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HomeMy WebLinkAboutAGENDA REPORT 1992 0916 CC REG ITEM 08FMOORPARK 1TEMB F 799 Moorpark Avenue Moorpark, California 93021 MEMORANDUM TO: HONORABLE CITY COUNCIL FROM: RICHARD HARE, DEPUTY CITY MANAG t�;4� DATE: September 10, 1992 (805) 529 -6864 MOOPPA2'<. U yC_/ of - - ACTION: Zov SUBJECT: Consider Request from Chamber of Commerce for Funding and Waiver of Fees for Country Days Celebration (CC Meeting 9- 16 -92) overview The Chamber of Commerce is completing the planning efforts for the Country Days celebration which will be held Saturday, October 3rd on High Street. Staff is recommending approval of their attached request for City assistance. The Chamber has requested: • Waiver of fees and deposits for permit processing • Barricade rental with delivery and receiving at City Hall • Provision of temporary "NO Parking" signs • Street sweeping services • Law enforcement services related to the parade and street fair to provide crowd and traffic control Background Since the City's incorporation, the City has been a primary supporter of the Chamber of Commerce Country Days Celebration assisting with financing a portion of the costs for the event and providing staff time for coordination of the Chamber's efforts. This year has been no exception despite the difficult financial constraints imposed upon the City by the State. Staff members including the Director of Public Works, Assistant to the City Manager, two Management Analysts, our Police Sergeant, and myself have been committed to assist the planning efforts of the Chamber. It has been an exciting time for the community as countless volunteers have worked to make this year's event more successful than ever before with more features, entertainment and of course the Country Days Parade. This year's celebration will be centered around the parade and one day street fair. There will be all types of stage and street entertainment. Additionally, there will be game, food, activity, and information display booths throughout PAUL W. LAWRASON JR. JOHN E. WOZNIAK SCOTT MONTGOMERY BERNARDO M. PEREZ ROY E. TALLEY JR. Mayor Mayor Pro Tern Councilmember Councilmember Councilmember Printed On Recycled Paper The Honorable City Council September 10, 1992 Page 2 the High Street area. No alcohol will be served outside of the normal establishments which are in the downtown area. It is the Chamber's wish to promote this as a family event with access free to all who wish to attend. Fundina The City appropriated a $4,000 budget this year to defray some of the Chamber of Commerce's costs associated with Country Days. It is estimated that the police traffic and crowd control costs will be approximately $3,000 for the entire day, the explorers will cost $300, barricades will be $400, and the extra bus service will cost another $300. Street sweeping will again be donated by Pacif is Sweep which is owned and operated by David and Jody Hopkins. The City also proposes to do additional promotion of recreation, transit (MetroLink), and general City services as part of our customer service and public. information emphasis. The additional costs for these efforts would be borne by the appropriate activity and would not -be charged to the Country Days line item. These costs include the actual rental of two display booths for $200, publications $100, and supplies $100. The City is also promoting this community celebration on Moorpark Cable - Channel 10, KNJO 92.7 FM and KMDY 850 AM in our community information spots. Arrangements are being made with Ventura County Cablevision to film the parade and fair for playback on Channel 10 and Channel 8. Therefore, the total expenses for the day will be $4,400, not including staff time. Tt is estimated that volunteer staff time to assist in the City's public information efforts and providing coordination and support to the Chamber of Commerce, just on the day of the event, has an approximate value of $2,000. Associated Activities The weekend prior to Country Days, there will be a two day softball tournament sponsored by the Kiwanis club, and the Rotary is having a Bandana dance and dinner at the Tierra Rejada Ranch on Saturday night. The Moose Lodge horseshoe tournament which is being approved on a separate permit is being organized as in past years with limitations on hours of operation and serving of alcohol. The police conditions have been attached to their permit request. The Moorpark Boosters Club is also organizing a 5 & 10k run which will be in the area of the High School on The Honorable City Council September 10, 1992 �^ Page 3 Sunday morning. This has been a very popular event and provides significant support for the club. This also carries separate police conditions for traffic control. The Club will be responsible for any direct costs associated with setting or re- setting the traffic signals for the runs. As part of the Chamber of Commerce Country Days encroachment permit we also include sidewalk sales for the High Street merchants. It is hoped that all of the merchants in the area will take advantage of this opportunity to display their services and goods to the very large crowd that is expected. Arrangements are also being made for the American Legion Pancake Breakfast which will be held at Chaparral School. Entrance to the breakfast will be from Park Lane at the rear of the school. Recommendation Staff recommends that the City Council approve the continued participation of City staff in the support of this event, approval of the Chamber of Commerce requests and the expenditure of funds as appropriated and as detailed in this report. Attachment: Chamber Letter 8/20/92 Business Flyer Police Conditions August 20, 1992 Richard Hare, Deputy City Manager City of Moorpark 799 Moorpark Avenue Moorpark, California 93021 Re: 1992 Country Days Event Dear Richard: Following is an overview of the activities that comprise this year's Country Days event and the Chamber's request for City participation. Country Days will be returning to the downtown area on Saturday,.October 3rd along High Street. This year's theme will be *MOORPARK COUNTRY DAYS ... COKE ON DOWN!". The parade begins at 9:30 am, following the same route as in the past. When the parade is over, we will request that High Street be closed to all traffic until 5 p.m. for the Street Fair. Due to the parade and street fair, traffic and parking will be restricted throughout the day as required by the Police Department. We are working with City staff and the Police Department to develop a plan that will allow exhibit booths on Walnut, Bard and Magnolia and on the city-owned lot on High Street which is the site of the Metrolink train stop. we hope to have 75 to 100 vendor spaces included in the Street Fair, with a "food court" area on Bard Street that will accommodate a maximum of 15 food vendors. Other attractions include pony rides, moon bounce, Country Days Jail, car show, and the Fire Department's hazardous materials vehicle will be on display. Additional attractions are pending. All day entertainment will be provided on a stage set up on High Street across from Whitaker Hardware. Music and entertainment for children, teens and adults is planned. Efforts are underway by City staff to have a Metrolink train car available for public tours, preferably at the train stop platform across from Sweet Cinns. If that location cannot be utilized, the train will be displayed at the railyard now under construction just west of Moorpark Avenue. To further help downtown businesses promote their products and services, the Chamber is requesting a special encroachment permit from the City that will allow sidewalk sales on October 3rd from approximately 8:30 am to 5 pm. 530 MOORPARK AVENUE ♦ MOORPARK, CALIFORNIA 93021 ♦ (805) 529 -0322 August 20, 1992 City of Moorpark Page Two We have notified the downtown businesses about the parade, street closures, parking restrictions and sidewalk sale permit. We informed them that, during the parade, displays must be close to buildings, and the sidewalk area next to the curb must be kept clear for spectators. When the parade is over, displays may be moved into the sidewalk area, while allowing sufficient space for pedestrians. we have notified downtown residents about the parade, street closures and parking limits. The Chamber is also sponsoring a city -wide Country Days Storefront & Business Decorating Contest that will include first, second and third place awards. Judging will take place on September 28. The first place winner will be photographed and featured in the Thursday, October 1 edition of the Moorpark News. We're also encouraging everyone to catch the Country Days spirit by dressing in western attire the week before Country Days ... and to wear an official Country Days button. The Chamber is requesting the following participation from the City: • Waiver of fees and deposits for permit processing • Barricade rental with delivery and receiving at City Hall • Provision of temporary "No Parking" signs • Street sweeping services at conclusion of the parade and street fair • Law enforcement services related to the parade and street fair to provide crowd and traffic control The Chamber: • Provides on -going planning, coordination, promotion and administrative services • Assumes responsibility for trash containers, portable restrooms, electricity, stage, and signage for street closures • Will provide an exhibit space for the City at no charge • Will provide security volunteers to assist with crowd control throughout the day • Will have approximately 15 committee members and staff available during the event Thank you in advance for your consideration of our request. Together, we can be proud of our combined efforts, knowing we have provided a community event that will be enjoyed by all. Sincerely, MOORPARK CHAMBER OF COMMERCE Carol Hunt Executive Director DIO Z_ V9A11 Z4 � COUNTRY DAYS Saturday, October 3 Dear Downtown Business Owner: Country Days will be returning to Old Town .Moorpark on Saturday, October 3rd along High Street. This year the theme will be "MOORPARK COUNTRY DAYS ... COME ON DOWN1°. The parade begins at 4:30 am, following the same route as in the past. When the parade is over, High Street will be closed to all traffic until 5 p.m. for the Street Fair. IMPORTANT! ** PARKING WILT, BE -RESTRICTED ** READ CARHZULLY vehicles will NOT be allowed to drive in or out of the High Street area between 8:30 am and 5:00 pm. From 12 midnight on Friday, October 2 through 7 pm Saturday, October 3, no parkins will be allowed on either side of the following streets, for the full -- length of _.the .streets :.Mig h Street, Charles Street, Walnut Street, Bard Street, Magnolia Avenue, and Poindexter Avenue from Sierra Avenue to Moorpark Avenue. Off -site parking will be available at the lower athletic field at Community High School at the west end of High Street. We are working with the Police Department to develop a plan that will allow exhibit booths-on walnut, Bard and Magnolia and on the city -owned lot on High Street which is the site of the Metrolink train stop. We hope to have-.75 to 100 vendor spaces included in the Street Fair. There will be pony rides, horse plop, moon bounce, Country Days Jail, the Fire Department's hazardous materials vehicle on display, and more attractions are expected. All day entertainment will be provided on a stage set up on High Street across from Whitaker Hardware. Music for children, teens and adults will help create a festive atmosphere. Efforts are underway to have a Metrolink train car available for public tours, preferably at the train stop platform across from Sweet Cinns. If the tracks are not in at that location by October 3, the train will be displayed at the railyard now--under.-construction just west of Moorpark Avenue. (over) Moorpark Chamber of Commerce, 530 Moorpark Avenue, Suite 160, Moorpark 93021 To further help downtown businesses promote their products and services, the Chamber will obtain a special encroachment permit from the City that. will allow sidewalk sales on October 3rd from approximately 11:30 am (or when the parade is over) to 5 pm. Normally, each individual business owner would be required to obtain their own permit and pay a fee. During the parade, displays must be close to buildings, and the sidewalk area next to the curb must be kept clear for spectators. When the parade is over, displays may be moved into the sidewalk area, while allowing sufficient space for pedestrians. We hope downtown merchants will take advantage of this special promotional opportunity. Downtown businesses are also invited to sell Country Days buttons and advance "Horse Plop" tickets. YoU may see increased walk -in traffic while helping us and the Handicapped Equestrian Learning Program at the same time! A city -wide Country Days Storefront & Business Decorating Contest sponsored by the Chamber will include first, second and third place awards. Judging will take place on Monday, September 28. The first place winner will be photographed and featured in the Thursday, October 1 edition of the Moorpark News. We're also encouraging everyone to catch the Countiy'Days spirit by dressing in western attire the week before Country Days ... and remember to wear a Country Days button, too! The CoUIiL'1y Days Committee members are voiu rceers, ec%-,prised of Moorpark business people, residents and city staff who have been hard at work planning this event to make sure it's a success. We hope you'll show the committee you're glad Country Days is returning to High Street by being a program sponsor, by-decorating your business, by dressing western, and by having a sidewalk sale (if it is feasible) . We are looking forward to a great event this year and we hope you'll participate in the activities listed above. Please take a minute to fill out the enclosed form and send it back to us so that we will know you're planning to "Come on Down" to Country Days! Sincerely, MOORPARK C MBER OF COMMERCE Mike Smith Bill McMahon,V.P. 1992 Country Days Chairman Visitor /CommunityAffairs MOORPARK POLICE DEPARTMENT JOHN V. GILLESPIE SHERIFF /CHIEF OF POLICE MEMORANDUM TO: Richard Hare, Deputy City Manager FROM: Sgt. Marty Rouse DATE: August 28, 1992 SUBJECT: Country Days: Conditions Of Operation The Police Department recommends the issuance of the requested permit based on the following conditions: 1. All permits(Cal -Trans and City of Moorpark) will be acquired and all conditions met prior to the time and date of the parade and street faire. 2. The Sheriff's supervisor on -scene will have the overall responsibility of ensuring the public safety and as such will have the authority to terminate any Country Days activities which he deems to be a hazard to the public. 3. All police costs for additional. Sheriff's personnel that may be necessary to maintain order and /or public safety for the parade and street faire shall be the responsibility of the applicant. 4. Applicant will provide a certificate of insurance to the City of Moorpark naming the City as additional insured and indemnifying the City in form acceptable to the City. 5. Applicant shall obtain an encroachment permit from the City for the parade and street faire. 2101 East Olsen Road, Thousand Oaks, CA 91360 (805) 527 -6611 PARADE 1. The parade is scheduled for October 3, 1992, and will start no earlier than 9:30 a.m. and end no later than 11:30 a.m. 2. All barricades and detour signs associated with the parade will be rented by the City of Moorpark. The applicant is responsible to ensure that the barricades will be delivered by 6:00 a.m. to the following locations: a. High Street and Spring Street (5) b. High Street at Moorpark Avenue (10) c. Walnut Street at Charles Street (5) d. Bard Street at Charles Street (5) e. Magnolia Street at Charles Street (5) f. Charles Street at Spring Street (5) g. Magnolia Street at High Street (5) h. Bard Street at High Street (5) i. Walnut Street at High Street (5) j. Moorpark Avenue at Los Angeles Avenue (10) k. Poindexter Street at Moorpark Avenue (10) 1. Cornett Avenue at Poindexter Avenue (3) m. McFadden Avenue at Poindexter Avenue (3) n. Sierra Avenue at Poindexter Avenue (5) o. Moorpark Avenue south of Charles Street (10) 3. Detour and directional arrows shall be placed for the re- routing of traffic on Los Angeles Avenue, Spring Road, Moorpark Avenue (S /R 23), Charles Street, and Walnut Canyon Road per the Cal -Trans plan. 4. Applicant will remove the barricades when directed by the Police Department and will deliver all barricades to the designated drop -off area. 5. All parade monitors will be dressed in apparel readily identifiable as a parade official. All expenses for monitors shall be the responsibility of the applicant. 6. Staging of the parade will be on Poindexter west of Sierra Avenue. All participants will be notified by the applicant that staging will not begin prior to 7:00 a.m. The parade will disband on High Street at Magnolia Avenue. Two parade monitors will direct the entrants at the conclusion of the parade. 7. Poindexter Avenue at Sierra Avenue to Commerce Avenue will be closed at 7:00 a.m. for staging purposes. The entire parade route will be closed by 8:00 a.m. 8. Tow - Away /No Parking signs will be placed at the following locations: a. High Street, both sides, the full length of the street. b. Charles Street, north side, the full length of the street and the south side from Bard Street to Spring Road. c. Walnut Street, both sides, the full length of the street. d. Magnolia Avenue, both sides, the full length of the street. e. Bard Street, both sides, the full length of the street. f. Poindexter Avenue from Sierra Avenue to Moorpark Avenue. All of the locations listed in item 8 shall be posted at least (36) hours prior to the start of the parade and will be rechecked for posting by 7:00 a.m. the day of the parade. The applicant will ensure that the signs are removed upon the conclusion of the parade. 9. State Route 23 will be opened to normal traffic when the Police Department deems it to be safe to re -open after the conclusion of the parade. 10. No alcoholic beverage shall be possessed, consumed, or sold on the parade route. 11. No pyrotechnics, or discharge of firearms shall be allowed during the parade unless previously approved by the Police Department and City of Moorpark representative. If approved, all ammunition will be inspected by the police supervisor prior to the start of the parade. 12. For pedestrian safety purposes, the applicant is responsible to ensure that the parade route is chalked on each side of the roadway no more than 5 feet from the edge of the asphalt. 13. Two parade monitors will be stationed at the railroad tracks on Moorpark Avenue during the parade. The monitors will ensure that the tracks are kept clear of pedestrians at all times. 14. No vending booths will be allowed on the parade route at any time. The police supervisor on -scene will have the authority to direct the removal of any booth or display that is deemed to be a safety hazard. 15. All entrants to the parade will be given the route directions and the route for disbanding in writing prior to the parade. 16. No entrant will be authorized to re -enter the parade after completion of the route. STREET FAIRE 1. The street faire is scheduled for October 3, 1992, and will start no earlier than the conclusion of the parade. The street faire will conclude no later than 5:00 p.m. 2. The following road closures will remain in effect after the parade: a. High Street, from Spring Road to Moorpark Avenue. b. Bard Street, the full length of the street. C. walnut Street, the full length of the street. d. Magnolia Avenue, the full length of the street. 3. Applicant will remove the barricades when directed by the Police Department and will deliver all barricades to the designated drop -off area. 4. All street faire monitors will be dressed in apparel readily identifiable as a faire official. All expenses for monitors shall be the responsibility of the applicant. 5. No alcoholic beverage shall be possessed, consumed, or sold at the street faire. 6. No pyrotechnics, or discharge of firearms shall be allowed during the faire unless approved by the Police Department and the City of Moorpark representative. If approved, all ammunition will be inspected by the police supervisor prior to the demonstration. 7. The police supervisor on -scene will have the authority to direct the removal of any booth or display that is deemed a safety hazard. 8. A listing of all scheduled entertainment and events will be supplied to the Police Department prior to September 24, 1992. Any significant changes will be approved by the Police Department prior to the activity.