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HomeMy WebLinkAboutAGENDA REPORT 1999 1103 CC REG ITEM 10A5q: I q ITEM � 0- Ci FY Off' NjooRPARX, CAUFORIYIA Ciiv Council tiieeting of ,raz�nl Cc MOORPARK CITY COUNCIL ACT10:ti:�PTr AGENDA REPORT ; ?/�� D tl rl'I �' /` Rr > /'- �l'(1. ��._._(L� Tj TO: The Honorable City Council FROM: Mary K. Lindley, Director of Community Servicesjy) a DATE: October 23, 1999 (CC Meeting of November 3, 1999) SUBJECT: Consider 3rd of July Fireworks Event and Adopt Resolution No. 99- , Amending the FY 1999/2000 Budget by Allocating Funds for the Event SUMMARY The City Council is being asked to consider re- establishing the popular 3rd of July Fireworks Event at Arroyo Vista Community Park in 2000. Planning for this event typically takes six months commencing in January. Additionally, the Council is being asked to approve an amendment to the FY 1999/2000 budget to allocate funds to cover event expenditures incurred prior to the end of the fiscal year (deposits for fireworks and entertainment event supplies). BACKGROUND The last 3rd of July Fireworks Event held by the City was in 1998. Funding for the event was not included in the FY 1999/00 budget, in response to the disbandment of the former Park Maintenance Assessment District (AD 85 -1) and the need to reduce general fund expenditures. The 3rd of July Fireworks Event was one of several programs and events that were either eliminated or reduced. Prior to the inclusion of fireworks, the City co- sponsored an Independence Day event on July 4 along with Shiloh Church and the American Legion. In 1995, the City was approached by the Moorpark Star Newspaper and asked to co- sponsor a fireworks event on the 3rd of July. The Moorpark Star provided a donation of $7,800, the City contributed and raised additional funds to cover the event's expenses, and community groups provided in- July 3rd Event Page 2 kind services. The traditional 4th of July event was also held that year, but following the event a determination was made that for subsequent years the two events would be combined into one event to be held on July 3rd. The event in 1995 was planned, coordinated, and supervised by the City with assistance from the Moorpark Chamber of Commerce (insurance), Moorpark Kiwanis (event security), and MUSD (use of the High School parking lot) . Local non - profit groups were invited to sell food at the event. In 1996, the Fireworks Event was held at the High School Stadium; although the firework shells where discharged from AVCP. Following that event, it was recommended that the event be moved back to AVCP. In 1997 and 1998, the City held very successful 3rd of July Firework events. The City continued to receive assistance from the Chamber, Kiwanis, Rotary and others. In 1998, MUSD informed the City that it did not believe it had a role in the event and indicated that it could no longer provide parking at the High School at no cost. As a result, the City was charged $334.00 for use of the parking lots. Historically, the cost of sponsoring the 3rd of July Fireworks Event has been between $11,000 and $14,000. The City typically contributes approximately 60 percent towards the event's budget and the remaining funds are raised through community donations (between $4,500 and $6,000). Donations are received from companies doing business in Moorpark. Moorpark Star Newspaper and Kavlico have been the biggest contributors, donating $1,000 each. Additionally, the City receives in -kind services from the Chamber of Commerce, Kiwanis, Rotary, RACES and other community organizations and individuals. These services include use of communications equipment, volunteer hours, and security. DISCUSSION In 1999, the event was not included in the City's budget as a cost saving measure necessitated by the disbandment of the former Park Assessment District. The City now has a new Park Assessment District in place and the General Fund is more M: \MLindley \RECREAT \fireworks 2000 ccagda.doc 00000`" July 3rd Event Page 3 stable. As a result of the City's improved financial situation and the strong interest on the part of the community, staff is recommending that a July 3 Event for the year 2000 be developed and implemented. As with past years, staff proposes that the event be held at Arroyo Vista Community Park on July 3rd. The City has traditionally selected July 3 to hold the fireworks event, which has been well received by residents. The cost of securing a fireworks display is less expensive on the 3rd than it is on the 4th, and holding the event the day before the 4th of July means the City does not compete with events in other surrounding jurisdictions and allows residents to engage in other activities on the actual holiday. In the year 2000, the 3rd of July falls on a Monday. Event activities would be scheduled to begin around 4 p.m. and would finish with the fireworks display, which would take place around 9 P.M. Pre - fireworks activities planned include traditional family games and contests, entertainment (contemporary band as the main component), demonstrations provided by local community groups, and food booths. Since the millennium will be celebrated in 2000, it would be appropriate to invest in a larger fireworks display in recognition of the milestone. Our typical display costs approximately $7,000; this year staff proposes spending approximately $10,000. The total estimated budget for the proposed 3rd of July Event is as follows: Fireworks $10,000 Insurance 400 Entertainment 2,000 Stage /Lights Rental 1,000 Sound System 700 High School Parking Lots 400 Police Services 2,700 Portable Restrooms 1,000 Event Supplies 800 Part -time Staff 1,000 Total $20,000 Civic organizations and local businesses would be asked to support the event by providing financial donations. Our goal for M: \MLindley \RECREAT \fireworks 2000 ccagda.doc 000008 the 2000 event would be to staff believes this goal is remaining unfunded balance, City's General Fund Reserve to consider other options proposed Event, such as char raise $8,000. If we start early, achievable. It is proposed that the $12,000, would be funded from the balance. The City Council may wish to help off -set the cost of the ging a nominal fee to enter AVCP. It is proposed that the 2000 3rd of July Fireworks Event be a City sponsored event, implemented under the direction of City staff. However, in order to be truly successful, input and involvement by the community is desirable. To that end, staff will solicit community organizations and interested residents and businesses to serve on a working advisory committee. The committee will be tasked with providing input and suggestions regarding the various activities planned for the day, assistance with fundraising and event promotion, and volunteering hours to staff the event. The suggestion of creating an advisory committee came from the Parks and Recreation Commission, which indicated an interest in selecting one or two of its members to work on such committee, and is supported by staff. In order to proceed with a 3rd of July Event for the year 2000, the City Council is being asked to approve the Event's proposed budget and adopt the attached resolution amending the FY 1999/2000 budget by allocating $10,000 from General Fund Reserve Balance. Funds allocated in FY 1999/2000 are needed to pay necessary deposits for the fireworks and entertainment and other expenses incurred prior to the end of the fiscal year. The remaining $10,000 will be included in the FY 2000/2001 Budget. As previously indicated, any donation received will be used to off -set the General Fund's commitment. A copy of the Special Event Report, prepared after the 1998 event, has been attached to provide additional information (see Attachment B) along with a November 1997 Agenda Report which provides information about Independence Day fireworks events in other jurisdictions (Attachment C) . The Parks and Recreation Commission has reviewed staff's proposal for the 3rd of July Fireworks Event and supports the recommendation. STAFF RECOMMENDATION (Roll Call Vote) Staff recommends that the City Council approve a 3rd of July Fireworks Event and the proposed budget ($20,000), as outlined in the Agenda Report, and adopt Resolution No. 99 -_, amending the FY 1999/2000 Budget by allocating $10,000 from the General Fund Reserve Balance (1000) to the Event. 000009 July 3rd Event Page $ RESOLUTION NO. 99- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AUTHORIZING A BUDGET AMENDMENT TO THE FISCAL YEAR 1999 /2000 ADOPTED BUDGET BY ALLOCATING FUNDS FROM THE GENERAL FUND RESERVE BALANCE (1000) FOR A THIRD OF JULY FIREWORKS EVENT WHEREAS, on June 23, 1999, the City Council adopted the budget for Fiscal Year 1999/2000; and WHEREAS, a staff report has been presented to said Council requesting a budget amendment allocating $10,000 from the General Fund Reserve Balance to the Community Services Department expenditure budget for a 3rd of July Fireworks Event; and WHEREAS, Exhibit "A" hereof describes said budget amendment and its resultant impacts to the budget line items(s). NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. more particularly hereby approved. A budget amendment allocating $10,000 as described in Exhibit "A" attached hereto is SECTION 2. The City Clerk shall certify to the adoption of the resolution and shall cause a certified resolution to be filed in the book of original Resolutions. PASSED AND ADOPTED this 3rd day of November, 1999. Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk M: \MLindley \RECREAT \fireworks 2000 ccagda.doc 0 Q 00 1jL0 July 3rd Event Page 6 Resolution No. 99- EXHIBIT A Budget Revision A. Fund Allocation: Fund No. Fund Name Amount 1000 General Fund Reserve $10,000 $10,000 $10,000 B. Budget Appropriation: BUDGET NUMBER BUDGETED REVISION NEW BUDGET 1000.7630.7621.9244 $0.00 $10,000 $10,000 Approved to Form: l/ M: \MLindley \RECREAT \fireworks 2000 ccagda.doc 00001: PARKS & RECREATION COMMISSION AGENDA REPORT CITY OF MOORPARK TO: The Parks & Recreation Commission FROM: Shelly Shellabarger, Recreation Superintendent Prepared by Stephanie Shaw, Recreation Coordinator DATE: August 26, 1998 (Parks & Recreation Commission Meeting of September 8) SUBJECT: Consider Special Event Report: 3rd of Julv Fireworks BACKGROUND On Friday, July 3, 1998 the City sponsored the 1998 3rd of July Fireworks & Concert in the Sky Event from 4:00 to 9:00 p.m. at the Arroyo Vista Community Park. Families were invited to enjoy food vendors, old - fashioned contests, children's activities, live entertainment, and a fireworks display. Old- fashioned contests including tug -o -war, potato sack races, and pie eating contests were offered from 4:00 to 8:00 p.m.. Several extra rounds of the potato sack races were held, and the youth division of the pie eating contest had the maximum number of participants. Ribbons were given as awards. Children's activities, including parachute games, volleyball, and Omni -king were run by staff. The contests and activities were all very successful. In addition to City- sponsored activities, other activities included moonbounces (provided by Jolly Jumps) , carnival games (provided by Shiloh Church) , and temporary tattoos (provided by Alex's Tattoos) . Food booths were provided by E1 Pollo Loco, Lamppost Pizza, American Legion, Kiwanis Club of Moorpark, City of Hope, and Boy Scouts Troop 604. Live entertainment was provided from 4:00 -9:00 pm. Entertainment between 4:00 and 7:00 was provided by local groups including the Swing Dance Club of Ventura, Three Penny Divas, Pam Rossi's Dance Ten, and Fusion Dance Team. The Art & Essay awards for Moorpark's 15th Anniversary were also held during this time. A rock -n -roll concert featuring the Hodads began at 7:00 p.m. and ran until 9:00 p.m.. The fireworks display was launched from the eastern portion of the soccer fields at 9:00 p.m.. The show lasted 25 minutes, with total of 300 shells launched. There were no problems keeping the restricted area clear once security teams were posted at the perimeter, and the show ran smoothly. Approximately 10,000 people attended the event. There were no major disturbances during the event. Volunteers from the Kiwanis Club of Moorpark, Moorpark Rotary, and RACES assisted with security and communications. Members of the Moorpark Teen Council assisted with games and activities. 000012 Event expenditures totaled $11,638.45 (the budget allowance for this event was $14,000). Part time staff costs totaled approximately $365. Revenue from donations totaled $5,325, and _evenue from vendor fees totaled $375. The net cost for the event totaled approximately $6,303. This event was successful. All participants enjoyed themselves. Staff Recommendation Staff recommends that the Commission receive and file this report. 000013 A4o. a-ho) ,+ C CITY COUNCIL AGENDA REPORT CITY OF MOORPARK TO: The Honorable City Council (� FROM: Mary Lindley, Director of Community Services and Shelly Shellabarger, Recreation Superintendent DATE: November 6,1997 (City Council Meeting of November 19,1997) SUBJECT: Consider Future July 3rd Fireworks Events On September 3, 1997, the Council considered a report on the history of funding and coordinating past fireworks events and the 1997 Fireworks Committee recommendations for future events (see attachment A). Council then and directed staff to finalize research on how fireworks are managed in other local jurisdictions. Staff was directed to return on November 19 with final recommendations for the 1998 fireworks event. The information on similar events in local cities and parks and recreation districts follows. Staff contacted individuals in other Ventura County jurisdictions to gather information about how their fireworks events are coordinated and what role the local public agency plays. With the exception of Thousand Oaks, none of the cities assume direct financial and logistical responsibility for these events. Simi Valley: The Simi Valley Rotary and Rancho Simi Valley Recreation and Park District have collaborated for 27 years on the Simi Valley Event. Over the years, the Rotary has taken on a progressively larger role in the event. In 1997, the District's involvement was minimal. The City of Simi Valley assists with permits and provides police services for security and traffic control (at a cost of approximately $3,000). Ojai: The Ojai Independence Day Committee, an independent non - profit organization, raises money to pay for fireworks coordinates the event. The City of Ojai participates in the Ojai fireworks and parade event by providing support services of insurance and police services (approximately $5,900 in 1997). Camarillo: In the past the City and the Pleasant Valley Recreation and Parks District have donated monies to the Pageant Association, an independent non - profit organization who managed the event. In 1997, the Lions Club took over and coordinated the entire event (including raising the money). The District granted the Lions Club the use of Freedom Park for the event. The City of Camarillo made a $5,000 cash grant to the Lions Club, spent $1,900 in police overtime and $1,000 in barricade rental and Street 00001 Department overtime (a $7,900 total). Thousand Oaks: The Thousand Oaks fireworks show is a joint effort between the Conejo Recreation and Parks District and the City of Thousand Oaks, with each entity contributing $7,000 toward the $15,000 event. Conejo Valley Days Committee contributes the final $1,000. In addition to their donation, the city provides police services to the event. The finance office was not able to provide exact costs for the police services. Ventura: The Ventura Rotary Club coordinates and runs the Ventura event. The City provides police and fire services only. Staff was not able to obtain information on the amount of money the City's contribution equals in dollars, prior to completing this report. The purpose of the initial agenda report was to consider whether or not the City should assume management and financial responsibility for future fireworks events and to budget accordingly. This discussion began prior to the consideration of Measure P to replace the City's park maintenance assessment in response to the effect of Proposition 218. With the recent defeat of Measure P and the likely loss of the park maintenance assessment, effective July 1, 1998, the City's ability to continue funding the Fireworks event and other activities and programs may be significantly impacted. Please note that during the budget process there was some discussion about expanding the 1998 Fireworks Event to include a recognition of the City's 15th Anniversary. However, no funds were allocated for an Anniversary event. Councilmember Wozniak and staff now believe that the appropriate course of action is to defer any commitment on the part of the City to provide funding for a 1998 Fireworks event, as well as the 1998 Summer Concert Series and 15th Anniversary Celebration, until the council has had an opportunity to study the impacts that the loss of the parks maintenance assessments will have on the General Fund budget. Councilmember Wozniak and staff recommend that City Council defer consideration of City funding and coordination of the 1998 3rd of July Fireworks Event, 15th Anniversary Event and 1998 Summer Concerts until the impacts of Proposition 218 on the City's 1998/99 budget are known. 000015