HomeMy WebLinkAboutMinutes - October 12, 2010 SSLODI CITY COUNCIL
SHIRTSLEEVE SESSION
CARNEGIE FORUM, 305 WEST PINE STREET
TUESDAY, OCTOBER 12, 2010
A. Roll Call by City Clerk
An Informal Informational Meeting ("Shirtsleeve" Session) of the Lodi City Council was held
Tuesday, October 12, 2010, commencing at 7:02 a.m.
Present: Council Member Hansen, Council Member Johnson, Mayor Pro Tempore Hitchcock,
and Mayor Katzakian
Absent: Council Member Mounce
Also Present: Interim City Manager Bartlam, City Attorney Schwabauer, and City Clerk Johl
B. Topic(s)
B-1 Receive Operational/Financial Report for the Hutchins Street Square Community Center
(COM)
Interim City Manager Rad Bartlam provided a brief introduction to the subject matter of the
operational and financial report for Hutchins Street Square (HSS).
Community Center Director Jim Rodems provided a PowerPoint presentation regarding the
operational and financial report for the Community Center. Specific topics of discussion included
an overview of HSS, 2009/10 budget target, 2009/10 budget actual, three-year revenue
comparison, deficit items, revenue comparison by area, facility rentals, HSS Foundation, arts and
specialty classes, arts and event coordination, Performing Arts Center, Senior Center, senior
programs, Lodi Youth Commission, Lodi Memorial Hospital (LMH) programs, corrective fiscal
measures, challenges for 2010/11, and goals for 2010/11.
In response to Mayor Pro Tempore Hitchcock, Mr. Rodems stated the 35% target number for
revenue generation was established when HSS was transitioned to a special revenue fund.
Mr. Rodems stated the number was chosen based on a $1 to $2 ratio and similar departments in
other cities are funded based on the needs of the City as there is no industry standard.
In response to Mayor Katzakian, Mr. Rodems stated the department started tracking the
revenues for generation purposes a few years ago and overall the numbers have remained
consistent.
In response to Council Member Hansen, Mr. Rodems stated there are no plans in place to look at
deferred maintenance for the HSS facility alone as the discussion is part of the Citywide facilities
and deferred maintenance discussion.
In response to Council Member Hansen, Mr. Bartlam stated the City is going to have to start
looking at deferred maintenance being funded from expenditures because there are no new
revenue sources. Mr. Bartlam stated in recreation some maintenance was built into the fees;
although, HSS needs to be cognizant of the economy and market conditions to remain
competitive in its offerings.
In response to Mayor Katzakian, Mr. Bartlam stated the one-time funds from the Lodi Energy
Center may be put toward one-time capital maintenance projects, understanding that the list of
projects is greater than the funds available.
Continued October 12, 2010
In response to Mayor Pro Tempore Hitchcock, Mr. Rodems stated the use has gone up but the
revenue has gone down and that is due to an increase in internal and community use.
In response to Council Member Johnson, Mr. Rodems stated he is aware of the current status of
the annual report from the HSS Foundation but, based on the direction from the former City
Manager, the Foundation began looking at facility -related maintenance costs to fund, such as the
pool, as opposed to paying down the debt service.
In response to Council Member Hansen, Mr. Rodems stated revenues will not necessarily match
expenditures with respect to programming and classes due to the economy and low -performing
classes as they are generally direct cost recovery based.
In response to Council Member Hansen, Mr. Rodems stated the General Fund support for the
Community Center is $29,000.
In response to Council Member Johnson, Mr. Rodems stated the formula for programming and
classes at HSS is contractually based with a 60%/40% split with the City retaining the 40%.
In response to Council Member Hansen, Mr. Rodems stated the 60%/40% formula was arrived at
by reviewing the direct and indirect costs for the programming in conjunction with the instructors'
needs for the classes and proposed rates.
In response Council Member Hansen, Mr. Rodems stated the attendance numbers reflect single
visits to the facility.
In response to Council Member Johnson, Mr. Rodems stated the differential in numbers for City -
related uses is due to the fact that class structure was not previously counted as City use.
Mayor Pro Tempore Hitchcock and Council Member Johnson requested a list of uses for the
facility showing the different types of uses and a listing of City uses versus non -City uses.
A brief discussion ensued between Mayor Pro Tempore Hitchcock, Council Member Hansen, and
Mr. Rodems regarding the programming and class use for community benefit versus private use
for revenue generation purposes.
In response to Council Member Johnson, Mr. Rodems stated space adjustments are made
without affecting programming and an example is a dance recital being moved to the stage in the
theater so that another room can be used for revenue generation.
In response to Council Member Hansen, Mr. Rodems stated there is a $1 rental for Lodi Memorial
Hospital and the Senior Center and there is no cost for the referral and information services
provided to seniors.
In response to Mayor Pro Tempore Hitchcock, Mr. Rodems stated one full-time and one part-time
staff is dedicated to the senior program currently and the subsidy is essentially the cost of the
program at approximately $117,000.
In response to Council Member Johnson, Mr. Rodems stated staff regularly partners with the
LOEL Center to provide senior programs and is looking to continuing partnering with LOEL and
other agencies as they try to grow the senior program offerings.
In response to Council Member Hansen, Mr. Rodems stated staff will be looking at options
associated with additional partnerships and donations when reviewing and potentially enhancing
the senior services programs.
N
Continued October 12, 2010
In response to Council Member Hansen, Mr. Rodems stated the rent for the Camp Hutchins
space is $1 per year and it may be possible for LMH to contribute financially toward facility
maintenance based on its use of the space.
In response to Council Member Hansen, Mr. Rodems stated that,at the beginning of the LMH
fiscal year, LMH will begin to contribute toward the utilities and direct costs for the 3,000 square
foot space used for Camp Hutchins. Mr. Rodems stated currently the program is staffed by LMH
with two full-time employees and one part-time employee indicating some level of success for the
program.
In response to Council Member Hansen, Mr. Rodems stated the fiscal year for LMH runs from
January to December.
In response to Mayor Katzakian, Mr. Rodems stated there are some music program offerings to
off set the school district cuts in those types of programs.
In response to Council Member Johnson, Mr. Rodems stated the auto shop continues to be
cleared out although there would need to be significant improvements made to the space to make
it available for programming use.
In response to Council Member Johnson, Mr. Rodems stated that, with respect to hiring a
replacement for the former Senior Services Coordinator, reference checks are being completed
and it is anticipated that an individual will be hired by the first week in November.
In response to Myrna Wetzel, Mr. Rodems stated there is a senior drop in day care program
offered at HSS through LMH, the program is more transitional in nature, the criteria is fairly
stringent, and participants generally stay for one to six months.
C. Comments by Public on Non-Aaenda Items
None.
D. Adjournment
No action was taken by the City Council. The meeting was adjourned at 8:09 a.m.
ATTEST:
Randi Johl
City Clerk
AGENDA ITEM
IROO
A a
ft CITY OF LODI
,. COUNCIL COMMUNICATION
TM
AGENDA TITLE: Receive Operational/Financial Report for the Hutchins Street Square Community
Center
MEETING DATE: October 12,2010
PREPARED BY: James M. Rodems, Director
RECOMMENDED ACTION: Receive presentation regarding operational/financial report for the
Hutchins Street Square Community Center.
BACKGROUND INFORMATION: The Hutchins Street Square Community Center provides programs
and facilities for the City of Lodi and surrounding communities. In
Fiscal Year 2008/09, Hutchins Street Square was designated a
special revenue department, requiring it to generate enough revenue to cover approximately two-thirds of
its operating budget.
The total annual budget for the Hutchins Street Square Community Centerfor FY 2009/10 was
$1,844,318, which included $662,329 debt service paid from the General Fund. Staff will provide the
Council an overview of the operation for FY 2009110.
FISCAL IMPACT: Not applicable.
FUNDING AVAILABLE: Not applicable.
�amesodems
Interim Director, Parks and Recreation
APPROVED: ® ,
Koh t artlam, Interim City Manager
Hutchins Street Square
Community Center
Operational/Financial Report
ctober 12,.:.2010
..... .... -.7 1
. iU
Hutchins Street Square
❑ Provides myriad community programs/services
❑ Provides space for community groups to meet
❑ Produces and promotes events for the
community
❑ Partnerships with various organizations to
provide services
❑ Liaisons for commissions and organizations
F,
2009-10 Budget Target
HSS is targeted to generate revenue of
approximately 35% of its total budget
Total funding: $1,859,673
■ Debt Service: $663,F329
■ General Fund: $502,766
■ Revenue Target: $693,578
3
2009-10 Budget Actual
Total Expenditure*:
General Fund:
Revenue Actual:
Total
*Note:
2008-09
$1,510,131
$599,360
$678.560
-$232,211
2009-10
$1,253,944
$502,766
$6314193
- $119,985
Budget Actual Less Debt Service
4
3 Year Revenue Comparison
❑ 2007-08
■ $1,462,957 budget
■ Target Revenue: $565,425
■ Actual Revenue: $658,844 +14.2%
❑ 2008-09
■ $1,276,016 budget
■ Target Revenue: $665,739
■ Actual Revenue: $678,560 +2%
❑ 2009-10
■ $1,196,344 budget
■ Target Revenue: $693,578
■ Actual Revenue: $631,193 -9.8%
5
Deficit Items
❑ Division missed revenue target by 9.8%.
■ Overspent on budget by $59,F963
■ Missed revenue target by $62,385
❑ Repairs to facility and equipment outside
of the budget.
■ Theater Equipment
■ Building HVAC Repair
■ Maintenance to systems/physical plant
A
Revenue Comparison by Area
$210.000.00
$200.000.00
$1 ioMo.00
$100.000.00
Vo.000.oc
$0
'_009-10
■ Rent
LYC
Art Specialty Cusses
■ Ad Fee,
■ PAC
■ SeiiiorCeiitei
-00
600
00
400
300
20{
10,
Facility Rentals
'_009-10
■ Room Rental
■ Theater Rental.,
HSS Foundation
❑ Assists in Major Capital Projects
❑ Fund Raised the complete cost for the
Pool Air Conditioning Control Unit (PAC)
Of $190.1000000
❑ Assisted in the renovation of the Senior
Center Patio
❑ Continues to assist in equipment
purchases and some deferred
maintenance and program support 9
Arts and Specialty Classes
Budgeted
Actual Cost
Revenue
Program Cost
$ 214,820
$ 214,076
184,234
$ 29,842
10
Art and Specialty Classes
■ 2007-08:
Class Revenue: $177,777
Attendance: 141469
■ 2008-09:
Class Revenue: $174,760
Attendance: 14,050
■ 2009-10:
Class Revenue: $184,234
Attendance: 13,355
11
Art and Specialty Classes
❑ 7thAnnual Arts Open House
❑ Summer Drop -In Recreation Program
❑ Project Lodi Art
❑ Live Theater Performances for Children
❑ Increase Program Revenue
12
Art and Event Coordination
Budgeted
$ 107,655
Actual Cost
Revenue
Program Revenue
$ 116,134
232,856
$ 116,722
13
Art and Event Coordination
❑ 2007-08 Uses:
❑ 2008-09 Uses:
❑ 2009-10 Uses:
Revenue
❑ 2007-08
❑ 2008-09
❑ 2009-10
530 (42 city uses)
607 (242 city uses)
663 (323 city uses)
$238,518.00
$240,306.00
$232,856.00
14
Performing Arts Center
Budgeted
Actual Cost
Revenue
Program Cost
$ 190,453
$ 205,884
160,841
$ 45,043
15
Performing Arts Center
Rental Days
❑ 2007-2008: 56
❑ 2008-2009: 116
❑ 2009-2010: 126
Revenue
2007-08:
2008-09:
2009-10:
$112,174.00
$136,625.00
$160,841.00
16
Senior Center
Budgeted
Actual Cost
Revenue
Program Cost
$ 110,180
$ 121,931
$ 4, 150
$ 117,781
17
Senior Center
❑ 2007-08
■ Served: 13,412
■ Volunteer Hours: 21268
❑ 2008-09
■ Served: 13,624
■ Volunteer Hours: 2009
❑ 2009-10
■ Served: 91930
■ Volunteer Hours: 1501
18
Senior Center Programs
❑ Information and referral services
❑ Health Insurance Counseling and Advocacy
(HICAP)
❑ Legal Services for Seniors
❑ Computer Classes
❑ Income Tax Assistance (AARP trained staff)
❑ Brain Builders — Program to assist individuals
with early memory loss
❑ Older Adult Learning classes — UOP
❑ Health screenings in cooperation with LMH 19
Lodi Youth Commission
Budgeted
$ 36,215
Actual Cost
Revenue
Program Revenue
20
Lodi Memorial Hospital Programs
❑ Adult Day Care
■ 2007-08:
■ 2008-09:
■ 2009-10:
— Clients
5,291
5,123
4,561
Served
❑ Camp Hutchins — Clients Served
■ 2007-08: 13,F943
■ 2008-09: 13,651
■ 2009-10: 13,F375
21
Lodi Youth Commission
❑ Provide Youth Services in a Safe
Environment
❑ Continue to Hold Community Youth
Dances
❑ Development of a Youth Leadership
Conference
❑ Act as a Liaison for the Youth of Lodi to
City Council
22
Corrective Fiscal Measures
❑ Continue departmental Re -Organization
❑ 2010-11 first full year of previous
corrective measures.
❑ Continue to streamline services between
departments.
❑ Continue to partner with outside
organizations to provide additional
programming.
❑ Revenue from Camp Hutchins
23
Challenges for 2010-11
❑ Facility maintenance
❑ Deferred maintenance
❑ Space constraints
❑ Cost control
24
Goals for 2010-11
❑ Increase rental use of the facility
❑ Achieve two to one revenue generation to
general fund dollars
❑ Continue to co -program with Recreation
❑ Expand Senior Programs
25