AGENDA
ITEM
22 AGENDA STAFF REPORT
CALEXICO
DATE: April 20, 2023
TO: Mayor and City Council
APPROVED BY:
REVIEWED BY: Sandy Fonseca, Interim Finance Director
PREPARED BY: Norma Gerardo, Recreation Manager Marma Garando SUBJECT: Discussion on Summer Pool Program Options and Adoption of Corresponding Budget Amendment Resolution for Fund
No. 255 - American Rescue Plan Act (ARPA)
============================:
Recommendation:
It is recommended that the City Council of the City of Calexico approves one (1) of the options below:
Program Option No. 1: 10-Week Program
a. Approve the Use of FY 2022-23 Measure H Recreation Program Funds in the amount of $35,000.00
b. Adopt Budget Amendment Resolution for Fund No. 255 - American Rescue Plan Act (ARPA) in the amount of $28.153.21.
Program Option No. 2: 8-Week Program
a. Approve the Use of FY 2022-23 Measure H Recreation Program Funds in the amount of $30,000.00.
b. Adopt Budget Amendment Resolution for Fund No. 255 - American Rescue Plan Act Funds (ARPA) in the amount of $17,051.92.
Background:
On or about May 14, 2014, the Calexico Unified School District and the City of Calexico entered into a Memorandum of Understanding for the design, planning, construction, and operation of the swimming pool facilities and related facilities on the Calexico High School campus, located at 1030 Encinas Avenue, Calexico, California 92231.
The pool facilities were completed and are in use by the School District AGENDA and the City. ITEM
On June 15, 2022, the City Council of the City of Calexico approved a Joint Use Agreement with the Calexico Unified School District to share certain costs and responsibilities for operating the pool facilities for a community summer pool program for a term of three (3) years.
The 2022 Summer Pool Program ran from June 29, 2023, through August 20, 2023, for a term of eight (8) weeks and a total cost of $46,161.70. The City and the School District received sponsorships in the amount of $10,600.00, reducing the total cost to the City to $35,561.70.
The Recreation Department offered free swimming classes to preschoolers, school-age children, and adults. It also provided open swim, lap swim, water aerobics, and three Family Fun Fridays
2022 Pool Program Statistics
Activity Attendance
Swimming Classes 240
Water Aerobics 683
Lap Swim 140
Fun Family Fridays (3) 359
Open Swim 4,094
Total Entrance 5,516
Discussion & Analysis:
This year's Summer Pool Program will once again offer swimming classes to preschoolers, school-age children, and adults. It will also provide open pool access, lap swim, water aerobics, and Family Fun Fridays. The program will require one (1) Pool Manager, one (1) Pool Cashier, six (6) Water Safety Instructors, six (6) Lifeguards, one (1) Water Aerobics Instructor, and one (1) Recreation Leader.
Program Option No.1: 10-Week Program
Runs from June 13, 2023, to August 18, 2023, for a total of ten (10) weeks. The residents of Calexico will have 272 hours of pool access for a total estimated cost of $63,153.21.
Program Option No. 2: 8-Week Program
Runs from June 27, 2023, to August 18, 2023, for a total of eight (8) weeks. This program option runs for the same number of weeks as in last year. The residents of Calexico will have 224 hours of pool access for a total estimated cost of $52,051.92.
It is recommended that the City Council of the City of Calexico selects a program option, - American Rescue Plan Act (ARPA) from Park Infrastructure to Summer Pool Program.
Fiscal Impact:
American Rescue Plan Act Funds (ARPA)
Option No. 1
120-50-520-53029-000 $35,000.00
255-91-914-56000-000 $28,153.21
TOTAL $63,153.21
Option No. 2
120-50-520-53029-000 $35,000.00
255-91-914-56000-000 $17,051.92
TOTAL $52,051.92
Coordinated With:
Finance Department.
Calexico Unified School District.
Attachment:
2. Program Schedule.
Option 1:
a. Cost Estimate Breakdown
b. Adopt Budget Amendment Resolution for Fund No. 255 - American Rescue Plan Act Funds (ARPA) in the amount of $28.153.21.
3. Option 2:
a. Cost Estimate Breakdown
b. Adopt Budget Amendment Resolution for Fund No. 255 - American Rescue Plan Act Funds (ARPA) in the amount of $17,051.92.
ATTACHMENT #1
2023 Summer Recreation Pool Program Schedule
First Half - XXX - July 22
MONDAY I TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY 8am - 9am
9am - 10am
10am - 11am
11am - 12 pm
Pool Restricted to Summer School & After School Programs 12pm -1pm
1pm- 2pm
Closed for
2pm-3pm Chemicals
3pm- 4pm
5pm - 6pm
6pm-7pm Public Swim Public Swim Public Swim Public Swim & Pool Public
Family Nights
7pm-8pm Closed Swim
(3 Fridays)
Water Aerobics Water Aerobics Water Aerobics
8pm-9pm
Lap Swim Lap Swim Lap Swim
Second Half - July 25 - August 18 (19 Days)
MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY 8am - 9am
9am - 10am Swimming Swimming
Swimming Swimming Swimming Lessons
Lessons Lessons Lessons Lessons
10am - 11am
11am - 12 pm
12pm -1pm
1pm - 2pm
Pool Closed fur
2pm- 3pm
Closed Chemicals
3pm - 4pm
5pm - 6pm
6pm-7pm Public Swim Public Swim Public Swim Public Swim & Public
7pm-8pm Family Nights Swim
(2 Fridays)
Water Aerobics Water Aerobics Water Aerobics
8pm-9pm
Lap Swim Lap Swim Lap Swim
ATTACHMENT #2a
2023 Summer Recreation Pool Program: Estimated Cost Option 1 - Full Program Itemized Expenditures June 13 to July 22 (30 Days) CITY Itemized Expenditures June 13 to July 22 (30 Days) Staffing Services: 5-Hour Shift
Position Hourly Rate Total Hours: Total Expense: Position # Hourly Rate Total Hours: Total Expense:
Pool Tech 32.90 2,632.00 Water Aerobics Instructor - 23.50 17 399.50 Pool Cashier 4.5-hour shift 15.50 135 2,092.50 Rec Leader for Family Fridays (3 times) 22.50 15 337.50 Pool Manager 25.00 150 3,750.00
Pool Manager - Staff Training 2hr 25.00 100.00
Lifeguard 20.00 900 18.000.00 737.00
Lifeguard - Staff Training 2hr 20.00 12. 240.00 Suplies/Materials/Services:
26,814.50 DJ Services for Family Fridays (3 times) 250.00 cA 750.00 Suplies/Materials/Services: Consession Stand Supplies 150.00 450.00 oporating
Expenditure Type days Full Cost 1/3 of the Cost Total Expense: Materials & Supplies for Family Fridays 1,500.00 One-Time Expense $ 1,500.00 Pool Parts & Supplies 135.87$ 45.29 1,358.73 2,700.00
Maintenance & Repairs 30 11.53| s 3.84 115.27 Cost to City 3,437.00 1,473.99
28,288.49 CITY Itemized Expenditures July 25 - August 18(19 Days) Itemized Expenditures July 25 - August 18 (19 Days) Position Hourly Rate Total Hours: Total Expense:
Staffing Services A.M. Session (16 Days): 5-Hour Shift Water Aerobics Instructor CA 23.50 282.00 Position # Hourly Rate Total Hours: Total Expense: Rec Leader for Family Fridays (2 times) - 22.50 225.00 Pool Tech 32.90 128 1,403.73
Pool Manager 25.00 2,000.00
Lifeguard / Water Safety Instructor 21.00 480 10,080.00 507.00 13,483.73 Suplies/Materials/Services:
Staffing Services P.M. Session (19 Days Overlapping the A.M. Session): 5-Hr Shift DJ Services for Family Fridays (2 times) 250.00 500.00 Position Hourly Rate Total Hours: Total Expense: Consession Stand Supplies 2 $ 150.00 300.00 Pool Tech 32.90 263.20
Pool Manager 25.00 2,375.00
Pool Manager - Staff Training 2hr 25.00 100.00 800.00
Lifeguard 20.00 570 11.400.00 Cost to City 1,307.00
Lifeguard - Staff Training 2 hr 20.00 12 240.00
Pool Cashier 4.5-hour shift 15.50 85.5 1.325.25
15,703.45 Total Both Sessions: $ 4,744.00
SupreMaterial/Services:
Expenditure Type Full Cost 1/3 of the Cost Total Expense:
19 1957 8 45.29| $ 860.53 Combined Total - Both Sessions: $ 63,153.21 19 3.84 $
933.53
30,120.71
ATTACHMENT #2b
BUDGET AMENDMENT RESOLUTION NO.
BUDGET AMENDMENT RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF CALEXICO AUTHORIZING AN AMENDMENT
CALEXICO TO THE FINAL BUDGET FOR FISCAL YEAR 2022-23
BEHEBEH
WHEREAS, the Final Budget for Fiscal Year 2022-23 was adopted by Resolution No. 2022-48 of the City Council on August 10, 2022; and
WHEREAS the City Council has authorized the amendment of the Final Budget, in accordance with proper governmental accounting and financial reporting practices; and NOW THEREFORE, the City Council of the City of Calexico hereby resolves and authorizes the following action(s) AMENDMENTS TO ADOPTED BUDGET:
1) Record Revenue Estimates(s)
Fund No. Department Division Account Sub-Account Amount Total
2) Record Appropiation(s)
Fund No. Department Division/ Project/ Account Name Account Sub-Account Amount Project
255 91 914 Park Infrastructure 56000 000 $ (28,153.21)
255 50 520 [Summer Pool Program 52025 001 $ 28,153.21
Total $
3) Record Transfer of Funds:
FROM:
Division/
Fund No. Department Project/ Account Name Account Sub-Account Amount Project
Total $ -
TO:
Fund No. Department Division/ Project/ Account Name Sub-Account Project Account Amount
Total $
cc: Finance Department
FORM FIN003(Revised 07/2016)
5)Purpose of Budget Amendment:
Allocation of resources for 2023 Summer Pool Program
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Calexico at the regular meeting this 20th day of April, 2023.
Raul Ureña, Mayor
ATTEST:
GABRIELA T. GARCIA, City Clerk
APPROVED AS TO FORM:
CARLOS CAMPOS, City Attorney
STATE OF CALIFORNIA)
CITY OF CALEXICO ) ss.
COUNTY OF IMPERIAL)
1, Gabriela T. Garcia, City Clerk of the City of Calexico, do hereby certify under the penalty of perjury, that the foregoing Resolution No. 2022-— was duly adopted by the City Council at a meeting of said City Council held on the 20th day of April, 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
GABRIELA T. GARCIA, City Clerk
City of Calexico
cc: Finance Department
FORM FIN003(Revised 07/2016)
ATTACHMENT #3a
2023 Summer Recreation Pool Program: Estimated Cost Option 2 - Same as Last Year Itemized Expenditures June 27 to July 22 (19 Days) CITY Itemized Expenditures June 27 to July 22 (19 Days) Staffing Services: 5-Hour Shift
Position # Hourly Rate Total Hours: Total Expense: Position # Hourly Rate Total Hours: Total Expense:
Pool Tech 32.90 152. 1,666.93 Water Aerobics Instructor 23.50 = 258.50| Pool Cashier 4.5-hour shift 15.50 85.5 1,325.25 Rec Leader for Family Fridays (2 times) 22.50 10 225.00 Pool Manager 25.00 95 2,375.00
Pool Manager - Staff Training 2hr 25.00 100.00
Lifeguard 20.00 570 11.400.00 483.50
Lifeguard - Staff Training 2hr 20.00 240.00 Suplies/Materials/Services:
17,107.18 DJ Services for Family Fridays (2 times) 2 $ 250.00 500.00 Suplies/Materials/Services: Consession Stand Supplies 150.00 300.00 operating
Expenditure Type Full Cost 1/3 of the Cost Total Expense: Materials & Supplies for Family Fridays 1,300.00 One-Time Expensel es 1.300.00 Pool Parts & Supplies 19 135.87 $ 45.29 es 860.53 2,100.00 Maintenance & Repairs 19 11.53| $ 3.84 s 73.00 Cost to City 2,583.50 933.53
18,040.71 CITY Itemized Expenditures July 25 - August 18 (19 Days) Itemized Expenditures July 25 - August 18 (19 Days) Position # Hourly Rate Total Hours: Total Expense:
Staffing Services A.M. Session (16 Days): 5-Hour Shift Water Aerobics Instructor 23.50 12 282.00 Position Hourly Rate Total Hours: Total Expense: Rec Leader for Family Fridays (2 times) 22.50 10 225.00 Pool Tech 32.90 128 1,403.73
Pool Manager 25.00 80 es 2.000.00
Lifeguard / Water Safety Instructor 21.00 480 10,080.00 507.00 13,483.73 Suplies/Materials/Services:
Staffing Services P.M. Session (19 Days Overlapping the A.M. Session): 5-Hr Shift DJ Services for Family Fridays (2 times) 250.00 500.00 Position Hourly Rate Total Hours: Total Expense: Consession Stand Supplies 2 s 150.00 300.00 Pool Tech 32.90 263.20
Pool Manager 25.00 2,375.00
Pool Manager - Staff Training 2hr 25.00 100.00 800.00
Lifeguard 20.00 570 11.400.00 Cost to City 1,307.00
Lifeguard - Staff Training 2 hr 20.00 240.00
Pool Cashier 4.5-hour shift 15.50 85.5 1,325.25
15,703.451 Total Both Sessions: $ 3,890.50
Supies Materials/Services:
Expenditure Type Full Cost 1/3 of the Cost Total Expense:
Pool Parts & Supplies 19 860.53 Combined Total - Both Sessions: $ 52,051.92 Maintenance & Repairs 19 1320 g 73.00
933.53
30,120.71
ATTACHMENT #3b
BUDGET AMENDMENT RESOLUTION NO._
BUDGET AMENDMENT RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF CALEXICO AUTHORIZING AN AMENDMENT
CALEXICO TO THE FINAL BUDGET FOR FISCAL YEAR 2022-23
WHEREAS, the Final Budget for Fiscal Year 2022-23 was adopted by Resolution No. 2022-48 of the City Council on August 10, 2022; and
WHEREAS, the City Council has authorized the amendment of the Final Budget, in accordance with proper governmental accounting and financial reporting practices; and NOW THEREFORE, the City Council of the City of Calexico hereby resolves and authorizes the following action(s) AMENDMENTS TO ADOPTED BUDGET:
1) Record Revenue Estimates(s)
Fund No. Department Division Account Sub-Account Amount Total $ -
2) Record Appropiation(s)
Fund No. Department Division/ Project/ Account Name Account Sub-Account Amount Project
255 91 914 Park Infrastructure 56000 000 $ (17,051.92)
255 50 520 ]Summer Pool Program 52025 001 $ 17,051.92
Total $ -
3) Record Transfer of Funds:
FROM:
Fund No. Department Division/ Project/ Account Name Account Sub-Account Amount Project
Total $
TO:
Fund No. Department Division/ Project/ Account Name Account Sub-Account Amount Project
Total $
cc: Finance Department
FORM FIN003(Revised 07/2016)
5)Purpose of Budget Amendment:
Allocation of resources for 2023 Summer Pool Program
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Calexico at the regular meeting this 20th day of April, 2023.
Raul Ureña, Mayor
ATTEST:
GABRIELA T. GARCIA, City Clerk
APPROVED AS TO FORM:
CARLOS CAMPOS, City Attorney
STATE OF CALIFORNIA)
CITY OF CALEXICO ) ss.
COUNTY OF IMPERIAL)
1, Gabriela T. Garcia, City Clerk of the City of Calexico, do hereby certify under the penalty of perjury, that the foregoing Resolution No. 2022-_ was duly adopted by the City Council at a meeting of said City Council held on the 20th day of April, 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
GABRIELA T. GARCIA, City Clerk
City of Calexico
cc: Finance Department
FORM FIN003(Revised 07/2016)