HomeMy WebLinkAboutApprove Funds for Huntington Central Park Equestrian Event S J 514ya Q- 1�01NIN
O�1P/
Council/Agency Meeting Held: �•�d
Deferred/Continued to:
UApproved ❑ C n ilionally Approved ElDenied helool t Clerk's Signature
"Ivel4�11'6.D�flIENT �M® (A_ ,T7J6./�y 8g¢NT'
CounclMeeting Date-
CITY
6, 199 Department ID Number: CS 98-015
CITY OF HUNTINGTON BEACH
REQUEST FOR COUNCIL ACTION .:
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
SUBMITTED BY: RAY SILVER, Acting City Administrator "oe� --' -
PREPARED BY: RON HAGAN, Deputy Director, Community Service
SUBJECT: APPROVE FUNDS FOR HUNTINGTON CENTRAL PARK }
EQUESTRIAN EVENT SITE IMPROVEMENTS
1[Etatement:of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s)
Statement of Issue: There is a need to improve the turf area of Huntington Central Park
that is utilized by the GTE Everything Pages Summer Classic Equestrian Event in order to
host the event this August.
Funding Source: General Fund Unappropriated Fund Balance. Note: This would be a loan
that would be reimbursed by September 30, 1998 from the event revenue.
Estimated 1998 net revenue from event (See attached revenue history) $90,000
Loan to the Equestrian Event (See attached turf improvement cost estimate) -$80,000
Net 1998 Transfer to Art Center Fund $10,000
Recommended Action:
1. Approve an amendment to the FY97/98 General Fund budget to allocate $80,000 into
Account E-AA-CS-340-3-90-00 for improvements in Huntington Central Park, and
2. Authorize staff to do the turf improvements at Huntington Central Park at a cost of not to
exceed $80,000.
Alternative Action(s):
1. Utilize the Park Acquisition & Development Fund to pay expenses that would, again, be
reimbursed by the net proceeds from the GTE Directories Summer Classic Equestrian event.
2. Do not approve the loan advance and cancel the GTE Directories Summer Classic (�
Equestrian event. v
REQUEST FOR COUNCIL ACTION
MEETING DATE: April 6, 1998 DEPARTMENT ID NUMBER: CS 98-015
Analysis: The GTE Directories Summer Classic Equestrian event is the primary fund-
raiser for the Art Center. Annually, $50,000 is identified in the budget as revenue from this
equestrian event. Each year there have been improvements made to the Huntington Central
Park disc golf course for the equestrian event. These improvements have also benefited the
disc golfers and general public who.utilize this area of the park. The equestrian event is
being negatively impacted because the footing is not satisfactory for horses. The footing
needs to be improved. along with some modifications to the irrigation system in order to
receive sanction from the US Equestrian Association for the event to be held in Huntington
Beach. Without these improvements horses will come up lame and, consequently, the
quality of the event will-deteriorate, thereby jeopardizing its success and- its ability to raise
the $50,000 annual funding for the Art Center.
The equestrian event has netted as much as $90,000 in past years. It is anticipated that this
net revenue would be realized again this year if the turf improvements were made to the site,
thereby encouraging more participants in the event. The goal is to utilize the net revenue for
repayment of this loan to the General Fund and continue the $50,000 allocation to the Art
Center. Several new sponsors have signed on for this year and the event has the potential
to exceed its past net revenue.amounts. However, in order to both repay the turf improve-
ment loan and transfer the $50,000 budgeted amount to the Art Center Fund, the event
would have to net $130,000. While the event may realize this amount, staff is preparing
alternative recommendations to deal with the potential shortfall in the Art Center budget
should the event not net the needed amount.
The GTE Classic has been much more than just an equestrian event and fund-raiser for the
Art Center. It has been a very successful competition for both amateur and professional
horse riders, an important social event, and a great image builder for the city. If the event
were canceled this year because of the turf/footing problems, the city will lose the event in
the future, the sponsors will be lost, and the date will be given to another city. This event
has been an important collaboration between the title sponsor (GTE Directories), the Art
Center Foundation, and the city for nine years. Time is of the essence. The improvements
must be made in May or they will not be ready for the August date and the event would have
to be canceled.
Environmental Status: Not applicable. Renovation would include improvements to the turf
and irrigation.
Attachment(s):
Page Number ® Description
1. Turf improvement cost estimate
2. Equestrian revenue history memo
3. Financial Impact Statement
0030503.01 -2- 03/25/98 2:27 PM
AT....... TACHMEN . .......................
T # 1...........................................................
ENVOI SOPRA/I.E.D. ; 2-13-98 12:13; 514 277 6774 => 7143741551 ; #3/4
t
0
INTERNATIONAL EQUESTRIAN DESICIJ
5130,1300L.SHIN I-LAUTA N 1,LAA( 302
MQNTEAL,QUESEC.CANADA
Montreal February 13th 1998 ```T '�'8
"J e Tclrpi.pnp•(i t nl
Mr. Jim Engle
Deputy Director of Community Services
City of Huntington Beach
200 Main Street P.O. Box 190
Huntington Beach, California,
92648
PROPOSAL
Re : Construction Phase Services wS
Equestrian surface development / HBIW .
Professional Services
1) Assistance with construction documentation
, 1 Review detailed layout plan by Nuvis
.2 Review Soil tests by Soil & Plant Lab
.3 Develop description of work
.4 Assist Nuvis in cost estimation/ develop alternatives
.5 Develop schedule of bid items
.6 Review and approve materials for surface improvement
$3,600.00
2) Site Visit for final acceptance of work
Professional fees including follow-up report
Robert Jolicoeur 2 Days/$900 per day $1,800.00
Robert Jolicoc;ur 1 Day/$900 per day $900.00
Robert Murphy 1/2 Day/$560 per clay $280.00
$298t).OU
3) Maintenance Program
.1 Written program/Pre Horse Show
.2 Written program /During Horse Show
�450.00
1/2
ENVOI SOPRA/I.E.D. ; 2-13-98 12:13; 514 277 6774 => 7143741551 ; #4/4
Montreal, February 13th, 1998
Mr. Jim Engle
Deputy Director of Conarnunity Services
City of Huntington Beach
Proposal for Construction phase services
4) Reimbursable Expenses (budget)
Airfare; $550.00
Transportation/car rental $200.00
Hotel $100.00
Per Diem 12 Days $90.00
Printing , courier,long distance $150.00
$109{).00
TOTAL : $8,120.00
Additional services as requested to be based on the fi)llowing hourly rates
• Robert Jolicoeur $95.00
• Robert Murphy $65.00
• Senior Technician $45.00
Junior Technician $35.00
Monthly invoicing
Conditions:30 days
Interest; 1.5%per month
I,f'you are in agreement with the fee schedule and the professiorutl services,please sign.
below and return a copy fur our file.
ol? rt olicoeur.President Mr. Jim Engle or Authorized Rep,
City of Huntington Beach 2/2
ENVOI SOPRA/I.E.D. ; 3-12-98 11 :07; 514 277 6774 => 714 841 5949; #1 /1
IL 0
Huntington Beach Horse Show IN ErttNA77ONAL EQUESTRIAN DESIGN
Huntington Beach, California Date: March 3, 1996
BUDGETARY COST PROJECTIONS (Based on Master Plan by Nuvis)
No. DESCRIPTION QTY UNITS UNIT AMOUNT
PRICE
aj Mobilization & General Conditions TBa by NU via
1 (Brand Prix Field(1i7,420 sq ft)
1.1 'free removal(by City of Huntington Beach)
1.2 Fine Grade to fill low and uneven areas 60 cu.yds $30.00 $1,800.00
1.3 Core extraction aeration&clean-up 88 itt.s.f $10.00 $975.00
1.4 Add 1"sand 240 cu.yds $16.00 $3,840.00
1.5 Add soil arnendmenLs RR m,s.f $6.00 $525.00
1.6 Seeding 83 tms.f $50.00 $4,375.00
Sub Total. $11,415.00
2 Adult Bunter Jumper Ring(63,330 sq ft)
2.1 Fine Grade to fill low and uneven areas 60 cu.yds $30.00 $1,800.00
2.2 Core cxlraction:aeration&.clean-up 64 tn.s.f $10,00 $635,00
2.3 Topdress 1/2" of sand 1.00 cu.yds $16.00 $1.6W.00
2.4 Add aimendrnznts 64 m.s.f $6.00 $381.00
2.5 Seeding* 64 m.s.f $50.00 $3,175.00
Sub Total: $7,591.00
3 Hunter Ring(35,960 sq ft)
3.1 Fine Grade uo fill low and uneven areas 60 cu.yds $30.(NJ $1,800.00
3.2 Core extraction aeration&clean-up 36 m.s.f $10.00 $160.00
3.3 Add 1"sand 115 cu.yds $16.00 $1,840.00
3.4 Acid aunendmonts 36 rn.s.f $6.00 $216.00
3.5 Seeding 36 rn f $50.00 $1,800.00
Sub Total: $3,856.00
4 Practice Field(7,3,6(l0 sq ft)
4.1 fine Grade to fill low and uneven areas 60 cu.yds $30.00 $1,800.00
4.2 Core extraction aeration&clean-up 74 m.s,f $10.00 $736.00
4.3 Topdress 1/2"of sand 150 cu.yds $16.00 $2,400.00
4.4 Seeding 74 m.s.f $50.00 $3,680.00
Sub Total: $6,816.00
5 Irrigation system
5.1 System upgrade and extension 4 acres $6,000,00 $24,000.(Hl
(G.P Ring, Adult Hunter Juniper,Hunter king)
SUB- O'1'AL: $53,678.00
Local market factor(8.5%) ; $4,562.63
TOTAL PROJECTION: $58,240.63
M'jWW6Pj5y
SUMMARY OF
TURF IMPROVEMENT COSTS
Turf and Irrigation $589241
International Equestrian Design
Subtotal of Contract Services $66,361
10% Contingency 626®00
Subtotal $729961
Public Works Reimbursement
for Site Preparation and
Construction Supervision 7®
TOTAL COST ESTIMATE $80,000
ATTACHMENT # 2
C0111IMUNITY SERVICES
HUNTINGTON BEACH
Departmental Memorandum.
DATE: 3/25/98
TO: Ron Ragan
FROM: Mike Mudd
SUBJECT: Summer Classic Net Revenue
The following information is provided at your request. The Summer Classic
began in 1990 with a net income of$33,000.
Equestrian Event Net Income:
1993 - 529000
1994 - 909000
1995 - 629000
1996 - 87,000
1997 — 729000
*1997 saw a decline in revenue due to fewer equestrians
participating because of the continued tuff problems.
ATTACHMENT #3
CITY OF HUNTINGTON BEACH
INTERDEPARTMENTAL COIV MUNICA TION
To: Robert Sedlak, Principal Accountant
From: Robert J. Franz, Deputy City Administrator
Subject: FIS 98-38 Approve Funds for Huntington Central Park
Equestrian Event Site Improvements
Date: March 25, 1998
As required by Resolution 4832, a Fiscal Impact Statement has been
prepared for Appropriation for "Approve Funds for Huntington Central
Park Equestrian Event Site Improvements."
If the City Council approves this action (total appropriation $80,000)
there will be no effect on the estimated unappropriated, undesignated
General Fund Balance at September 30, 1998 since the amount is
offset by new event revenue. In the event that the event revenue is
not sufficient to cover the cost, the estimated unappropriated,
undesignated Peneral Fund Balance at September 30, 1998 would
b re uced t 5,497,653.
obert J. ranz,
Deputy City Administra or
fis9838
Adopted Current
Fund;Balance-General Fund Budget Estimate
Beginning Fund Balance 10/1/97 (Est) $5,100,000 $7,884,000
Plus Estimated Increased Revenue 1,590,500
Plus One Time Revenue (Estimated) 1,358,780
Less Approved Budget Amendments (2,560,627)
Less Labor Contingencies (610,000)
Less Self-Insurance Transfers (1,800,000)
Less Pending FIS's (285,000)
Less FIS 98-38 (80,000)
Estimated 9/30/98 Balance $5,100,000 1 $5,497,653
Estimated General Fund Balance at September 30, 1998
$5,500,000
,s
$5,000,000
5
$4,500,000 $5,497,653
$4,000,000 $5,100,000
$3,500,000
$3,000,000
ADOPTED BUDGET CURRENT ESTIMATE
G:\ACCTG\[F IS9798.XLS]fis9838
Page 1
e A
y \ \
IM
el ITI 17.V I I#TTM
March 30. 1998
Ray Silver, City Administrator
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
Dear Mr. Silver:
The Huntington Beach Art Center Foundation agrees that the profits from the GTE
Directories Summer Classic IX should first go to repay the $80,000 loaned from the
General Fund. This loan is to improve the turf conditions in that portion of Central Park
used for the equestrian event.
Sincere ,
Gerald L. C pnian
Co-chairman, Huntington Beach Art Center Foundation
(714) 536-5258 Fax (714) 374-1551 2000 Main Street Huntington Beach, CA 92648
/ LJ
RGA ROUTING SHEET
INITIATING DEPARTMENT: COMMUNITY SERVICES
SUBJECT: APPROVE FUNDS FOR HUNTINGTON CENTRAL PARK
EQUESTRIAN EVENT SITE IMPROVEMENTS
COUNCIL MEETING DATE: April 6, 1998
RCA A'TTA; -iM�NT"S : STATUS
Ordinance (w/exhibits & legislative draft if applicable) Not Applicable
Resolution (w/exhibits & legislative draft if applicable) Not Applicable
Tract Map, Location Map and/or other Exhibits Not Applicable
Contract/Agreement (w/exhibits if applicable)
(Signed in full by the City Attorney) Not Applicable
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attorney) Not Applicable
Certificates of Insurance (Approved by the City Attorney) Not Applicable
Financial Impact Statement (Unbudget, over $5,000) Attached
Bonds (If applicable) Not Applicable
Staff Report (If applicable) Not Applicable
Commission, Board or Committee Report (If applicable) Not Applicable
Findings/Conditions for Approval and/or Denial Not Applicable--,
EXPLANATION FOR NISSI;NG ATTACHIIIIENTS
REVIEWED RETURNED FOR ED.,
Administrative Staff
Assistant City Administrator Initial
City Administrator Initial
City Clerk
EXPLANATION FOR RETURN OF STEM:
SpaceOnly
RCA Author:
%. CITY OF HUNTINGTON BEACH
20
2000 MAIN STREET CALIFORNIA 92648
OFFICE OF THE CITY CLERIC
CONNIE BROCKWAY
CITY CLERK
LETTER OF TRANSMITTAL OF ITEM APPROVED BY THE CITY COUNCIL/
REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH
DATE: z /,Yy f
TO: &AI&�Kzz4&eh hV&Ize Fvj,,6&✓ATTENTION: ege eglal . ChaomnzA)
Name '
4M /7 1911 DEPARTMENT:
Street
&W27 16TW 0�,�$• �v3lo�`� REGARDING: ro-TA�1/�i1 tL�
City,state,Zip
See Attached Action Agenda Item Date of Approval
Enclosed For Your Records Is An Executed Copy Of The Above Referenced Agenda Item.
Remarks:
" �&&&7
Connie Brockway
City Clerk
Attachments: Action Agenda Page Agreement Bonds Insurance
RCA Deed Other _
n i4CT t
CC: /E.Y,&;P, //V. � AF�IOR
N e Department RCg Agreement Insurance Other /
N e - Department RCA Agreement Insurance Other /
� m i ref W �z v/
Name Department RCA Agreement Insurance Other
Name Department RCA Agreement Insurance Other
Risk Management Dept. Insurance
Received by Name- Company Name- Date
G:Followup/coverltr
(Telephone:714-536-5227)
r $ (12) 04/06/98 -Council/Agency Agenda - Page 12
t
E-6. (City Council) Approve Sycamore Avenue Sewer Rehabilitation Project - Final Plans
And Specifications And Advertisement For Bids -Approve Sample Contract - CC-1045
(600.60) 1. Approve the attached sample contract subject to award of contract to the lowest
responsive/responsible bidder and 2. Approve final plans and specifications, and direct the
City Clerk to advertise the Sycamore Avenue Sewer Rehabilitation Project for bid. Submitted
by the Public Works Director
[Approved 6@0 (Julien: Absent)]
E-7. (City Council) Acceptance Of Deed From PLC Company Right-Of-Way Easement -
Holly-Seacliff Development Agreement Area (Promenade Parkway) — (650.80) Accept
the Easement Deed from the PLC Company for street right-of-way purposes in the Holly-
Seacliff Development area - Tract 14661 and retroactively approve the City Clerk's
recordation of said deed on April 15, 1997. (AP# 111-073-07 and AP# 159-311-18,19,22
Promenade Parkway/Seagate Drive/Main Street.) Submitted by the City Clerk
[Approved 6-0 (Julien: Absent)]
E-8. (City Council) Sixty-Day Notice And Waiver Request From County Of Orange Re:
Provisions Of Mental Health Services In Donated Space At Ocean View High
School - Resolution No. 98-24— (570.10) Adopt Resolution No. 98-24 pursuant to
Government Code Section 25351 - "A Resolution of the City Council of the City of
Huntington Beach Granting Waiver of 60-Day Notice for Donation of Space to the
County of Orange for a Modular Classroom at Ocean View High School for the Provision
of Mental Health Services." Submitted by the Community Development Director
[Approved 6-0 (Julien: Absent)]
E-9. (City Council) Accept And Establish A Location For The Vincent G. Moorhouse
Memorial Statue— (130.55) 1. Accept, on behalf of the city, the donation of a statue of
a brown pelican in honor of Vincent G. Moorhouse and establish a temporary location
for the memorial statue on the grassy area immediately south of Lifeguard
Headquarters; approve placing the statue, on a permanent basis, within the South
Beach Improvement Project when South Beach is renovated. 2. Approve the relocation
of the Vincent G. Moorhouse Statue from the proposed interim location to its final
location when the South Beach Improvement Project moves forward. The city also
acknowledges the Moorhouse Foundation will be responsible for annual maintenance
and upkeep of the statue as needed. Submitted by the Community Services Director
[Approved 6-0 (Julien: Absent)]
E-10. (City Council) Approve Funds For Huntington Central Park Equestrian Event Site
Improvements -Amendment To Fiscal Year 97198 General Fund Budget— (320.20)
1. Approve an amendment to the Fiscal Year 97/98 General Fund Budget to allocate
$80,000 into Account E-AA-CS-340-3-90-00 for improvements in Huntington Central
Park and 2. Authorize staff to do the turf improvements at Huntington Central Park at a
cost of not to exceed $80,000. Submitted by the Community Services Director
(Communication dated March 30, 1998 received from the Huntington Beach Art Center
Foundation agreeing that the city will be reimbursed the $80,000 before any funds are
disbursed to the Art Center operation.)
[Approved as amended to utilize the Park Acquisition and Development
Fund- 6-0 (Julien: Absent)]
(12)