AGENDA REPORT
Meeting Date: March 21, 2023
Item Number:
To: Honorable Mayor & City Council
From: Stephanie Harris, Interim Community Services Director Magdalena Davis, Community Services Manager
Subject: A. REQUEST FOR A ONE-TIME FISCAL YEAR 2022-23 GENERAL FUND APPROPRIATION OF $129,500 FOR RENTALS, SAFETY
BARRICADES AND ADDITIONAL SPECIAL OCCASION ACTIVITIES
FOR THE 50TH ANNIVERSARY OF THE ART SHOW, AND WEEKLY
FARMER'S MARKET, AND JEWISH AMERICAN HERITAGE MONTH;
AND
B. REQUEST FOR A ONE-TIME FISCAL YEAR 2022-23 GENERAL
FUND APPROPRIATION OF $75,000 FOR PARKER-ANDERSON
LEARNING CENTER FOR EARLY EDUCATION AND AFTER-SCHOOL
EDUCATION CLASSES; AND
AUTHORIZE THE CITY MANAGER TO EXECUTE AMENDMENT NO.
1 TO THE AGREEMENT WITH PARKER-ANDERSON LEARNING
CENTER; AND
APPROVE A FISCAL YEAR 2022-23 CHANGE PURCHASE ORDER
FOR PARKER-ANDERSON LEARNING CENTER IN THE AMOUNT OF
$75,000 FOR A TOTAL NOT TO EXCEED AMOUNT OF $175,000; AND C. AUTHORIZE THE CITY MANAGER TO EXECUTE AMENDMENT
NO. 1 TO THE AGREEMENT WITH BREAKTHROUGH SPORTS LLC
FOR YOUTH SPORTS CLASSES AND CAMPS; AND
APPROVE A FISCAL YEAR 2022-23 CHANGE PURCHASE ORDER
FOR BREAKTHROUGH SPORTS IN THE AMOUNT OF $100,000
FOR A TOTAL NOT TO EXCEED AMOUNT OF $200,000
Attachments: 1. None
E-10
Meeting Date: March 21, 2023
RECOMMENDATION
Staff recommends that the City Council approve a one-time General Fund appropriation for $129,500 for Fiscal Year 2022-23 for rentals for the 50th Anniversary of the Art Show, and weekly Farmer's Market, specifically for special event rentals, safety barricades, and special occasion activities, as well as a one-time General Fund appropriation for $75,000 for Fiscal Year 2022-23 for Parker-Anderson Learning Center for summer camp programming and after-school enrichment classes. Staff also recommends an amendment to the agreement between the City of Beverly Hills and Breakthrough Sports LLC and authorize the approval of a change purchase order in the amount of $100,000 for Fiscal Year 2022-23. Additionally, Staff recommends that the City Council authorize the City Manager to execute all agreements in this report.
INTRODUCTION
The Community Services Department is bringing forth various requests for budget appropriations, to maintain the levels of service, programming, and special events for the remainder of FY 2022-23. As the City and community have returned from the pandemic to a full operation, as well as increased the number of special events, the demand for services has expanded. While the events provide opportunities for community gathering, and address City Council priorities, such as providing arts and culture to Beverly Hills, the Department’s discretionary budget has not increased since the pandemic-related budget reduction measures were adopted in the last two fiscal years.
Community Services has demonstrated fiscal prudence with the current discretionary budget such as materials, supplies, and contractual services, as well as one-off special requests, by absorbing rising costs; however, due to inflation and increasing demand from residents for programs, services, and increased attendance at special events, staff requests City Council approval of appropriations, agreement amendments, and change purchase orders for the Art Show’s 50th Anniversary, Farmer’s Market, Jewish American Heritage Month in May, Parker-Anderson Learning Center and Breakthrough Sports LLC.
DISCUSSION
The appropriation request would serve two purposes for the Community Services Department: Arts and Culture special events and programming along with the Farmer’s Market, and vendor-supplied programming for after-school learning enrichment through the Recreation Division.
The request for an appropriation for Arts and Culture of $129,500 will be utilized in 3 specific ways:
• $111,500 for special event rentals, safety barricades, and special occasion activities for the 50th Anniversary of the Art Show in May, • $8,000 for the weekly Farmer’s Market activities and rentals, and • $10,000 for Jewish American Heritage Month Activities in May.
For the Art Show, the cost of rentals, including Signature Party Rentals and Andy Gump restrooms, increased significantly, by 27% and 63% respectively since FY 2019-20, the last time we had a full four-block Art Show. Additional handwashing stations, restrooms and midday cleanings have been added to ensure cleanliness. Equipment rentals including but not limited to tents, tables, chairs, and security have increased as the City returns to a full four-block show, in addition to inflation, which is similar to the cost of security as well. For the 50th Anniversary, special items are also planned, which have not occurred in recent years including the return of an artists’ reception, commemorative items, and expanded experiences such as a beer and wine garden and in-person classes and demonstrations for youth, adults, and seniors.
Meeting Date: March 21, 2023
The Market has also played host to various special events as a wonderful venue to bring the community together. The Holiday Cookie Bake, Department Showcase and Summer Camp Registration Day, and Festival Beverly Hills have all been recently held with excellent attendance. The weekly Farmer’s Market also utilizes both Andy Gump and Meridian barricades for safety. As previously stated, the cost of handwashing and restroom rentals has increased 63%. Additionally, the cost of these essential barricades has increased by 45% this fiscal year and are crucial for creating and maintaining a safe environment for the public.
Each special occasion, while a welcome return for the community, impacts the budget.
Similarly, the demand for programming has increased and popular programs such as the Demonstration Garden, which received increased attention and attendance throughout the pandemic, allows the community to learn about seeds, compost, insecticide and more.
At the March 7, 2023, City Council meeting, all five Councilmembers were in unanimous, enthusiastic support of celebrating Jewish American Heritage Month in May with special programming and events, as well as made recommendations for additional items. To accommodate local speakers, film screenings, a partnership with Beverly Hill Unified School District, and expanded marketing of all events, additional budget is needed.
The second appropriation request totaling $75,000 would fund the increased demand for after-school programs for youth ran by Parker-Anderson Learning Center for an appropriation and change order of $75,000. The city lost its previous after-school enrichment vendor due to the pandemic. To fill the need for after-school programming on elementary school campuses, Parker-Anderson Learning Center was contracted. The vendor currently offers a variety of enrichment programs Monday - Friday for students in transitional kindergarten (TK) through 5th grade. Programs range from Lego robotics to science, dance, and more.
Additionally, with the state’s incorporation of TK students into elementary school sites, demand for after-school care and enrichment have grown. Over 635 students have been served Monday-Friday since Fall 2022 with this new vendor. Since its launch, each class has been sold out within minutes. In order to serve those on the waitlist, and not pause classes until the new Fiscal Year, the increase is requested. Revenue is brought in, as parents pay Fall/Winter session for each student.
Similarly for Breakthrough Sports, demand has increased for their aquatics program for youth. Always a popular after-school enrichment, popularity skyrocketed upon its return from the pandemic, with this new vendor. Particularly with the Spring and Summer sessions approaching, aquatics classes will continue to grow. Revenue has and will continue to be brought in for each class session, and the change order to the purchase order of $100,000 will cover the 3 sessions remaining.
FISCAL IMPACT
If approved by Council, a one-time $129,500 General Fund appropriation would be required for the Arts and Culture special events and programs, as well as a one-time General Fund appropriation of $75,000 for after-school programming for Fiscal Year 2022-
23. The remaining change order for Breakthrough Sports is funded through the Recreation division budget and no additional funding is requested.
Meeting Date: March 21, 2023
Stephanie Harris,
Interim Community Services Director
Approved By