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Home My WebLink About8621-95 Appropriating Monies Defraying Expenses Football Hall of Fame • • ORDINANCE No. 8621 -A5 Passed by the Common Council of the City of South Bend, Indiana_ September 25, 19 95 f - y / Attest: City Clerk IRENE K. GAMMON Attest: �./ "r' �— President of Common Council Presented by me to the Mayor of the City of South Bend, Indiana— September 26, 1995 City Clerk IRENE K. GAMMON Approved and signed by me 97 19 9175--- 6,27,704- E. ke<, `^` Mayor SUBSTITUTE ORDINANCE NO. X621- 9S AN ORDINANCE OF THE COMMON COUNCIL OF THE CITY OF SOUTH BEND APPROPRIATING MONIES FOR THE PURPOSE OF DEFRAYING THE EXPENSES OF THE COLLEGE FOOTBALL HALL OF FAME FOR THE FISCAL YEAR BEGINNING JANUARY 1, 1995 AND ENDING DECEMBER 31, 1995 INCLUDING ALL OUTSTANDING CLAIMS AND OBLIGATIONS, FIXING A TIME WHEN THE SAME SHALL TAKE EFFECT, AND ESTABLISHING CERTAIN ENTERPRISE FUNDS STATEMENT OF PURPOSE AND INTENT The City of South Bend, Indiana, through its Century Center Board of Managers operates the College Football Hall of Fame which shall, during calendar year 1995, realize revenues and incur expenses in connection with the operation and maintenance of the same. The Common Council of the City of South Bend has determined that it is necessary to appropriate the revenues of the College Football Hall of Fame in order to defray the expenses of the College Football Hall of Fame and that it is in the best interests of the City and the public to establish enterprise funds for the purpose of receiving the revenues, and out of which to pay the expenses, of the College Football Hall of Fame. NOW, THEREFORE, BE IT ORDAINED BY THE COMMON COUNCIL OF THE CITY OF SOUTH BEND AS FOLLOWS: Section I . There is hereby created the College Football Hall of Fame Fund, Fund No. 677, an enterprise fund of the City of South Bend, for the purpose of receiving the revenues, and out of which to pay the expenses, of the College Football Hall of Fame and its various programs . This Fund shall be subject to full accrual accounting and any excess revenues of this Fund shall be subject to distribution in accordance with the terms of the License Agreement between the City of South Bend, Indiana and the National College Football Foundations and College Hall of Fame, Inc. , dated as of July 16, 1993 and the Management Agreement among the City of South Bend, Indiana, the Century Center Board of Managers and the National College Football Foundations and College Hall of Fame, Inc. , also dated as of July 16, 1993, as the same may be amended from time to time. Section II . For the expenses of the College Football Hall of Fame and its various programs, for the fiscal year 1995, the sums of money, as set forth in the attached budget which is made a part hereof, are hereby appropriated and ordered set apart out the funds hereinafter named, and for the purposes hereinafter specified, subject to the laws governing the same. The sums herein appropriated shall be deemed to include all expenditures authorized to be made in said year, unless otherwise expressly stipulated or provided by law. Section III . For the fiscal year ending December 31, 1995, the above referenced appropriations are made within the College Football Hall of Fame Fund. Section IV. This ordinance shall be in full force and effect from and after its passage by the Common Council and approval by the Mayor. • finmmltttr g and Qin the Mnmuwn (iiuuucil of the CV of*nu* limb: Your Committee of the Whole to whom was referred BILL NO. 48-95 A BILL OF THE COMMON COUNCIL OF THE CITY OF SOUTH BEND APPROPRIATING MONIES FOR THE PURPOSE OF DEFRAYING THE EXPENSES OF THE COLLEGE FOOTBALL HALL OF FAME FOR THE FISCAL YEAR BEGINNING JANUARY 1, 1995 AND ENDING DECEMBER 31, 1995 INCLUDING ALL OUTSTANDING CLAIMS AND OBLIGATIONS, FIXING A TIME WHEN THE SAME SHALL TAKE EFFECT, AND ESTABLISHING CERTAIN ENTERPRISE FUNDS Respectfully report that they have examined the matter and that in their opinion This bill has been recommended to the Council favorable, as amended by substitution. Cleo Washington, Chairman FREE PRESS PUBLISHING CO. • 1995 WORKING BUDGET-CITY OF SOUTH BEND 1992 1993 1994 1995 ACTUAL ACTUAL ACTUAL BUDGET ACCOUNT NUMBER ACCOUNT DESCRIPTION HALL OF FAME OPERATIONS TAXES 677-0000-317.00-00 HOTEL/MOTEL TAX 0 0 0 222,441 * TAXES 0 0 0 222,441 MISCELLANEOUS REVENUES 677-0000-360.00-00 MISCELLANEOUS REVENUES 0 0 0 78,000 677-0000-365.00-00 ADMISSIONS 0 0 0 303,074 * MISCELLANEOUS REVENUES 0 0 0 381,074 OPERATING REVENUES 677-0000-371.01-00 COMMISSION ON CATERING 0 0 0 7,425 677-0000-371.02-00 ROOM RENTAL 0 0 0 75,000 677-0000-371.03-00 EQUIPMENT RENTAL 0 0 0 7,000 * OPERATING REVENUES 0 0 0 89,425 ** HALL OF FAME OPERATIONS 0 0 0 692,940 1995 WORKING BUDGET-CITY OF SOUTH BEND 1992 1993 1994 1995 ACTUAL ACTUAL ACTUAL BUDGET ACCOUNT NUMBER ACCOUNT DESCRIPTION HALL OF FAME OPERATIONS FOOTBALL BALL OF FAME PERSONAL SERVICES 677-0414-645.10-01 REGULAR 0 0 0 82,455 • LEVEL TEXT TEXT AMT B EXECUTIVE DIRECTOR ANNUAL 42,000 14,538 GROUP SALES MANAGER ANNUAL 28,000 9,000 EDUCATION DIRECTOR ANNUAL 28,000 7,540 EXHIBIT TECHNICIAN ANNUAL 37,000 4,400 AUDITOR II ANNUAL 21,000 7,270 SENIOR CASHIER ANNUAL 14,000 4,850 ENGINEERING AID ANNUAL 20,000 7,000 COLLECTIONS ASSISTANT ANNUAL 23,000 8,000 SECRETARY I/RECEPTIONIST ANNUAL 15,000 5,200 OFFICE MGR./ADMIN. ASSISTANT ANNUAL 19,000 6,580 DIRECTOR OF COLLECTIONS ANNUAL 30,000 8,077 82,455 677-0414-645.10-02 HOURLY 0 0 0 71,049 LEVEL TEXT TEXT AMT B HOUSEKEEPERS 6 X 6.80 29,380 SPECIAL PROJECTS 2 X 6.50 6,084 COLLECTIONS ASSISTANT 1 X 5.75 1,250 VOLUNTEER COORDINATOR 1 X 11.00 5,940 MAINTENANCE 1 X 6.50 3,510 CASHIERS 4 X 6.50 18,140 A/V TECHNICIAN 2 X 8.75 4,725 EVENTS COORDINATOR 1 X 9.00 2,020 71,049 677-0414-645.10-04 EXTRA AND OVERTIME 0 0 0 3,000 677-0414-645.11-01 FICA - REGULAR 0 0 0 11,973 677-0414-645.11-04 PERF - REGULAR 0 0 0 4,194 677-0414-645.11-08 GROUP INSURANCE - HEALTH 0 0 0 11,535 * PERSONAL SERVICES 0 0 0 184,206 SUPPLIES 677-0414-645.21-02 STATIONARY & PRINTING 0 0 0 500 677-0414-645.21-03 OTHER OFFICE SUPPLIES 0 0 0 1,200 677-0414-645.22-05 UNIFORMS 0 0 0 4,200 677-0414-645.22-21 HOUSEHOLD,LAUNDRY,CLEAN 0 0 0 14,000 677-0414-645.22-24 OTHER OPERATING SUPPLIES 0 0 0 20,000 677-0414-645.23-01 BUILDING MATERIALS 0 0 0 300 , 677-0414-645.23-40 SALT 0 0 0 200 677-0414-645.23-99 OTHER REPAIR & MAIM. SUP 0 0 0 4,300 * SUPPLIES 0 0 0 44,700 OTHER SERVICES & CHARGES 1995 WORKING BUDGET-CITY OF SOUTH BEND 1992 1993 1994 1995 ACTUAL ACTUAL ACTUAL BUDGET ACCOUNT NUMBER ACCOUNT DESCRIPTION 677-0414-645.32-02 POSTAGE 0 0 0 2,500 677-0414-645.32-03 TRAVEL 0 0 0 3,000 677-0414-645.32-04 TELEPHONE & TELEGRAPH 0 0 0 3,200 677-0414-645.33-01 OTHER THAN OFFICE SUPPLY 0 0 0 400 - 677-0414-645.33-02 PUBLICATION LEGAL NOTICE 0 0 0 300 677-0414-645.33-03 PROMOTIONAL 0 0 0 140,645 677-0414-645.35-01 ELECTRIC 0 0 0 62,800 677-0414-645.35-02 GAS 0 0 0 10,800 677-0414-645.35-04 WATER 0 0 0 1,200 677-0414-645.36-01 BUILDINGS 0 0 0 4,000 677-0414-645.36-02 OFFICE EQUIPMENT 0 0 0 1,000 677-0414-645.37-02 EQUIPMENT 0 0 0 1,000 677-0414-645.39-10 SUBSCRIPTIONS 0 0 0 500 617-0414-645.39-89 MISC CHARGES & SERVICES 0 0 0 111,321 * OTHER SERVICES & CHARGES 0 0 0 342,666 CAPITAL 677-0414-645.43-03 OFFICE EQUIPMENT 0 0 0 83,060 * CAPITAL 0 0 0 83,060 ** FOOTBALL HALL OF FAME 0 0 0 654,632 *** HALL OF FAME OPERATIONS 0 0 0 654,632 COLLEGE FOOTBALL HALL OF FAME NOTES REVENUE BUDGET 1995 ADMISSIONS Total estimated attendance for 1995 is 68,414. The average admission price is $4 .43 for a total Admission Revenue for 1995 of $303 , 074 . This estimation was prepared by Sandy Lee, Director of Marketing and Sales. ROOM AND EQUIPMENT RENTAL Room Rental and Equipment Rental are based on actual events scheduled in the Press Box, Gridiron Plaza and the purchase of the entire Hall of Fame. The majority of the equipment rental is for the rental of tents on the Gridiron Plaza. This will be a revenue generating item and the cost will be reflected in the Equipment Rental expense item. COMMISSIONS - TENANTS The commissions received from tenants includes the Gift Shop and the Food Court. Each tenant has supplied us with their estimated revenues through the end of the year and percentages established by contract for each tenant were used to calculate commissions. The breakdown is as follows: Gift Shop $40, 000 Food Court $20, 000 COMMISSIONS - CATERING The commissions for catering was calculated by Sandy Lee, Director of Marketing and Sales. Her estimate was based on actual contracted events for the remainder of the year based on commission splits between the Hall of Fame and Century Center. HOTEL MOTEL TAX In late 1994 and 1995 the Hotel Motel Tax Board approved funds for the Hall of Fame for marketing expenses ($350,000) and pre-opening operating expenses ($200, 000) . This total was $550, 000. As of this date marketinv disbursements has totaled $210, 355. Pre-opening disbursements year to date are $117,204. These disbursements include: salaries, consulting fees, supplies and capital items for • operations. All funds to date were distributed through the County Hotel Motel Tax fund. The remainder of the funds will be distributed through the Hall of Fame operating budget and will be reflected in the appropriate line items. MISCELLANEOUS Miscellaneous Income is based on an exhibit within the Hall of Fame for which there is a $5. 00 charge. We have estimated that 3% of attendance will participate in the exhibit. Using this percentage we are estimated that 2, 052 attendees will pay the $5. 00 fee. Also included in Miscellaneous Income is the sale of commemorative tickets, posters and a one time payment from Follett (Gift Shop) for the opening of the Gift Shop totaling $65, 000. • NOTES EXPENSE ITEMS 1995 BUDGET PERSONNEL SERVICES ADMINISTRATIVE SALARIES - The 1995 budget figures were calculated per established salaries divisible by the number of pay periods to be paid after August 25, 1995. Some positions will not be filled until after opening date, and exact hire dates are not available at this time. FULL TIME HOURLY For the remainder of 1995 the Hall of Fame is proposing to hire six temporary housekeepers. Since we are unsure of the exact number of hours needed per week to maintain the cleanliness of the building, the remainder of 1995 will be a trial period. When submitting the 1996 budget permanent full time positions will be established. PART TIME/OVERTIME All part time budgeted figures have been calculated per average number of hours to be worked per week, per position, times the hourly rate. An overtime budget has been established since the full time housekeeping hours, at times, may exceed 40 hours per week. GROUP INSURANCE Group Insurance was budgeted per pay periods remaining in 1995 for administrative positions. We have estimated that seven positions will have married coverage and three will have single coverage. Temporary full time housekeepers are not eligible for insurance benefits. SOCIAL SECURITY Social Security benefits were calculated as follows: $156, 504 x 7. 65% PERF PERF calculation is based on $82, 455 x 4 .25%. Temporary full time housekeepers are not eligible for PERF benefits. SUPPLIES STATIONERY/PAPER This item includes copy paper, computer paper and any other miscellaneous paper needed for the offices. OFFICE SUPPLIES This item includes day to day supplies to meet the needs of the office staff. • • CLEANING SUPPLIES We have worked with an outside consultant to estimate the amount of cleaning supplies needed at the Hall of Fame. These supplies include cleaning chemicals, all paper products, mops, brooms, trash liners, etc. MAINTENANCE SUPPLIES This category includes start up supplies such as small tools, a/v supplies, shelving material, water treatment for boilers and chillers, air filters and any other day to day supplies needed by the Maintenance and A/V department. BUILDING MATERIALS The major item in this category is light bulbs. Per the construction contract the Hall of Fame should be left with enough inventory to last until January 1996. We have budgeted for a minimum amount of supplies as needed. UNIFORMS All employees, with the exception of some administrative staff, will be supplied with uniforms identifying them as Hall of Fame staff. Volunteers will also be supplied with uniforms. The budgeted estimate was based on current weekly costs at Century Center. SALT Budgeted amount includes salt for water softeners and salt for the sidewalks during winter months. Some inventory of salt has already been established for 1995 allowing the budget to remain minimal for the remainder of the year. OTHER SUPPLIES There are two major items in this category. The first is the admission tickets. The inventory of tickets to be paid for in the 1995 budget will last until the early part of 1996. The second item is the video tapes for the exhibit which will bring in revenue of $5. 00 per tape. The inventory of tapes paid for in the 1995 budget will last into 1996 and will be a revenue generator. We have also budgeted for the purchase of additional lamps for the projectors in the Stadium Theatre. Their cost is $400 per lamp. OTHER SERVICES POSTAGE An amount has been estimated for postage for the remainder of 1995. An amount has also been budgeted for quarterly rent of the postage meter. TRAVEL The Executive Director will be traveling to several sites to promote the Hall of Fame in the remaining months of 1995. He has estimated his travel costs for these trips. They include New York, Vancouver, Louisville and several out of town football games. TELEPHONE The amount budgeted includes monthly payments of the new telephone system and reimbursing the City for monthly telephone costs. PRINTING This budget includes any day to day printing needed through 1995. PUBLICATIONS/LEGAL NOTICES This budgeted item includes classified ads for employment. PROMOTION/MARKETING This item is for local promotion not included in the promotion funds provided by the Hotel/Motel Tax Board. It would include entertaining and meeting with potential customers of the Hall of Fame. It also includes the remainder available from the Hotel Motel Tax board for marketing in 1995. UTILITIES The budgeted amounts for Electric, Gas and Water were provided by the architects of the Hall of Fame. Each item will be closely monitored prior to establishing a budget for 1996. BUILDING REPAIRS Items such as doors, carpeting, drywall, painting, flagpoles and glass are some of the items not covered by warranty if damaged by the public. From past experience at Century Center these items are very costly to repair. Since we are expecting a large attendance through the remainder of 1995, a higher budgeted amount was necessary. EQUIPMENT REPAIR As per the explanation just noted for Building Repairs we must also budget for equipment repair due to damage not covered by warranties. EQUIPMENT RENTAL This item is for any A/V equipment needed for events in the Press Box.. Also, we have budgeted for rent of exhibit equipment if temporarily out of service. DUES AND SUBSCRIPTIONS This budget item is for all magazines and publications needed at the Hall of Fame the remainder of the year. OTHER CONTRACTUALS The majority of the items in this category are ordinary monthly services for the day to day operation of the Hall of Fame. Several items need further clarification. Security Services is a contract service provided by Mikolajewski and Assoc. . Their services are part of the existing contract with Century Center which includes the Hall of Fame. They have established an estimated number of hours needed the remainder of 1995 and we have used the contracted hourly rate to calculate total budgeted amount for 1995. Collection Consultant - For some time the Hall of Fame has been contracted with an outside consultant to oversee the permanent collection. The budgeted amount for the remainder of 1995 is based on the current contract. This item will be transferred to a salaried position prior to 1996. The amount has been budgeted in salaries to reflect this transfer. Exhibit Consultant - It has been necessary to contract out the services for an Exhibit Technician for a period of three months. This will give the Hall of Fame the time needed to seek and hire a qualified person for this position. An amount of $45, 000 has been budgeted to reimburse Century Center for the remainder due for payment of pre-opening expenses. _ Amounts have been budgeted to establish to cash funds for the Hall of Fame. The first is for petty cash. The second is the amount of cash on hand needed to make up the individual banks for the cashiers. The larger amount is needed to cover the weekends. CAPITAL This budgeted item reflects the remainder of the Hotel Motel Tax funds available for 1995. It also includes a small amount for unanticipated capital needs prior to 1996. It should be noted that capital funds are still needed to purchase major capital items for the Hall of Fame. These items include: chairs, tables, drapes, etc. for the Press Box, a sweeper for the parking lot and a scissor lift to clean the statue. These items total in excess of $89, 000. • COLLEGE FOOTBALL HALL OF FAME • OTHER CONTRACTUALS • '1995 BUDGET Lease - Copiers - $1,800.00 Exterminating $180.00 Waste Removal $3,000.00 Lease - Vehicle $991.00 Window Cleaning $1 ,000.00 Fire Alarm System $600.00 Miscellaneous - $2,000.00 Licenses $1 ,200.00 Sales Tax $500.00 Security Services $40,000.00 Collections Consultant $2,500.00 Exhibit Consultant $10,500.00 Century Center Receivable $45,000.00 Petty Cash Fund $50.00 Ticket Counter Change Fund $2,000.00 TOTAL $111,321.00 'Y{ �.•a,.a°- 'Z. =)•,y- Sit" .Y..4':.•.-�?C.. `.••�4-w{' •.S':r., <;{,-.' ::.-4.= s..• s.: •�+.�'+':.... _ L• .Ji. '�i . . .). 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