HomeMy WebLinkAboutReview - Direction - Y-Be-Fit Palm Desert Challenge 2015 and 2016CITY OF PALM DESERT
CITY MANAGER'S OFFICE
STAFF REPORT
REQUEST: REVIEW OF FINAL FINANCIAL REPORT AND DIRECTION TO STAFF
RELATING TO THE YMCA'S Y-BE-FIT PALM DESERT CHALLENGE
FOR 2015 AND 2016 EVENTS.
SUBMITTED BY: Ryan Stendell, Senior Management Analyst
DATE: January 22, 2015
CONTENTS: Family YMCA of the Desert Event Budget
Recommendation
By Minute Motion:
1. Receive and file the 2014 Event Budget as presented by the Family YMCA
of the Desert, and;
2. Direct staff to place funding for this event in FY15/16 & FY16/17 annual
budget cycles as the title sponsor of the event.
Background
In June of 2014, the City Council approved a sponsorship request for the Family YMCA of
the Desert (YMCA) in the amount not to exceed $25,000 for the production of the first
annual Y-Be-Fit Palm Desert Challenge. The YMCA initially requested an agreement with
the City to host the event for a term of three years. Staff did recommend supporting the
event for three years, however, reviewing the funding request on an annual basis.
The first year of this event is complete and staff was extremely pleased with the results. The
YMCA has completed their fiscal analysis and has provided the City with a copy of their
operating budget (copy attached). The YMCA was able to generate approximately $16,500
in profit for the first year's event. What the YMCA is most proud of is being able to produce
this event while generating revenue which goes back into programming for our youth. Staff
and the YMCA believe we are off to a great start and the potential for growth is excellent.
The YMCA has tentatively scheduled the 2015 event for Sunday, October 4, 2015.
Fiscal Analysis
The YMCA's preliminary budget was approximately $35,000 when the Council met in June
of 2014, however, final expenses were almost double that amount. Even though the
Staff Report
Family YMCA of the Desert, Sponsorship Request
January 22, 2015
Page 2 of 2
production costs were much higher than expected, the YMCA did an excellent job attracting
sponsorships and participants. Staff remained engaged with the YMCA throughout the
event, offering advice on marketing and ensuring that safety was the highest priority.
Authorizing staff to manage the in -kind budget guaranteed we remained in control of the
traffic planning and services from the Sheriff's Department. All -in -all staff was very satisfied
with the relationship developed with the YMCA on this event and is recommending the
Council fund this event at the title sponsor level for the two years requested by the YMCA. If
approved, staff will place the $25,000 sponsorship ($10,000 cash, $15,000 in -kind) in the
City Special Events budget.
Submitted By:
Ryan Stendell
Senior Management Analyst
n M. Wohlmuth, City Manager
Revi d and Concur:
Paul Gibson, Director of Finance
FAMILY YMCA OF THE DESERT
Y BE FIT PALM DESERT CHALLENGE - 2014
ACTUAL vs. BUDGET
OVER
BUDGET
ACTUAL
(UNDER
PARTICIPANT ENTRIES
REVERSE MINI -TRIATHLON
200
129
(71)
PRIME TIME SK RUN/WALK
200
226
26
FIRSTBANK IK COLOR RUN
200
388
188
600
743
143
EVENT REVENUES
Entry Fees Triathlon
$ 12,000
$ 7,957
$ (4,043)
Entry Fees- SK
6,000
4.959
(1.041)
Entry Fees Color Run
1,000
3.320
2,320
Sponsorship Title
25.000
25,000
Sponsorships Platinum
10,000
(10.000)
Sponsorships - Gold
5,000
14,400
9.400
Sponsorships Silver
2,500
17,000
14,5D0
Sponsorships - T-shirt Listing
5,000
6,915
1,915
Booths/Vendors
2,500
2.725
225
Other Sponsorships
910
910
TOTAL EVENT REVENUES
69,000
83. 186
14,286
EVENT EXPENSES
Advertising FG Creative
5.000
5,5D0
Soo
Advertising - Media
680
680
Artwork/Graphics
Soo
1500)
Awards & Finisher Medals
1,000
3,093
2,093
BaAcions/Decorations
250
-
(250)
Banners
559
559
Bike Racks
800
(800)
Color Powdder - Color Run
800
1,275
475
Direct Mad/Postage
500
(500)
Equipment Rental Light Towers
250
(250)
Equipment Rental Miscellaneous
100
(100)
Equipment Rental - U Haul Truck
200
(200)
InKind Services (City Provided)
IS 000
15,000
InKindEquipment Rental - Porto Potties
-
InK,ndInsurance Event Specific
InKind Lifeguards
InKindPolice & public Works
InKind Traffic Control
-
-
InKmd. Permit Fees/Venue
InKind. Other
Inkind Seri Other
30,000
23,315
(6,685)
Medical AMR
500
-
(500)
Medical Nurse
250
(250)
Miscellaneous
200
-
(200)
Music/DI
400
600
200
Post -race Foods
250
337
87
Printing
Soo
1,142
642
Production Fee Klein & Clark
7.500
7,500
-
Race Announcer
3S0
500
1S0
Race Bibs & Timing Chips (Racewire)
2,669
2.669
Race Supplies
300
186
(114)
Radios/Communication
100
(100)
Rob's Assistant
99
99
Shirts - SK and MIn,Tri
3,000
3,511
511
Shirts Volunteers
487
481
Sunglasses Color Run
219
219
Tee Signs
65
65
Web Site
1,250
(1,250)
TOTAL EVENT EXPENSES
69,Do0
66.738
(2,263)
NET SURPLUS $
5 16,449 5
16.449