HomeMy WebLinkAboutAGENDA REPORT 1999 0818 CC REG ITEM 11GMOORPARK CITY COUNCIL
AGENDA REPORT
TO: The Honorable City Council
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CITY OF MOORPARK, CALIFORNIA
City Council Meeting
ACTION: 11212rhVe
FROM: Graham Mitchell, Senior Management Analyst
DATE: August 6, 1999 (CC Meeting of 8/18/99)
SUBJECT: CONSIDER REQUEST BY ROAM'N RELICS CAR SHOW TO HOLD EVENT
ON OCTOBER 24, 1999 AND TO REDUCE CITY FEES
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For the past five years, the Roam'n Relics Car Club (Club) has held
its annual car show on High Street. Last year the show attracted
550 antique cars and an estimated 10,000 to 12,000 attendees —its
most attended show to date.
In 1998, the City charged the Club $1,033.00 for planning and
staffing the event. This fee included $733.67 for police time,
$170.33 for other staff time, and $129.00 for Encroachment and
Temporary Use Permits.
DISCUSSION
In varying degrees, each year the Council has consented with the
Club's request to reduce City fees associated with the event. A fee
reduction has been justified because event proceeds are donated to
local charities and because merchants on High Street benefit from
the event. Last year the Club donated a total of $8,640 to seven
charitable organizations (Moorpark Boys & Girls Club, Cub Scouts,
H.E.L.P., Care & Share, Good Samaritans, El Concilio, and Santas
Cause). Surveys conducted in past years indicate that most High
Street merchants attracted four times as many customers compared to
a typical weekend.
The Club plans no changes for the 1999 Show from the previous year.
The Club will continue to promote High Street businesses through
raffles and free advertisements. Also, the Club will provide the
118 Safety Committee and the Centennial Committee booths at no
0004.:0
Honorable City Council
August 6, 1999
Page 2
charge. The Club anticipates 500 cars and 10,000 attendees. This
will result in anticipated revenues of $30,000. After costs, the
Club anticipates that it will be able to make at least $10,000 in
donations to local charities.
Consistent with last year, in order to reduce City fees for the
Club, it is proposed that the following fee reductions are applied:
• no charge for the use of Redevelopment Agency property
• charge direct cost for police staff ($888.18 - estimate)
• charge direct cost for a Senior Management Analyst ($219.12)
Including the regular fees for an Encroachment Permit ($40) and a
Temporary Use Permit ($88), the estimated City fees total
$1,235.30 — $202.30 more than the 1998 Show actual fees.
As in years past, staff will coordinate a meeting prior to the
event with the Club and Police Department to review the permit
conditions and address any concerns. As in the past, City staff
will not be present the day of the event except for police
personnel that will be present to ensure adherence to permit
conditions.
RECOMMENDATION
That the City Council
1) Charge Roam'n Relics Car Club for police direct costs 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 ($40.00) and
Temporary Use Permit ($88.00) fees.
3) Require the Roam'n Relics Car Club to provide the City
and Agency an indemnification /hold harmless agreement and
name the City and Agency as additional insured on its
insurance policy.
Attachments: A) Roam'n Relic's Request for Reduction of Fees
B) Estimated Costs
ATTACHMENT A
Roam'n Relics Car Club I I '% J
P.O. Box 1173, Simi Valley, California 93062 A California Non - Profit Corporation
August 2, 1999
City of Moorpark
799 Moorpark Ave.
Moorpark, CA. 93021
Attention: Graham Mitchell
Senior Management Analyst
THE ROAM'N RELIC'S CAR CLUB wishes to hold their 20th annual car
show on Sunday, October 24th, on High Street, in downtown Moorpark
We will be blocking off High Street with the necessary signs, and
also making necessary detours, as in previous years.
We anticipate approximately 500 show cars and 10,000 spectators.
We will notify all local merchants as to what to expect and we
welcome their support. The event hours will be 7:00a.m. to 3:00p.m.
The car club members are hoping for the same great support and
generosity that we have received in previous years. All paper work
should be identical to last years, except for the date,
As in the last 5 years, we wish to have a trouble free event for
all to enjoy. Car club members will supply security at all desig-
nated points, per instructions. We also hope for cost effective
law enforcement, as in previous years.
Looking forward to a great day in the city of Moorpark.
Tha You,
eigh Graf n�
Car Show Chairman
SIR .J
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Cost Item
Planning the Event
Sr. Management Analyst
Police Sergeant
The Event
Senior Deputy
Deputy
Reserve Officer
Reserve Officer
Totals
Personnel Sub -Total
ATTACHMENT B
Roam'n Relics Car Show
October 24, 1999
COST ESTIMATE
Estimated Direct Hourly Estimated
Hours Cost Direct Cost
6.0 $36.52 $219.12
1.0 $51.24 $51.24
8.0 $42.33
$338.64
10.0 $37.83
$378.30
4.0 $15.00
$60.00
4.0 $15.00
$60.00
Encroachment & Temporary Use Permits
TOTAL
$1,107.30
$128.00
$1,235.30
Note: This estimate applies the preferred rank of officer at the event and may
fluctuate depending on the actual assignment.
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