sun-Sentinel for 1997 5,0001
Speedy Signs 2,700
Sun-Sentinel Santa fund 5,000
Field & Assoc - Volunteer 1,220
Pdnting Plus " 11
Eagle Metal for 1997 5,333
Meisner Elec for 1997 20,000
Murphys' Towing for 1997 -79
J Berman-Tree lighting 500
FLA Sound Systems 350
Eagle Metal Fabricators 20,000
Elite Protection Svcs 5,505
US 1 Tent Rentals 553
Meisner Electric 23,997
Coylin Industries 456
Murphy's Towing 915
The Colony Hotel 1,850
Dryclean Santa Suit 203
The Music Store 1,500
Printing Plus for 1997 95
RJM Advertising-Need Help/"Support Tree/Holiday Festivit 5,416
Advertisers Press I I 505
Z Business - Holiday Flyer in Newsletter 119
Printing Plus - Visitor Surveys I 248
SCP Commercial PrintingI 5,797
Printing Plus- 100' Tree & Photo Collage Flyers 248
M Carter Mailings for 1997 14
US Postal Services - Fund Raising 404
E-Plus Bus. Svcs - " " 97
Unishippers - 2 mailings I 35
Palm Beach Fax Co.I 65
Contract Design & Mail & Travel &
EXPENSES: Adverts Awards Services Printing Miscell. Supplies Meals
Point Cleaners Drycleaning for 1997 144
M. Carter reimburse for 1997 Vol. Party 25
M Carter reimbursement i
Photos & Film
Select Photo of Delray 123~
Florida Coco Cola for 1997 557
M Carter reimburse for 1997 Vol. Thank u's 27
Suntrust BankCard - Fairy Lights etc 1732
Hanoi's Stationers I 77
Smith Music GroupI 6,091
Dynacolo Graphics - Postcards 538
City of DB. - reimbursements 2,118:
RK Promotions - Decals I 845
Royal Palm City IceI 1,030
Family Christian Stores - Candles & Bags 277
Misc, supplies I 199
M Ferret - Elf LightsI 215
Re-imburse for 1997 Vol. Meals 32
Suntrust BankCard - Xmas Tree Meeting 51
Re-imburse Vol. Meals 860
Volunteer Award Party 867
Certificates-Vol. Awards 29
TOTAL EXPENSES 12,700 1,260 81,227 12,428 826 13,706 1,810 123~957
TOTAL NET SHORTFALL FOR DECEMBER HOLIDAYS (1997 & 1998) -$32,099
1997 Exps paid in 1998 5,000 25,398 95 39~ 584 32 31,148
1998 Expenses 7,700 1,260 55,829 12,333 787 13,122 1,778 92,809
ACTUAL NET SHORTFALL DECEMBER HOLIDAYS 1998 -951
1997 DECEMBER HOLIDAY EXPENSES PAID IN 1998 OF $31,148 LESS EXTRA FUNDING
RECEIVED FROM C.R.A. $7,875 / D.D.A$4,500 lC ITY OF D.B.$5,000 TOTALLING $17~375
LEAVES A NET SHORTFALL FOR DECEMBER HOLIDAYS 1997 OF I I -~3,773
MAP 1998: I I l
INCOME: SPONSOR ADVERTS PACKAGE TOT YEAR
TOTAL INCOME $8.250 $2,887 $11,137
Contract redesign & Mail & Travel &
EXPENSES: Adverts Awards Services Printing Miscell. Supplies Meals
RJM Advertising Design & Typeset 3,300
Advertisers Press - Printing 5,901
US Postal Services I 394
E-Plus Bus Services 65
TOTAL EXPENSES 01 0 0 9,201 459 0 0 9,660.!
NET pROFIT MAPS 1,477'
NOT REFLECTED ABOVE IS THE $7,404 E PREPAID 12/18/98 FOR 1999 MAP.
CALENDAR 1998:
INCOME: SPONSOR ADVERTS PACKAGE
TOTAL INCOME $0'
Contract Design & Mail & Travel &
EXPENSES: Adverts Awards Services Printing Miscell. Supplies Meals
Calendar InSerts in "Voi(~e" 178
Printing Plus 2x I 58
Beachcomber Graphix 5x 397
Bob's Printing 6x 3,069
TOTAL EXPENSES 0 0 0 3,524 178 0 0 3,70.2
NET SHORTFALl' CALENDARS -3,70.2
++4-+4-+4-+++++++++-!-4- ++++4-4-++ ~-++++4-++ +++4-+4-++ ~-4-4-+4-+++ +4-+4-+4--I-+ ++++4-4-4-+ +4-++++++ 4-4-4-4-+4-+4-
JULY 4TH 1998:
INCOME: SPONSOR T.SHIRTS PACKAGE
Bostons on the Beach 500
Less Paid to Rotary -400
TOTAL INCOME ,. 100 268 3~480 $3,848
Contract Design & Mail & Travel &
EXPENSES: Adverts Awards Services Printing Miscell. Supplies Meals
South FI Newspapers 970
Palm Beach Fax Co 48
Johnny Haynes 100
Bob's Barricades 283 _
Marriot Hotel - Grucci Fireworks 304
Contract Design & Mail & Travel &
EXPENSES: Adverts Awards Services Printing Miscell. Supplies Meals
Avenue Creative Group 32
RJM Advertising 1,078
Printing Plus 58
I
Unishippers 2x 191
Fireworks by Grucci - reimbursed expenses 825
Photo & Film 81
RK Promotions - Flags 348
JM Global - T. Shirts 1,526
Re-imbersed for Kites 71
'Miscellaneous supplies 99
Kites & T.Shirts Revenue -101
Air Tickets 1997 Bed Race Winners 1,500
Reimburse M Carter 10
TOTAL EXPENSES 1,0'18 0 3,687 1,168 852 1,943 1,510 $107178
NET SHORTFALL JULY 4TH -61330
++++++++++++++++++ ~.+++++++ ++++++++ ++++++++ ++++++++ ++++++++ ~.+++++++ ++++++++ ++++++++
SUMMER NIGHTS ON THE AVENUE 1998:
INCOME: SPONSOR OTHER PACKAGE
'Delray Medical Center 500
Blue Anchor Inn 100
9x $45 to cover entertain 405
Mama Mia Icecream
Sprint PCS 2,500
TOTAL INCOME 3,505 50 3z.455, $7,010
Contract Design & Mail &
Travel
&
,EXPENSES: Adverts Awards Services Printing Miscell. Supplies Meals
Palm Beach Fax Co 36
Pineapple Productions 2,650
Coylin Industries 180
FL E Coast Railways 208
City of D.B. - Overtime I 3,131
RJM Advertising - ABS Logo, Brochure, Banners 1,793
Re-imburse copies of Press Release 2
Photos & Film 36 12!
!TOTAL EXPENSES . '" 0 6,169 1,795
NET SHORTFALL SUMMER NIGHTS ON THE AVENUE -11002
· I..I.++.l..t-.i-.f. +.t-++-I-+++
+++-I-'F+++++++++++++
'm. IUOTHER EVENTS & ACTIVITIES 19.c 8:
'iNCOME: SPONSOR OTHER PACKAGE
~/8/98 Delray Medical 1,100
7/15 Amedcan Express 1,500
7/15 Ocean Properties 1,500
10/13 Weiner, Morici 5,000
TOTAL INCOME 9,100 _0 _0 $9,100
Contract Design & Mail & Travel &
EXPENSES: Adverts Awards Services Printing Miscell. Supplies Meals
Palm Beach Fax Co 811
insert in the Voice 21
110/29 Dr Walter Tumbull 500
11/16 Manhattan Trophy I 43
RJM Advertising - Gift Certificate & Holder 3,035
['" " - Heritage Mnth Brochure 2,311.
~. - Downtown Signage 199
Printing Plus - First Nigh'tI '. 15
Bob's Printing - Gift Certificates 947
Advertisers Press - Gift Certificates 3,519
SCP Commercial- Hedtage Mnth Brochure 1,793!
!6/30 Unishippers 2x Signage 35
7/30 Unishippers to P.B. Cnty CBV 17
Palm Beach Fax Co I 43
Balance 1st Night Expense 42
M Carter Reimburse - DMBA Banquet 35
Photos & Film I t 62!
Select Photo - Slides signage workshop 114
11/99 Suntrust Bankcard purchases 20
Dr Tumbull's Air Ticket I 226
.... - Meeting @ 32 East 82
Reimburse Tvl & Meal Expenses x 2 37
TOTAL EXPENSES 145' $43 0 11,819 305' 20 345 $13~177
NET SHORTFALL OTHER ACTIVITIES & EVENTS -4~077.
++++++++4-++++4-4-+++ ,++4-4-++++ +++4-++++ 4-4-4-4-4-4-4-4- 4-4-4-4-4-4-4-4-~-4-+4-4-4-4-4- ~-4-4-4-4-4-4-4--I-4-+4-+4-4-+ 4-4-4-4-4-4-4-4- -
07/12t1999 10:42 561-~43-7818 OLD SCHOOL SQUARE PAGE 01
FAX COVER PAGE
Old
School If this fax transmission is not complete or if you are not
Sq~ the intended recipient, please call the sender at
' (561) 243- 7922
TO: Robert Barcinski
OF: City of Defray Beach
FAX #: 243-7166
FROM: Torrey Everett Date: July 12, 1999
No. of Pages, including this page: 3
Here is the latest info on First Night Income and Expense.
07/12/1988 10:42 581-243-7018 OLD SCHOOL SOUARE PAGE
Old School Square, Inc.
07nz~ First Night Income & Expense
June 1998 through M,,y 1999
Jun 'ge - May
Income
Unrestricted Contributed Income
Underwriting 4.§00.00
Unr~trlGted 400.00
Total Bum fnel~ 4,900.00
Go~rnment
City 5,000.00
Total GoYemment 5.000.00
Indivlduala
Other 1000
Tobil Indlviduell 10.00
Total UnrestriCted ContribUted Income 9.910.00
Unrestricted Earned Revenue
Fund R~lalng Eventa
Fiat Night 62,591-00
Total Fund Railing Evente 62,591,00
Gift Shop S~Iel 1,025.00
Total Unr~trlcted Earned Revenue 83,616.00
Total income 73,526.00
Groee Profit 73,526.0Q
Expenli
Advertising 1,381 50
Bank Service Charges 0.57
Dues and Suba~dptlon$ 250.00
Equipment Expense 2.060.90
Gift ~hOp Pumh~ 4,155.40
Inaurinc~
Liability lnlurancl 2,342.93
Total Ineumncl 2,342.93
Miacellaneoul 642.88
Outeidl ~ervlcea
Computer ~iervlcll 130.00
Other 100,00
Secur~ a~.O0
Transportation 270.00
Total Outside ."iarvlcea 580.00
Payroll Expen~el
Groe~ P.y 17,677
,~ Ove~tlnte Premium 37-$0
Tax-Emplyr-FICA 213.18
Tax-Fmplyr-Mc~m 49.86
Tax-Emplyr-$UI 169.$:2
Totel Payroll Fxpenee~ ~8,147.53
Poategm end Dmllveq~ 254.
Printing and Rmproduction 1,401.41
Program E,rpen~
P®r~orntar F~ 44,371
Total Program E=p~nmm 44.371.52
Promoflon&l Actlvltl~ Expense
Photography 42.35
Total Prot~otlonal Activltlm~ Expense 42.$5
Rent
Pege 1
07/12/1999 10:42 561-243-7018 OLD SCHOOL SQUARE PAGE
Old School Square, Inc.
First Night Income & Expense
June 1998 through May 1999
Jun '98 - May 'g9
Equipment 4,396 76
TOtal Rent 4.396_78
Suppll~.
Art 24478
Maintenance 11.25
MIg~g, llaneoum 1,163.63
Offi~;, 65.46
Total Supplies 1,485.14
Training expense 500.00
Travel & Ent
FOOd · refYe~hltlertt. 1,17727
Mileage relmbamement 27.72
Travel 2.632.39
Total Travel & Ent 3,637.38
Telephone 9.00
To~i Utllltle~ gOO
Total Expense 85.859.41
Net Income -t 2.333.41
Page
Roots Cultural Festival
Compiled Financial Statements
For the Twelve Month
Period Ended December 31, 1998
To the Board of Directors
Roots Cultural Festival
P.O. Box 2654
Delray Beach, Florida 33447-2654
I have compiled the accompanying Balance Sheet of
Roots Cultural(A Fla Corporation) as of December 31, 1998
and the related statements of revenue & expense for the
twelve month period then ended in accordance with
Statements on Standards for Accounting and Review Services
issued by the American Institute of Certified Public
Accountants.
A compilation is limited to presenting in the form of
financial statements information that is the representation
of management. I have not audited or reviewed the
accompanying financial statements and, accordingly do not
express an opinion or any other form of assurance on them.
However, I did become aware of certain departures from
generally accepted accounting principles that are described
in the following paragraph.
The management has elected to omit the statement of
cash flows and substantially all of the disclosures required
by generally accepted accounting principles. If the omitted
statements, disclosures and supplementary information were
included in the financial statements, they might influence
the user's conclusions about the company's financial
position, results of operations, and cash flows.
Accordingly, these financial statements are not designed for
those who are not informed about'such matters.
William J. Lunn, CPA
Fort Lauderdale, Florida
April 11, 1999
ROOTS CULTURAL FESTIVAL
BALANCE SHEET
December 31, 1998
ASSETS
CURRENT ASSETS
CASH - SUNTRUST $6,038
TOTAL CURRENT ASSETS $6,038
TOTAL ASSETS $6,038
ROOTS CULTURAL FESTIVAL
BALANCE SHEET
December 31, 1998
LIABILITIES AND EQUITY
CURRENT LIABILITIES
FIIND BALANCES
OPERATING FI/ND 6,038
TOTAL Fl/ND BALANCES $6,038
TOTAL LIABILITIES AND EQUITY $6,038
ROOTS CULTURAL FESTIVAL
STATEMENT OF RETAINED EARNINGS
December 31, 1998
RETAINED EARNINGS, BEGINNING BAL. $4,247
NET INCOME (LOSS) 1,791
RETAINED EARNINGS, ENDING BAL. $6,038
ROOTS CULTURAL FESTIVAL
STATEMENT OF REVENUE AND EXPENSES
December 31, 1998
YEAR-TO-DATE
12 MONTHS %
REVENUES
DONATIONS $72,012 100.00
TOTAL INCOME .. 72,012 100.00
TOTAL REVENUES $72,012 100.00
EXPENSES
AWARDS 16,996 23.60
BANK CHARGES 59 08
CASUAL LABOR 4,638 6 44
EQUIPMENT RENTAL 10,170 14 12
FEES 3,927 5 45
FOOD/BEVERAGE 2,774 3 85
INSURANCE 7,536 10 47
LICENCES & TAXES 86 12
OFFICE EXPENSEE 1,212 1 68
OPERATIONAL SUPPLIES 2,112 2 93
POSTAGE 79 11
PROFESSIONAL FEES 10,781 14 97
PROGRAM MATERIALS 1,016 1 41
PROMOTIONAL EXP/ADVERTISE 419 58
RENTS 1,600 2 22
SEMINARS/EDUCATION 1,300 1 81
TELEPHONE 1,415 1 97
ENTERTAINMENT 4,100 5 69
TOTAL EXPENSES $70,221 97.51
NET INCOME/(LOSS) $1,791 2.49
DELRAY BEACH TENNIS CENTER
EVENT SETTLEMENT
Payment
2 @ $3000.00 $ 6,000.00
1 @ $5256 $ 5,256.00
Cash - Concession Commission 25% of $2285.00 $ 571.25
Cash - Paid directly to Staff $ 1,262.00
Cash -Ice 13 bags @ $5.00 $ 65.00
Cash - Concession Rights $ 750.00
$ 13,904.25
Expenses
Rent $ 3,000.00
Sales Tax $ 180.00
Utilities $ 500.00
Police $ 2,178.00
EMS $ 48O.0O
Clean up $ 947.00
Trash Removal $ 385.00
Electrician $ 346.00
Labor- Stage & Court Installation an,d Removal $ 3,761.00
- Event Day Maintenance $ 100.00
Supplies $ 326.00
Operation Staff $ 315,00
$ 12,518.00
Profit $ 1,386.25
Rent $ 3,000.00
Net Profit $ 4,386.25
u: me rrill/bd/bdevstl.xls
ITEMS FOR THE JULY 13~ WORKSHOP:
Workshop:
( ) Discussion concerning special events.
( ) Provide direction concerning the proposed amendment to the Land Development Regulations
dealing with parking requirements for mixed use projects.
( ) Presentation of proposed budget document for FY 2000. /~ ~~
( ) Initial review of Five Year Capital Improvement Program. (TENTATIVE) ~O,.~-i:~to~
l' ~
( ) Commission comments.
LIST OF SPECIAL EVENTS
Event I Regular Commission Approved?
I
Heetin9 of
*** 1999 ***
Downtown Craft Festival 05-04-99 Yes
Olympic Heights Project Graduation 04-20-99 Yes
Art & Jazz on the Avenue 04-20-99 Yes
Cystic Fibrosis Foundation 10K Walk 04-06-99 Yes
Cinco de Mayo Fiesta 04-06-99 Yes
1~t Annual Garlic Festival 04-06-99 Yes
Walgreens Red Ribbon Ride 03-16-99 Yes
1999 Bud Light Pro/Am Beach Volleyball Tournaments 02-16-99 Yes
Palm Beach International Film Festival 02-26-99 Yes
4th Annual Delray Beach Winter Street Craft Festival 02-16-99 Yes
Delray Affair - 5K Run 02-02-99 Yes
Delray Affair 02-02-99 Yes
Lupus Foundation Health Walk 01-05-99 Yes
Art & Jazz on the Avenue 01-05-99 Yes
*** 1998 ***
Fotofusion 99 12-08-98 Yes
Art & Jazz on the Avenue 11-17-98 Yes
Pedi Cab for Art & Jazz 10-13-98 Yes
Green Market 10-13-98 Yes
Holiday Pageant Parade 10-06-98 Yes
American Lung Association of Southeast Florida 09-15-98 Yes
Holiday Pageant Parade 09-15-98 Yes
Harvest Fest 09-15-98 Yes
Art & Jazz 09-15-98 Yes
Visions of Perfect Harmony 09-15-98 Yes
2nd Annual Godzilla, Sushi & Hot Bikes Festival 08-18-98 Yes
4th Annual Delray Beach Street Craft Festival 08-18-98 Yes
Funding FY 98-99 Yes
Temporary Use Permit 06-16-98 Yes
Summer Nights on the Avenue 06-16-98 Yes
Art & Jazz on ~he Avenue 06-16-98 Yes
Del Ragin Summer Splash 04-21-98 Yes
Beach Boys Concert 04-14-98 No
Sign Waiver 04-14-98 Yes
Art & Jazz 04-07-98 Yes
Palm Beach International Film Festival 03-26-98 Yes
Project Graduation (Atlantic High- match donation) 03-17-98 No
Irish Celebration 03-03-98 Yes
Project Graduation (Atlantic High School) 03-03-98 Yes
Delray Beach Street Festival 02-17-98 Yes
Delray Affair 5 K run 02-17-98 Yes
Special Event Signage 02-03-98 Yes
1998 Bud Light Pro/Am Beach Volleyball 01-20-98 Yes
Delray Affair 01-20-98 Yes
Art & Jazz on the Avenue 01-06-98 Yes
~ 1997 ~
Fotofusion 12-09-97 Yes
Downtown Delray Art Festival 12-09-97 Yes
Pedi-Cabs at Art & Jazz 12-02-97 Yes
Holiday Pageant Parade 11-04-97 Yes
Eastern Surfing Association 10-21-97 Yes
Art & Jazz 10-21-97 Yes
Vision of Perfect Harmony 09-23-97 Yes
Harvest Fest 09-23-97 Yes
Delray Eagles Funding Request 07-15-97 Yes
July 4th Fireworks 07-01-97 Yes
Summer Nights 06-17-97 Yes
20th Annual ROots Cultural Fest 06-17-97 Yes
Art & Jazz 06-17-97 Yes
Technical Enterprise and Development Center 05-20-97 Yes
FAU- Human Powered Submarine Team 05-15-97 Yes
USA Beach Volleyball Tournament 04-15-97 Yes
Delray Affair 04-04-97 Yes
SOS Taste of the Grove 02-18-97 Yes
3rd Annual Do .wntown Art Festival 01-21-97 Yes
Fotofusion 97 01-07-97 Yes
Downtown Delray Art Festival 01-07-97 Yes
ee~ 1996 ee~
Bud Light Pro AM Beach Volleyball Tournament 12-03-96 Yes
Eastern Surfing Association 12-03-96 Yes
Benevolent Organizations for FY 96-97 11-19-96 Yes
Holiday Pageant Parade 11-05-96
Keith Straghn Traveling All Stars Funding Request 07-16-96 Yes
Gallery Stroll 01-09-96 Yes
~ee 1995 ~e~
Carnival Delra¥ Beach Mall 12-12-95 Yes
lkMeIno/List of Special Events
[IT¥ DJ.- DELRF:¥ BE EK
DELI~AY BEACH
~ 100 N.W. 1st AVENUE . DELRAY BEACH, FLORIDA 33444 .407/243-7000
AII-AmedcaCity
~; TO: David T. Harden, City Manager
993 FROM: obert A. Barcinski, Assistant City Manager
SUBJECT: AGENDA ITEM # CITY COMMISSION WORKSHOP, JANUARY 16, 1996
SPECIAL EVENTS
DATE: January 12, 1996
Attached is a list outlining special events support provided by the City, estimated costs, and past
policy concerning support for the events.
Some of the information provided is estimates only due to not having complete and accurate
records. Estimated costs, unless otherwise specified, do not include costs for space rental or
equipment use.
The list does not include City sponsored events, i.e., 4th of July, Labor Day fireworks, Sunshine
Cup Tennis Toumament, Legends Tournament, Winter Championships and concerts. Nor does it
include any administrative costs.
This information is being provided per City Commission request and may be useful in reviewing
policy decisions conceming City support and cost sharing for these events.
I would suggest that if an event is being sponsored or co-sponsored by a for-profit organization,
then all costs should be paid for by the for-profit organization, and we have recently tded to move
in that direction. The question arises when some of the proceeds being collected by the "for-profit"
organization are going to a charity such as "Hoop-It-Up."
We may, for non-profits, want to look at a policy based on some sort of net profit number for the
particular event.
If you have any questions, I will try to answer them.
RAB:kwg
Attachments
File:u:graham/agenda
Doc.:SpeciaI.Evt
THE E=FO~T ALWAYS MATTERS
, :.: : :::