HomeMy WebLinkAboutAGENDA REPORT 1991 0403 CC REG ITEM 11FPAUL W. LAWRASON JR.
Mayor
BERNARDO M.PEREZ
Mayor Pro Tern
SCOTT MONTGOMERY
Councilmember
JOHN E. WOZNIAK
Councilmember
LILLIAN KELLERMAN
City Clerk
TO.
MOORPARK STEM
DORPARK. CALIFORNIA
City Co I Meefing
of 199L?
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ACTION:
B' "7 a4 raf t
MEMORANDUM
The Honorable City Council
STEVEN KUENY
City Manager
CHERYLJ.KANE
City Attorney
PATRICK RICHARDS, A.I.C.P.
Director of
Community Development
JOHN F. KNIPE
City Engineer
JOHN V. GILLESPIE
Chief of Police
RICHARD T. HARE
City Treasurer
FROM: Philip E. Newhouse, Director of Community
Services •4,. {y,,�.,n
DATE: March 25, 1991
SUBJECT: Consider Cinco De Mayo Committee Event Report
BACKGROUND:
At the 12/11/90 meeting of the Parks and Recreation
Commission, Chairman Crockatt and Vice - Chairman Corzine were
selected to serve on the 1991 Cinco De Mayo Committee to
coordinate the event. The Committee has set up the following
subcommittees to assist them with this year's event:
Operations Director
Site Coordinator
Security
Entertainment
Concessions
Youth Activities
Sanitation /Cleanup
Public Relations
Pageant Directors
Financial Director
DISCUSSION:
Teresa Godinez
Phil Newhouse, John Roberts
Pat Sandoval, Paul Garcia
Vickie Perez, Jim Jennings
John Roberts, Terry Trein,
Joe Beltran
August Godinez, Vickie McGowan
City Maintenance, Volunteer
Group
Sam Nainoa, Pat Arambula
Gloria Nainoa, Lila Prado,
Linda Placs, Antonia Puentas
.ynn Crockatt, Ronald Corzine,
Phil Newhouse
This year's event is planned for Saturday, May 4, 1991, from
11:00 a.m, to 12:00 midnight at the Moorpark Community
Center. The event is planned to have two segments, daytime
activities and evening activities. The daytime activities
799 Moorpark Avenue Moorpark, California 93021 (805) 529 -6864
The Honorable City Council
Page 2
March 25, 1991
will be scheduled from 11:00 a.m. to 5:00 p.m. and will
consist of food, games, beverage booths and a children's
event which will be held in the Community Center. The
evening activities will be a dance from 8:00 p.m. to 12:00
midnight which will take place in the parking lot in front of
the Community Center.
The proposed schedule for Cinco De Mayo is as follows:
The Community Center site is planned to be enclosed by a six
foot high chain link fence with gated admission entry only.
Event entry fees will be:
o Daytime Event: 11:00 a.m. to 5:00 p.m.
o Children - ages 15 and under $1.00
o Adults - ages 16 and older $,!!00
o Babies /Children carried in arms Free
A children's play or other event sponsored by
Moorpark Youth Activities Committee is planned
for the Community Center from 3:00 to 5:00
P.m. Admission to this program is included in
the daytime event entry fee. Details for this
event have not been fully determined at this
time.
o Evening Event - Dance: 8:00 p.m. to 12:00 midnight
o Adults may purchase a special ticket for $6
which will admit them to both the daytime
event and dance.
o The regular dance ticket will be sold for $5.
There is no minimum age limit for entry to the
dance.
A beer garden is planned for the Community Center patio.
Miller Beer will be providing a portable trailer which is
Proposed to be placed on the patio in front of the Senior
Center. Since this proposed location will restrict or block
access to the Senior Center, it will be necessary to invoke
Section 5, "Purpose" of the Senior Citizens Lease Agreement
with the City.
"The City shall have the right, with a minimum of three
(3) days notice, to use said facilities, equipment and
furnishings as long as such use does not conflict with a
regularly scheduled Senior Citizen activity or program.
Such use by City shall be exempt from any charge or fee
when used for public meetings or meetings for
organizations of which the City is a member or as a
The Honorable City Council
Page 3
March 25, 1991
polling place. The City will be responsible for any
damages to the building or furnishings and cleanup
incurred during City's use of the facility."
There is no intention to use the Senior Center for any part
of this activity; however, there will not be any access to
the Center during the event.
The patio will be cordoned off from the middle patio entryway
to the Apricot Room, from that point to the planter located
near the center of the building, and from the south end of
the planter to the building. Also, Miller Beer will be
providing umbrellas for the patio area. The group - handling
this year's beer sales has not been determined at this time
nor has the disposition of the proceeds from the beer sales
been determined. There will also be a soft drink bQpth. As
with the beer sales, the group selling and disposition of,
sales revenue are undetermined at this time.
Food sales will be handled by various groups purchasing a
booth. Booth rental fees will be:
Non - profit groups
Non - profit groups
Non -food booth
Commercial booth
INSURANCE:
FEE
with insurance $ 50
without insurance $100
$ 50
$100
Minimum insurance required for this Special Event is one
million dollars ($1,000,000). An exhibitor possessing
equivalent coverage would not have to secure this
special event coverage if a special endorsement to their
policy adds the City of Moorpark as additional insured.
Groups without insurance may purchase a one -day million
dollar limit policy through the City's Joint Powers
Insurance Authority at the following rates:
Food booths
Non -food booths
Exhibitions booth
$ 60.30
$ 65.33
$ 35.18
Pony Pals will be providing pony rides for children. The
rides will be held on the lower area behind the Community
Center near the white storage bins. Pony Pals will be
required to provide the City insurance coverage for this
event in the amount of one million dollars ($1,000,000).
The Honorable City Council
Page 4
March 25, 1991
A stage is proposed to be placed in the center parking lot in
front of the Community Center which will be the focal point
for the afternoon events and the evening dance. The stage
will be provided by Jim Jennings, Inc. at a cost of $1,200
for the entire event (10:30 a.m, to 12:00 midnight) . The
stage will begin setting up on Thursday, May 2. Mr. Jennings
will also be required to provide the City with one million
dollars ($1,000,000) of insurance to cover the time the stage
is on City property.
The pageant for Miss Cinco De Mayo will be as follows:
ftwftqj--10- -al-
o Must be a resident of Moorpark;
o Must be between 16 -22 years old as of May 4ti, 1991;
o Never been married or had a marriage annulled;
o Never had a child;
o Compose an essay on "What Cinco De Mayo Means to
Me ; "
o Autobiography;
o Sponsor fee of $75;
o Personal interview with judges;
o Must attend day activity in cultural attire;
o Must give oral presentation on May 4, 1991, to the
event judges:
Jorge Alvarado, Yolanda Benitez, Cynthia
Hubbard, Paul Lawrason, Linda Plaks, Pete
Tafoya, Jose Luis Valenzia.
o Ticket donations: Each queen candidate will be
soliciting donations to support this event.
All funds collected will be returned to the
contestant winners in the form of scholarship
grants. Donation tickets are one dollar ($1)
each.
Criteria - Point Sys Pm:
Essay
I09
0
Autobiography
201-5
Personal interview
200
Ticket donations
209
Costume
l0
Oral presentation
0°
Queen candidates will be presented to the City Council at the
April 17, 1991 meeting, and the Queen and her court will be
introduced to Council at the May 15, 1991 meeting.
Currently, the pageant does not have a sponsor but is
presently being coordinated by Gloria Nainoa.
The Honorable City Council
Page 5
March 25, 1991
Partial funding for this event will be from the Recreation
Special Events fund in the amount of $5,000. As Council is
aware, at your June 27, 1990 meeting, Council approved a
$20,000 Recreation Special Events budget with no parameters
on its use, except that no funds could be used toward the two
Chamber of Commerce events; Country Days and July 3. The
current unaudited Recreation Special Events Account #33 -148-
995 is as follows:
Budgeted:
Expended:
Balance:
$20,000.00
$11,225.74
$ 8,774.26
The additional funds will be from donations, beverage sales
and admission fees to the daytime and evening dance events.
.-ft
Previous Council action related to this event was the'
authorization of a solicitor's letter for donations to all
aspects of this event except for assistance with the Miss
Cinco De Mayo pageant. The current status of donations
received is unknown. However, a full report of donations
will be presented to Council at your April 17, 1991 meeting.
Additional items related to this event:
1. Event Budget: A comprehensive budget for all
aspects of this event has not been determined at
this time. This includes total program
expenditures and estimated revenues. The Cinco De
Mayo committee will be forwarding their recommended
budget to the Parks and Recreation Commission for
consideration at their 4/8/91 meeting. The Parks
and Recreation Commission will present their budget
recommendation to the City Council at your 4/17/91
meeting.
2. Security: Details relative to program security are
as follows:
Police service provided by Ventura County Sheriff's
Department.
10:30 am -5:30 pm
6
Deputies
@
$29.15/hr
$1224.30
1
Sargeant
@
$39.14/hr
$ 273.98
5:30 pm -7:30
3
2
Reserves
@
$15.00 /hr.
$ 315.00
pm
Deputies
@
$29.15 /hr
$ 116.60
7 :30 pm -12:30
8
pm
Deputies
@
$29.15/hr
$1166.00
1
Sargeant
(a
$39.14 /hr
$ 195.75
TOTAL COST:
$3369.91
The Honorable City Council
Paae 6
March 25, 1991
Police costs as identified are the result of Cinco
De Mayo Co- chairman Lynn Crockatt's meetings with
the Sheriff's Department.
1. Staff charges
Setup - 2 people, 2 hours $ 65.00
Supervision, 13 hours $195.00
Cleanup - 2 people, 6 hours $180.00
Subtotal: $ - 440.00
Staff recommends these costs be charged to the program.
This is consistent with other recreation activities.
2. If this event was not a City sponsored even rental
costs would be as follows:
r
A. Community Center
Apricot Room, 13 hours $325.00
A Room, 13 hours $260.00
Kitchen, 13 hours $ 50.00
Subtotal: $ 635.00
B. Alcohol sales permit $ 30.00
Subtotal: $ 30.00
C. Security /Cleaning deposit $450.00
Subtotal: $ 450.00
TOTAL COSTS: $1,115.00
INSURANCE COVERAGE
Currently, a budget for the $5,000 originally appropriated
for the Cinco De Mayo event has not been submitted to the
Parks and Recreation Commission for consideration. However,
the Cinco De Mayo Committee will be presenting their budget
to the Parks and Recreation Commission on 4/8/91 for
consideration. The Parks and Recreation Commission will
present their Cinco De Mayo budget to Council on 4/17/91. It
should be noted that one element of the costs which should be
included in the budget is special event insurance coverage.
The Southern California Joint Powers Insurance Authority has
secured a commercial insurance program for special events of
this type. Coverage for an event of this type will cost
$401.95. This general liability coverage includes alcohol
liability.
The Honorable City Council
Page 7
March 25, 1991
As previously noted, exhibitors or concessionaires without or
with food sales are included in the event, their cost will be
$35.18, $60.30 or $65.33 per day. The cost for this coverage
will be paid by the exhibitor or concessionaire as part of
the application fee.
Additionally, as Council is aware, the Holy Cross Catholic
Church has expressed strong concern with this event based
upon the expanded scope and scheduled date.
STAFF RECOMMENDATION:
1. Direct the insurance, law enforcement and non - overtime
exempt employee costs be included in the program budget;
2. Direct the Parks and Recreation Commission ta%,,.prepare
and submit the final budget recommendation which,
includes the aforementioned costs;
3. Continue this item to the City Council meeting on
4/17/91;
4. Direct the Parks and Recreation Commission regarding any
modification to program scope as result of concerns
expressed by Holy Cross Catholic Church.
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