HomeMy WebLinkAboutAGENDA REPORT 1994 1116 CC REG ITEM 08G-- �. CA,�TITEMI_Q_,
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CITY COUNCIL ACTION:
AGENDA REPORT
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TO: The Honorable City Council
FROM: Donald P. Reynolds Jr., Administrative Services Manage
DATE: November 3, 1994, (CC Meeting of November 16, 1994)
SUBJECT: Special Event Critique: Car Show, October 30, 1994
The following report will summarize the activities which occurred
on October 30, 1994, at the Car Show on High Street co- sponsored by
the City and the Roam'n Relics Car Club, Inc., of Simi Valley.
Background
Staff and the Club representatives worked intermittently over a six
month period to refine the conditions related to the Car Show
event. The Roam'n Relics coordinated the input from local
merchants with City staff to finalize the details for the day.
Staff presented the draft permit conditions to the Council on
October 5, 1994, and received approval for the event without
changes. On Friday, October 28, staff solicited the input from 60
businesses located on and near High Street with a response
requested by Friday, November 4.
Discussion
Staff has gathered feedback from the local businesses, residents,
and from the Roam'n Relics Car Club. The following will summarize
what appears to be a positive event.
As of Monday, November 7, 1994, staff received eight responses out
of the 56 surveys mailed to downtown businesses. A fourteen
percent response only allows staff to speculate about the overall
success of the event. Of the eight responses, five were received
from businesses that were open during the event, and three were
from businesses that were closed. All responders are in favor of
having the car show return next year. All responders complemented
the Roam'n Relics for the clean -up that resulted after the event.
At least one High Street food establishment completely ran out of
food. Of the five responders that were open, four of the five
experienced an increase in business. One reply emphasized the need
to have "many more" similar events.
From the five responses received representing businesses that were
open, all included suggestions for making improvements. Two
businesses stated that regular customers had limited access to
their shop, but that the number of new faces outnumbered the
regular number of customers on a typical Sunday. Two responders
requested that the event be extended west on High Street from
Walnut to Moorpark Avenue, (these businesses are located west of
10049
Walnut Avenue). A different responder requested better posting of
"no- parking" signs on Charles Street.
The Roam'n Relics reported that 387 cars were entered in the event,
plus approximately 20 additional Roam'n Relics Club cars. This was
their largest show to date. After expenses, (including
approximately $1,000 to the City for Police costs) , the Club raised
approximately $6,500 for local non - profit organizations, 20 percent
more than in previous years. Comments from other clubs in
attendance were overwhelmingly supportive of the event. As a
result of the favorable response, the Roam'n Relics anticipate an
even larger crowd will participate next year.
Staff's observations of the event is that it was a peaceful family
day on High Street, enjoyed by as many as 4,000 spectators and by
those businesses that remained open. A few logistical
complications did occur during the beginning that will be addressed
next year by a pre -event meeting between Club volunteers and the
Moorpark Police Department. Most likely, a Cal -Trans right of way
permit will be obtained to allow for better signage on Moorpark
Avenue. Lastly is the need for overflow parking of spectator
vehicles, and participant vehicles. The parking lot set -aside for
spectators was under - utilized and staff and the Club will be
looking at options for this accommodation. The Club and the City
did not discuss where to park participant cars in the event that
High Street was full, and the City would like to have a little more
control to assure that private property is not being used without
proper approvals.
The City's cost to coordinate the event activities, including the
preparation of event conditions, is approximately $3,026.33. The
City will be reimbursed for all of the time spent by the County
Sheriff, at actual costs, in the amount of $998.33. Twenty six
hours was donated by the City from Administrative Services, at a
cost of $2,080 (26 hours at $78 per hour). Next year's planning
activities will be much less expensive for the City. The Club
returned all of the Public Works barricades and signs as requested,
and the City returned their deposit of $300.
The event is already being planned for next year. Because the Club
anticipates a larger turn -out than this year, many options are
being evaluated. Some of the considerations include: better use of
the Redevelopment Agency's property on the south side of High
Street for overflow parking; extending the event from Walnut Avenue
west to Moorpark Avenue, in order to bring the spectators closer to
businesses at this location and to possibly accommodate additional
participant vehicles; inviting local non - profit organizations to
raise money during the event (with events such as kids games, food
booths and other accommodations); and making improvements such as
spectator parking and the participant registration process.
Recommendation
That the City Council receive and file this report.
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