HomeMy WebLinkAboutAGENDA REPORT 1998 0916 CC REG ITEM 11Dsg 3, 9-7
ITEM . D •
CITY OF MOORPARK CITY OF MOORPARK, CALIFORNIA
CITY COUNCIL AGENDA REPORT City Council Meeting Cl
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TO: The Honorable City Council ACTION: �A- ig io r o ued
FROM: Donald P. Reynolds Jr., Administrative Services Manager
DATE: September 3, 1998
SUBJECT: Consider the Roam'n Relics Car Show, to be Held Sunday, October 25,1998,
and Request for A Reduction of Fees
The following report provides the Council with the status of the fifth annual Roam'n Relics Car
Club ( "Club "), Car Show, and presents a request from the Club to have fees reduced.
Background and Discussion
On the last Sunday of October for the last four years, the Club has held their annual car show on
High Street. Last year's car show was a success, and the Club's show continues to be one of
the most popular attractions to High Street each year. The 1997 event hosted 520 cars and
entertained approximately 4,000 attendees.
In varying degrees, the Council each year concurred with the Club's request to reduce the cost
of the event. Reduced fees have been justified in part because the proceeds from the event
have been donated to charity, and in part because of the benefit to the High Street merchants.
Last year the Club was able to donate a total of $5,000 to two charity organizations. Surveys
conducted in 1995 and 1996 of the High Street businesses indicated that most merchants on
High Street attracted as many as four times the number of customers, when compared to the
business levels of a normal weekend.
In the past, the Council has reduced costs to the Club in several ways including: not charging for
the use of Redevelopment Agency property; by not applying the overhead charges for police
rates, and until last year; planning the event was provided at no charge. In 1997, the City
charged an additional $204.11 for planning the event, (the cost of the Administrative Services
Manager and Police Sergeant) raising the annual cost from $954.51 in 1996, to $1,158.62 in
1997. In 1997, the Club did not require the use of City barricades or equipment. The Club did pay
for an encroachment permit ($40) and a temporary use permit ($89).
The Club paid $1,158.62 in 1997, and these costs represent all of the direct costs incurred by the
City. If the City had billed for police per the rates established by Resolution, the cost would have
been approximately $1,850.
1998 Car Show Details
The Club has only contemplated a few minor changes for the 1998 Show. For the last two
years, the Red River Restaurant was used as the stage and its closing may alter these plans .
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000375
This year the Club is providing a free advertisement in the program for the Moorpark Playhouse
(formerly referred to as the Magnificent Moorpark Melodrama), handing out flyers for the
business, and raffling two free tickets in an effort to help promote this business. Overall
however, staff anticipates that these changes will not impact the structure of the Show. Like last
year, one meeting is planned between police, the Club and the City, and the permit will be
relatively easily developed using last year's event conditions.
The Club's budget this year was set in January. They anticipate at least 520 cars, but feel they
have the capacity for 560, which would bring between $22,000 an $24,000 in revenue. Their
anticipated costs are $15,200. They have set aside $8,000 to be donated to local charities,
$5,000 of which will be donated the day of the show. As they have the past three years, both El
Concillio Del Condado and the Moorpark Boys and Girls Club will be the beneficiaries of these
funds at $2,500 each. If the event earns more than budgeted and costs are as expected, the
surplus monies are automatically carried over to next year's contribution amounts. This year's
contribution does include some surplus monies from 1997.
Costs for this year's event are proposed to include the direct cost of the police staff, and the time
of the Administrative Services Manager. This cost is $1,227.00, which is $68.38 more than last
year, and is based on being able to attract two reserve officers to the event and the actual rank
of the two deputies assigned. If the Police Fee Resolution No. 98 -1491 is applied, the cost will
increase about $676.74, for a total cost estimate of $1,903.74. Because the City recovered its
costs in 1997, the recommendation for 1998 is the same.
Recommendation
That the City Council
1) Charge the Roam'n Relics Car Club the for the City's direct cost for police as
charged to the City by the County of Ventura, charge the direct costs for staff time
to plan 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
($89) fees.
Attachments: A) Club Request for Reduction of Fees
B) Estimated Costs
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ATTACHMENT B
ROAM'N RELICS CAR SHOW, OCTOBER 25, 1998
COST ESTIMTATE
Notes
Applying the rates in Resolution 98 -1491 police costs would be $1,376.40, or $676.74 more than
the police costs shown above for a total of $1,903.74. This estimate applies the preferred rank
of officer at the event, and may fluctuate depending on the actual assignment.
Accounts receivable #100.000.0000.000.3510
000k'� g
EST.
COST ITEM
UNITS
DIRECT COST
COST
PLANNING
Estimated
Adm.Serv.Mgr.
6 hours
37.85
227.10
Police Sgt.
1 hour
51.24
51.24
EVENT
Senior Deputy
8 hours
41.13
329.04
Deputy
10 hours
37.62
370.62
Reserve Officer
4 hours
15.00
60.00
Reserve Officer
4 hours
15.00
60.00
Sub -Total Personnel
$1,098.00
Encroachment Permit and TUP
$ 129.00
Total
$1,227.00
Notes
Applying the rates in Resolution 98 -1491 police costs would be $1,376.40, or $676.74 more than
the police costs shown above for a total of $1,903.74. This estimate applies the preferred rank
of officer at the event, and may fluctuate depending on the actual assignment.
Accounts receivable #100.000.0000.000.3510
000k'� g