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HomeMy WebLinkAbout2/16/2000 - STAFF REPORTS (8) DATE February 9, 2000 TO: City Council FROM: Director, Department of Facilities, via Interim City Manager 2000 SENIOR SOFTBALL WORLD SERIES (SSWS) At the July 21, 1999 City Council meeting, the council voted 4/1 not to submit a bid to host the 2000 SSWS. City Council had several concerns, with the biggest concern being using fields in other cities and those cities not contributing funds to help offset the casts of the event, even though room nights would be generated in their cities In August 1999, Ken Maas, President-Founder of the North American Senior Circuit Softball (NASCS), sent a letter to Mayor Kleindienst, asking the City of Palm Springs to reconsider their bid to host the 2000 SSWS. Mr.Maas contacted Mayor Kleindienst by phone in September 1999 to discuss the possibility of Palm Springs hosting the 2000 SSWS. The Mayor asked Mr. Maas to contact staff and determine whether or not the entire event could be held in Palm Springs. In November 1999, staff met with Mayor Kleindienst to discuss the feasibility of the City hosting the entire event in Palm Springs and adjusting the bid proposal. The City of Palm Springs is capable of handling the entire SSWS in Palm Springs with the cooperation of the Palm Springs Unified School District for the use of its fields. DeMuth Park has five (5) fields, Sunrise Plaza has two (2), Palm Springs High School has three (3), and Raymond Cree Middle School has two (2), for a total of twelve (12) fields. In the past, thirteen (13) fields have been used for the SSWS. Staff has received approved applications from the school district for use of its fields (see attached). When the City hosted the 1998 SSWS, 143 teams from around the United States and Canada attended the nine-day event. The economic impact was estimated at between $3 -$4 million (see attached). For the 1998 event, 3,715 room nights were accounted for, with 50 room nights in Palm Desert and 492 in Cathedral City. SSWS contracted with 14 hotels, but there were an additional 10 hotels at which players stayed, making it difficult to determine the number of room nights for these properties. For the 1998 event, the contract with SSWS stated that the City would pay $72,000 and furnish in-kind services in the amount of$48,000, for a total of$120,000. The actual expenses for 1998 were$124,334.24 (see attached). In the contract for the 2000 bid, the City would pay $70,000 and furnish in-kind services in the amount of $60,000,fora total of$130.000. Proposed 2000 SSWS dates are September 22-October 1. However,dates may need to be adjusted, with AYSO's opening day being September 30. The projected budget for the 2000 SSWS is attached. Any additional services requested by the SSWS will be paid for by SSWS. The 2000 SSWS will bring approximately 150 teams to the city, with half participating the first four and one-half days and the other half participating the last four and one-half days. `f DATE: February 9, 2000 TO: City Council FROM: Director, Department of Facilities, via Interim City Manager PAGE: Two 2000 SENIOR SOFTBALL WORLD SERIES (SSWS) Funds have been allocated in the 1999/2000 budget for the 2000 SSWS in the Community Promotion Fund, Amateur Softball Tournament, Account Number 1 1 2-20 1 8-4 561 5 (current balance = $67,000). At its January 13, 1999 meeting, the Parks and Recreation Commission unanimously (8.0) voted to recommend that City Council approve the Recreation Division submitting a bid for the 2000 SSWS. 2000 SSWS ECONOMIC BENEFIT ANALYSIS Economic Impact Based on Palm Springs Desert Resorts Convention and Visitors Bureau's (CVB) Study Per Room Night Hotel $ 74.93 Hotel Restaurant 18.54 Other Restaurants 57.66 Retail Sales 25.91 Entertainment/Recreation 42.93 Local Transportation/Auto 14.22 Personal 3.55 Other 16.26 TOTAL 254.00 The CVB's 1998 study showed the average visitor to Palm Springs spent an average of $254 per day, excluding airfare. Based on the CVB's study, the economic impact to the city would be between $3 - $4 million: 75 teams x 20 players/team x 9 days x$254/day = $3,429,000 Total Economic Benefit The above figure does not include expenses for spectators, spouses and friends who travel with the teams. It is estimated that the total amount of revenue from Transient Occupancy Tax(T.O.T.) received by the City will be$101,115.50 based on the following formula by the CVB: 75 teams x 20 players/team x 9 days x$74.93/hotel room -$1,011,555 x 10% _ $101,115.50 Direct T.O.T. Benefit SUMMARY Staff seeks direction from City Council regarding whether to proceed with developing an agreement to be considered at a future session. 1998 SENIOR SOFTBALL WORLD SERIES PALM SPRINGS, CALIFORNIA • SEPTEMBER 25 - OCTOBER 4 FINAL EXPENSES CASH EXPENSE IN-KIND EXPENSE TOTAL EXPENSES 1998 Bid $ 72,000.00 Printing: Postcards $ 1,012.85 Posters 1,562.38 Programs 6,147.14 Schedules 3,024.54 Rule Books 753.00 Hotel Information 1.144.00 Letterhead/Envelopes 53.00 Players/Managers Packets 413.00 Trophies/Awards 9,126.43 Radios/Phones 798.00 Field Maintenance 6,880.00 First Aid: Palm Springs Fire Dept. 3,482.42 Cathedral City Fire Dept 1,277.77 Managers' Meeting Barbecue 5,200.00 Souvenirs: Pins 501.04 Patches 2,456.70 Managers' Bags 1,870.00 Towels 4,473.77 Tarps/Balls/Misc. Supplies 818.20 Big League Dreams: Maintenance 840.00 Rental (Admission) 1,500.00 $ 53,334.24 TOTAL EXPENSES $125,334.24 NATIONAL ASSOCIATION OF SENIOR CITIZEN SOFTBALL PROJECTED REVENUE AND EXPENSES 2000 SENIOR SOFTBALL WORLD SERIES REVENUE Host City Bid Fee $130,000 Entry Fees 48,000 Souvenirs 23,000 Hotel Rebates 11,000 Sanction Fees 1,400 Rule Books 1,000 Assessment Fees 2,570 Magazine Advertising 500 PROJECTED REVENUE $217,470 EXPENSES Local Expenditures Administrative Salaries $ 25,000 All-Tournament Team Expenses 1,000 $ 1,000 Awards 10,000 10,000 Cellular Phones 3,000 3,000 Credit Card Fees 150 Depreciation 750 Executive Director Salaries 47,000 Insurance 5,000 Magazine 11,000 Meals 1,100 1,100 Miscellaneous Expenses 2,000 Office Supplies 1,000 500 Payroll Taxes 2,225 Postage 4,500 Printing 16,000 6,100 Promotion 3,500 Promotional Staff 1,700 Rentals and Leases 600 600 Rings 16,000 Scorekeepers 3,000 3,000 Site Supervisor 5,500 Souvenirs 18,000 18,000 Telephone 3,250 Travel and Lodging 10,000 3,000 Umpires 16,075 16,075 Total Local Expenditures IM375 TOTAL PROJECTED EXPENSES $202,350 PROJECTED NET INCOME - SSWS 15 120 PLEASE TYPE! You Afa Maklnp PALM SPRINGS UNIFIED SCHOOL DISTRICT 6Copies. 333 SOUTH FARRELL DRIVE a 327-1581 a PALM SPRINGS, CALIFORNIA 92262 N4 6709 APPLICATION FOR USE OF SCHOOL FACILITIES FOR PUBLIC PURPOSES The undersigned hereby applies for use of school property for public purposes in accordance with Sections 900-903 inclusive, of the Potictes, Rules, apd Roulations of the Board of Education. SNNSORINGORGANIZpA�TION GROUP: City of Palm Springs/Recreation AOORESS: 40-1 S. t" V ion Way P.S. ZIP:92262 PHONE: 323-8277 PERSON IN CHARGE:Vicki Oltean PLEASE DESCRIBE THE�EXACT NATURE AND PURPOSE OF YOUR GROUP:Senior Softball World Series (Men/Women 50+)— _ — — — — _ _ — — _ DESCRIPTION OF PROGRAM OR ACTIVITY: Softball tournament yyt Is activIV open le the public? Yes •U No .Will admission`faes be chirped?-r, Yes �� No ❑ } Wlil contributions or other fees be solic led at the meeting? r Yes ❑ No•iJ if charge Is made or contributions are solicited,please describe the purpose for which money will be used: Teams pay an entry fee for the tournament expenses associated with the event: umpires, scorekeepers, awards, balls, etc. TIME AND DATES REQUESTED TIME FACILITIES REQUESTED WEEKDAY MONTH DAY YEAR FROMamIpmTOam/pm SCHOOL:Raymond Cree M.S. Blda:gall fields(21 Sat. Sept. 23 2000 8 am - 5 pm -. Special Equipment or Furniture,If Any: thru hale anchors and nithhinq rubbers Sept. Sept. 30 2000 8 am - 5 pm INSURANCE REQUIREMENT The applicant agrees to furnish such liability or other Insurance for the protection of the public and the District as the District ma require. The District requires'hat y u provide a Certificate of Insurance naming the D' trlctas ADDITIONAL INSURED in the minimum amount of$ //)�� i�0 property damage and S 23OU y O6Q for bodily injury,or S OO/ bo fl for both. STATEMENT OF APPLICANT Applicant hereby agrees to hold the Palm Springs Unified School District,Its Board of Trustees,the individual members thereof, and all District Officers, Agents,and Employees free and harmless from any loss,damage, liability,cost or expense that may arise during or be caused in any way by such use or occupancy of wheat properly. I,the undersigned,hereby certify that I will be personally responsible on behalf of the applicant for payment of all charges assessed for the use of the above premises and for any damages sustained by the school building,furniture,equipment,and or grounds accruing through the occupancy or use of said building and/or grounds by the applicant. 1, the undersigned, hereby certify that I have read and agree to abide by the rules and regulations accompanying this application,as set forth In the policies of the Board of Education and according,to the law of the Slate of California. NOTE:The person signing thYrapplication fond the stait�fl taft ibov rri e uSRbei member-of t�l�spopsoilrtq itrganlYatlon.I{the person sfdninp Is-not an officer of the organization for whom the application is made,written authorization must be submitted from the applicant group to sign the,foregoing application. DATE: 12/8/99 Signature Title Recreation Manager DO NOT WRIT OW THIS LINE CHARGES Rental Rate (4 Hour Minimum) / LABOR CHARGES: Custodial Personnel Regular Time Each Addihona Hof Overtime Other(Specify) Cafeteria Personnel Regular Time Overtime PRINCIPAL'S APPROVAL Id DISAPPROVAL ❑ J� (11-L Date: j Reason,if disapproved: I SIGNATURE OF PRINCIPAL SUPERINTENDENT OF SCHOOLS' APPROVAL 0'. DISAPPROVAL ❑ r g- Reason,it disapproved Date: A -r Signature of Super tendent of Schools or Designated Representative �- DATE: February 15, 2000 TO: City Manager FROM: Tom Kanarr, Director of Finance & Treasurers( �kK RE: Analysis of Tax & Economic Impact of Senior Softball World Series Attached is an analysis of the expected tax and economic impact of the Senior Softball World Series proposed for September 22 through October 1, 2000. I started with the information presented to the Council at the 2/9/00 study session, and adjusted a number of the assumptions. The major differences between the Director of Facilities memo and my analysis are: 1. A reduction in the average number of players per team from 20 to 18. The maximum team size is 20 players. Some teams will no doubt be smaller. 2. An estimate for the number of players bringing guests. 3. Estimated length of stay increasing from 4.5 days to 5 days. 4. Estimated reduction in room nights for local (driving distance) teams, and for rooms rented outside Palm Springs. 5. An estimate of the sales tax benefit to the City. Because the total number of room nights is likely to be somewhat less than the 13,500 projected in the 2/9/00 memo, total TOT and economic benefit estimates are lower in my analysis. The inclusion of sales tax benefits keeps the expected return from the tournament at slightly over $100,000. By way of comparison, the Nortel Palm Springs Int'l Film Festival generates about 2100 room nights. At a$122 average daily rate, the City's TOT would be about$26,000. Retail sales (primarily restaurant meals) from Film Festival attendees who stay in hotels or come into Palm PLEASE TYPE! PALM SPRINGS UNIFIED SCHOOL DISTRICT You Ara Maklnq ' s coPias. 333 SOUTH FARRELL DRIVE a 327-1561 a PALM SPRINGS, CALIFORNIA 92262 N0 6710 APPLICATION FOR USE OF SCHOOL FACILITIES FOR PUBLIC, PURPOSES The undersigned Fierebyapplies for use of school property for public purposes in accordance with Sections 900-903 inclusive,of the Policies, Rules;and.Regulations of the Board of Education. SPONSORING ORGANIZATION OR GROUP: - City Of Palm S rings/Rec ation ADDRESS: 401 S. -Pavilion Way P.S. Zip;92262 PHONE:3�3-8277 PERSON IN CHARGE.Yttki nl t 't an PLEASE DESCRIBE THE EXACT-NATURE.AND PURPOSE OF YOUR GROUP:' Senior Softball Wof d Septes (Men/Women 50T- DESCRIPTION"OF PROGRAM OR ACTIVITY: -Softball tournament -a.•: ., Isactivi " open"gp"the public? Ye i No _Q © W01,04 le,Wilm y .rf - If chargafs made or contributions are solicited,please describe the purpose for which money will be used: Teams pay an entry fPP fdF the tournament to cover all expenses associatkd with the event: umpires," scorekeepers, awards, balls, ete TIME AND DATES REQUESTED TIME. ,- - "- FACILITIES REQUESTED WEEKDAY MONTH" DAY YEAR - FROM amlpmTo amfpm 'SC7-(OOIFSHS - Bldg:Ba Sebal'1 l$O'fthH Sat. Sept. 2-3 . p fieldsD l,Equipentor Furniture,IfAny:,thr[r _ base. ancfiors _and. pitching ru64y* 3Q-' :. •200p, INSURANCE REQUIREMENT - = >%The"applicant agrees,to furnish suck liability or other Insurance for the protection of-the public and the District"as the District may require.The District "requires that yeu provide abe'd(fIcale of Insurance naming theDistrlct as ADDITIONAL INSURED in the minimum amount of$ 16�94 106 property damageand S- oc7� for bodily Injury,or$ nr71 forboth. STATEMENT OF APPLICANT Applicant hereby agrees to hold the Palm Springs Unified School District,its Board of Trustees,the Individual members thereof,and all District Officers, Agents,and Employees free and harmless from any loss,damage,Ilablilfy..costar expense that may arise during or be caused In any way by such,-use or occupancy of school properly.I,the undersigned,hereby certify that I will"Oe personally responsible on behalf of the applicant for payment at all charges assessed for the use of theabove premises and for any damages sustained by the school building,furniture;equipment,and.or grounds accruing through the occupancy or use of said building andlor grounds by.lhe applicant. 1. the undersigned. hereby certify that I have read and agree toablderby the rules and regulations accompanying this application, as set forth In the -policies of the Board of Education and according to the law of theSlate df-dalifornia. - No7E•'Thili.pperson'alppi1�Inyy thi"applicq¢ffem��ttndllestateqr!�ntabovvyyrpn}tbe dmembers((�t es so 'ng pr and tlPn,if the rmrt clgnln Is not an officer of the brdanlzalion for'wh'om4heapplic�[idn`is$ e;wMan"i th'liiiziit%n m`5st ba!zul iit{e dNnm tHa pplica'ant'gioup•t6 sign the Ibeegalnb appRcaUon. DATE: 12/8/99 signal... Title, Recreation Nana§pr DO NOTWRITE BELOW THIS LINE - CHARGES Rental Rata (4 Hour Minimum) LABOR CHARGES: "Custodial Personnel Regular Time Each Additional Hour Overtime Other(Specify) .. - Cafeteria Personnel Regular Time Overtime PRINCIPAL'S APPROVAL' DISAPPROVAL--O - - - - - ". i= \ Ralson,If disapprove dale:-dr .. - SIGNATURE OF PRINCIPAL UPERINTENOENTOF SCHOOLS' APPROVAL ' DISAPPROVAL - - cation,11 disapproved - Dale: Signature of Superintendent of Schools 1; or.Designated Repliesentative /'"' Springs from nearby cities, is probably in the range of$1,000,000, so the City's share of sales tax would be$10,000. Based on these assumptions, the City's direct tax benefit would be about $36,000, and the economic benefit City-wide would be about$1,300,000. The City contributes $150,000 per year to the Film Festival. Neither the estimates for the Softball Tournament nor the Film Festival take into account media exposure(in effect, free advertising) or future repeat business generated as a result of these events. The value of these other factors can be considerable. I hope this information is useful. Please let me know if you have any questions or need additional details. cc: Scott Mikesell softball srsoftball ANALYSIS OF TAX AND ECONOMIC IMPACT 2/15100 SENIOR SOFTBALL WORLD SERIES Description Factors Economic Direct Tax Benefit Benefit Number of teams 150 Avg no. of players per team 18.00 Total players 2,700 Additional Guests 70% 1,890 Total No.of Visitors 4,590 Average length of stay in nights 5.00 People per room 1.90 Potential room nights 12,079 Less local teams 10% (1,208) Less stays in non PS hotels 2% (242) Expected Room Nights 10,629 Average Daily Rate $ 75.00 Hotel Rental $ 797,211 TOT Collections $ 79,721 Average Spending per day per person $ 90.00 Retail Sales $ 2,065,500 Sales Tax $ 20,655 Totals $ 2,862,711 $ 100,376 Page 1 MINUTE ORDER APPROVING THE RECREATION DIVISION SUBMITTING A BID IN THE AMOUNT OF $130,000 TO HOST THE 2000 SENIOR SOFTBALL WORLD SERIES FROM SEPTEMBER 15 THROUGH OCTOBER 1. I HEREBY CERTIFY that this Minute Order, approving the Recreation Division submitting a bid in the amount of $130,000 to host the 2000 Senior Softball World Series from September 15 through October 1, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 16"day of February, 2000. BY: PATRICIA A. SANDERS City Clerk f` MINUTE ORDER APPROVING THE RECREATION DIVISION SUBMITTING A BID IN THE AMOUNT OF $100,000 TO HOST THE 2000 SENIOR SOFTBALL WORLD SERIES FROM SEPTEMBER 15 THROUGH OCTOBER 1. I HEREBY CERTIFY that this Minute Order, approving the Recreation Division submitting a bid in the amount of $100,000 to host the 2000 Senior Softball World Series from September 15 through October 1, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 16"day of February, 2000. BY: PATRICIA A. SANDERS City Clerk 0 MINUTE ORDER DENYING APPROVAL FOR THE RECREATION DIVISION SUBMITTING A BID IN THE AMOUNT OF $100,000 TO HOST THE 2000 SENIOR SOFTBALL WORLD SERIES FROM SEPTEMBER 15 THROUGH OCTOBER 1. I HEREBY CERTIFYthatthis Minute Order, denying approval forthe Recreation Division submitting a bid in the amount of$100,000 to host the 2000 Senior Softball World Series from September 15 through October 1, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 161h day of February, 2000. BY: PATRICIA A. SANDERS City Clerk o�