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HomeMy WebLinkAboutAGENDA REPORT 1998 0506 CC REG ITEM 10B5q3_19 ITEM 0.51 crrY of MOOWMX9 CM2011OU CITY OF MOORPARK CkYCA..AA1 11$ CITY COUNCIL AGENDA REPO, % 9 1 - g g AiC ION: A n n rcyed ND .G I 2- ' clue, rred decis_l_ TO: The Honorable City Council _ - nior'i nu_ VC HY: FROM: Donald P. Reynolds Jr., Administrative Services Manager DATE: April 30, 1998 SUBJECT: Consider Co- Sponsorship of Fourth of July High Street Event Overview Staff is in receipt of a request from Scott Green, ( "Applicant "), a business owner on High Street for the City to co- sponsor an afternoon event on High Street in celebration of the Fourth of July. Attachment "A" describes the event activities and shows a diagram of how the applicant would like to lay -out High Street. The proceeds of the event will be donated to the Moorpark Boys and Girls Club. Running Event The event is scheduled to begin with a ten (10) kilometer run at 8:00 A.M. Between 6:00 A.M. and 7:30 A.M., the sign -ups and bus transportation will be provided at the North Metro Link parking lot. Participants and spectators would be transported to the north west end of Campus Park Drive (where it terminates at the entrance to Happy Camp Park). The races would actually occur within the Park, and staff has been in contact with the Santa Monica Mountain Conservancy and mounted patrol, and they are in agreement with the concept. Additional coordination with first aid team and RACES Ham operators has been arranged as well. As the races end, participants will be bussed back to High Street. The Applicant will provide his own bus services. Festivities Based on information received in the past few weeks, and after meeting with Captain Lewis, Sergeant Hindman and myself, the event appears to be heading in this direction. It is proposed that at between 7:00 and 8:00 A.M., a portion of High Street will be 0®002.4 closed to allow vendors and carnival equipment to be set -up for a 10:00 A.M. festival. In the attached diagram, the Applicant would like to close High Street at Walnut, but the Police Department recommends closing it at Moorpark Avenue, because booths will be on both sides of High Street between Walnut and Moorpark Avenue. High Street would also be closed at High Street and Walnut facing north /south, and at High Street and Bard facing east west. In review of the Application, the Police Department has proposed two officers, a Senior Deputy and Deputy to work as security from 6:00 A.M., to 4:00 P.M., which would include a safety inspection of the ten (10) kilometer run staging area at the end of the Campus Park Drive. The Applicant would have to provide adequate volunteer help at each road closure, and at the run as needed. The Applicant is also responsible for all barricades, street closure signs, and no parking signs. If the event changes from this proposal, additional costs may be incurred for planning and staffing the event. Cost Estimates Attachment "B" are staffs costs estimates for the event. In the past, Council has considered three various cost scenarios, beginning with the rate established by City resolutions, ($2,490), reducing this rate and charging 15% percent above cost or the base rate, ($1,397.32), and applying only the direct costs (base rate) to the City, ($1,221.54). Planning the event has also been applied as described above, in some cases. To summarize past applications of these rates; The Resolution rates apply to all private applications such as film permits, The cost plus 15% is typically applied to non - profit applications, as fund raisers for the non - profit or to school filming projects, etc., and The lowest rate is applied when the proceeds of the event are targeted for the benefit of the City or a local service group. This event, like the Car Show, is targeting its proceeds to the Boys and Girls Club of Moorpark. It also may have some indirect economic benefit for High Street. Regardless of which rate is applied, the planning time would typically be recovered as well as the cost of police at the base rate. Co- sponsorship is not required to reduce the costs, and may lead to other concerns. 2 0000OZ 5 The City's liabilities are reduced by not co- sponsoring, and the applicant will not be able to use the Government Channel to advertise, (Channel 10 and the Character Generator), the park marquee signs, or any other City outreach tools. By being selective in its co- sponsorship, the City elevates the status of this effort for other events. The City does not co- sponsor the Car Show and still supports the event by reducing its potential costs. No other City involvement is being considered at this time, such as use of the City's barricades or equipment, or use of the City's bus. It is not anticipated that City staff will be required to be present. um a The Applicant Mr. Green has a plan to attract some attention to High Street on the Fourth of July. He has been working with the Chamber of Commerce, businesses downtown and city -wide, and has stimulated some interest. He is asking only for the City to co- sponsor the event and by doing so, to reduce the cost in exchange for a donation to the Moorpark Boys and Girls Club. Recommendation That the City Council deny the invitation to co- sponsor the Fourth of July event, and consistent with other special events of this nature on High Street, 1) Reduce fees by billing the contract ( "base ") rate for police, charge for staff time for planning the event, and not charge for the use of the Redevelopment Agency's property; and 2) Require payment of encroachment permit fees ($40) and Temporary Use Permit fees ($89). Attachments: 1) Event Description 2) Cost Estimates OM026 Apr 16 98 10:31a Scott Green 1- 805 - 530 -0384 p.2 HIGH STREET EVENTS 805-530-1 586 FAx: 805- 530-0384 April 16, 1998 VIA FAX ONLY [8051529 -8270 Patrick Hunter, Mayor CITY OF MOORPARK 799 Moorpark Ave. Moorpark, CA 93021 Re: Inaugural High Street 4th of July Celebration and Block Party Dear Mayor Hunter: Pursuant to your suggestion at last nights City Council meeting, please consider this written request to place the issue of City co-sponsorship of the 4th of July High Street Event on the Council's agenda at the earliest opportunity. As the saying goes, tinge is of the essence, a quick decision by the City to act as a cosponsor of the Event will have an immediate and dramatic impact on the Events' chances for success and our ability to raise funds for the Boys and Girls Club of Moorpark. Please don't hesitate to call me if you need any additional information. I can generally be reached during the day at (8 18) 598 -2730 and at night at (805) 530 -1586. Thank you for your support and attention to this matter. Very truly yours, Acotteen P.S. An updated sponsorship list is enclosed for your information and review. cc: Members of the City Council Steven Kueny Don Reynolds Chamber of Commerce Boys and Girls Club Various Community Organizations 0 0 U 0 2 7 �r'�� k �� 4th of July High Street Celebration and Block Party Co- Sponsors and Supporters TCI of Ventura County $ 250.00 Scott Green & Family $ 250.00 Blue Cross of California $ 250.00 Hughes Family Markets $ 50.00 Taco Bell $ 50.00 Turbonetic, Inc. $ 50.00 Linda Toth, Century 21 $ 50.00 Volt Temporary Services $ 50.00 Doug Haynes, Esq. $ 50.00 The Gas Station $ 50.00 TLC Home Hospice $ 50.00 Anderson Rubbish Disposal $ 50.00 Charles Abbott Associates $ 100.00 One More Time $ 50.00 Chuy's $ 50.00 Kavhco Corporation $ 500.00 Tierra Rejada Golf Club $ 100.00 M.S.I. Corporation $ 250.00 Don Emerson & Family $ 250.00 Hidden Creek Ranch L.P. $ 500.00 Total to Date: $3,000.00 Contributors of Services Coupon Tabloid of Moorpark Advertising G. I. Rubbish Trash Removal Tony Vo T -shirts Eddy Pierce (ARES) Ham Radio Operators Chuy's Food Moorpark Melodrama Jason Flame One More Time Event Participants Talent Show Martial Arts Show Clothing Display Event Co- Chairs Scott Green Telephone (805) 517 -1899 Don Emerson M.D. retired Fax (805) 530 -0384 Mission Statement Our goal is to create a family oriented community event on High Street to celebrate the 4th of July. The Event will feature games, shows, and athletic contests sponsored by local community organizations, area businesses, and residents. The Event will be self supporting and generate net proceeds for donation to the Boys and Girls Club of Moorpark. M; r_, ■ ■ ■ i a V f V R E 6 E I V E D MAR 13 1998 I I Inaugural High Street 4th of July Celebration and Block Party Cotton Candy, Candy Apples, Hot Dogs, Ice Cream, Corn on the Cob, Pony Rides, Chili Cook -off, Pie Eating Contest, Hula Hoop Contest, Races, Horse Shoe and Ring Toss, Bake Sale, Carnival Events, Pie Throwing Contest, Country Music, Square Dancing, Barbeque, Lemonade, Clowns, Face Painting, Talent Show, Fire Trucks on Display, Ice Cream Social, Classic Cars on Display, Raines. These are some of the ideas for events and concessions which, with your support, will take place on High Street on Saturday the 4th of July from 10:00 a. m. to 2:00 p.m. RUNNING AND WALKING EVENTS Registration for the 5 K/10 K running and walking events will start at 7:30 a.m. The entry fee for the 5k/10k will be $20.00. Runners and walkers may be bussed from High Street to Happy Camp Park and back to High Street. The awards ceremony for the runners, walkers, and children 12 and under participating in an event, will take place on High Street at 1:00 p.m. Net Proceeds to Benefit the Boys and Girls Club of Moorpark Mayor Hunter has written to encourage the event and the following companies and individuals have pledged financial support: TCI of Ventura County $ 250.00 Deauville Home Owners $ 250.00 Blue Cross of California $ 250.00 Hughes Family Markets $ 50.00 Taco Bell $ 50.00 Turbonetic, Inc. $ 50.00 Linda Toth, Century 21 $ 10.00 Volt Temporary Services $ 50.00 Doug Haynes, Esq. S 50.00 The Gas Station $ 50.00 TLC Home Hospice $ 50.00 Total Pledges to Date: $1,110.00 We're off to a good start, but we need-your held! There's a lot to do between now and July 4th. If you would like to pledge financial support, sponsor an event, participate in an event, help organize, promote, contribute services, drinks, or food, please fill out the attached information sheet and return it via fax to (805) 530 -0384 at your earliest convenience. Pledges will not be called and the event will not go forward unless we reach a minimum pledge total of $2,500.00. Pledgers of $250.00 or more will have their names printed on the event T- shirts. If you have any questions, comments or suggestions, call Scott Green at (818) 598 -2730. Please post and /or, distribute this flyer for general circulation and publication. THANK YOU 0®0 ()5 Apr 20 98 09:15p Scott Green 1- 805 - 530 -0384 p,2 MAP LEGEND FOR HIGH STREET 4TH OF JULY EVENT 1. Talent Show at the Moorpark Melodrama from 10:30 a.m. to 12:00 p.m, 2. Food and Drink Vendors, Ticket Booth - Non alcoholic beverages only 3. Merchant Display Booths 4. Various Carnival rides: Moonbounce (25 foot Castle) Merry Go Round Rope Ladder Climb Rock Climbing (30' inflatable mountain) Speed Pitch (Enclosed 10x20 pitching cage) Dunk Tank 5. Bandstand for Conejo Valley Barbershop Chorus' 6. Barbeque 7. Pony Rides 8. Portable toilets and trash bins 9. Registration and parking for Happy Camp Run - South Metrolink parking lot Barricades will allow traffic to pass through Walnut Street on the West end and Bard Street on the East end of the Event. ' Have not yet been confirmed. OW0130 APR 20 198 21:26 . --- -- 0 Apr 20 98 09:15p of u Scott Green �z 60;Z�d RPR 20 '98 21:27 1- 805 -530 -0384 Walnut .ii 2 p.3 000031 1 ARc� S,7P P70A onr^C n-z Rpr 20 98 09:15p Scott Green 1- 805- 530 -0384 p,4 High Street Events 4th of July Celebration and Block Party Preliminary Budget as of April 19, 1998 Income: Sponsors Carnival Ticket Sales 5Kl10K Registration Fees Booth Fee Talent Show Ticket Sales Total Income Banners & Posters Carnival Ride Rental Insurance Legal Start Up Police Services Pony Rides T -Shirt Cost Total Expenses Budget Commited 10,000 3,025 2,000 4,000 500 400 16,900 3,025 500 2,000 500 1,000 1,500 300 3,000 8,800 0 Net Income to Boys & Girls Club 8,100 3,025 APR 20 '98 21:2? OOcoaz 1 f�G1S �za azn� r,nr� �. FOURTH OF JULY EVENT COST ESTIMATES RATES Contract or Base Rate Resolution CONTRACT/ Number of Base Rate' Plus 15% Rate BASE " BASE + 15% RESOLUTION Hours (Unb)* EVENT DEPUTY 38.75 44.56 84.00 . .. ................... . ............ . 8.00 309.99 356.49 672.00 ........ . ........ . ............ .. . ............. . ............... ... . .... . ........................ SENIOR DEPUTY 42.36 48.72 84.00 .... .......... ..... . ......... ... ....... . .... - ... ......... .... I . . .... .... . ..... . .. . ................. ........ . ...... . .... ........... ....................... - - - ................. -------- ----- .00 ...... .............. ... 338.91 389.75 ..... . .... 672.00 - -.1- 1 ............ . .... ........ ...... . ... . ... . ..... PLANNING TIME ESTIMATES .............. ........ ............. .................. ............ . .. ........... .. ......... - . .......... .. ... . ...... ......................... . . . ..... . ..... . . . ...... . . . . .. ... .. .. .... ..... ........... .. ...... . ................ . .......... . . ...... . ....... . .. .......... ......... .... . . ....... . .. ---- -- - -+-i ...... . .......... . . . ....... ... .. ..... -- - I 1 -.1.1-1-1 ......... . ADMINISTRATIVE SERV. MGR. 41.38 5­ 9­­­­*­ -,8*4-*.-0-0 8+.0'- 0 -- - --- 360.56 672.00 ---- ------ . . .... ............... ........ ............... . .... ............... - .... . ........ . . ..................... . . ... . ........ . ----- - ---- SERGEANT 52.28 60.13 --4-. 0-0-- - - 2--O-,-9*-.-l--2- 424.00 -- - SUB TOTAL .......... ............... . . .. . ..... . . ........... ..... .. ........ .... ........... ......... . ... ....... ....... . ... ....... .... 1,171.54 1,347.32 ...... ....... ........... ....... 2,440.00 PERMITS ........... . ...... . . PERMIT . ....... .. . ....... . . ......... . .. ... . .......... .............. .... . ENCROACHMENT PERMIT N/A N/A 40.00 ........ . ..... ... ................... ...... . ... . .. . ................... 1.00 .. ......... ... . ......... . .. .. ........... . ............ 40.00 25.00 25.00 . .. ..... ...... .............. . . ...... . ...................... .. . .. . ............ .... . .......... . .................. .. . ............... . . ........... . ..................... TEMPORARY USE PERMIT N/A N/A 89.00 .......... ... - .. . .......... .... ....... . .. 89.00 25.00 ................. ................................. - - .... .... ....... . . .. ............... ............................................. ........... .......... ......................... ......... ............. - ------------ ........ . .. .. .......... -- .......... ................................. .. ..... - ... -32 ......... Z490.00.:� Number of hours are estimates and will be billed on actual time spent during the actual event. "BASE RATE" IS THAT RATE CHARGED TO THE CITY BY THE COUNTY FOR POLICE, AND THE SALARY COST OF THE ASM, AND THE BENEFITS OF THE ASM The staff position depends on the rank available for the coverage. "Deputy" is the least expensive rank, and Senior Deputy is most likely to be the most expensive rate.