HomeMy WebLinkAboutAGENDA REPORT 1991 0605 CC REG ITEM 11E ITEM.
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MOORPARK
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799 Moorpark Avenue Moorpark, California 93021 (805) 529-6864
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DOR?ARK, CAUFO,?N:;.
arY Council Meeting
of 1991
TO: HONORABLE CITY COUNCIL
ACTION:
FROM: RICHARD HARE, DEPUTY CITY MANAG
DATE: May 31, 1991 BYv
SUBJECT: Report on July 3rd Celebration and
Request for Funding Assistance (Mtg. 6-5-91)
BACKGROUND
For the third year the Chamber of Commerce is organizing a
celebration of Independence Day on July 3rd with a fireworks
display. This year ' s event is planned to be held on the Memorial
High School lower fields at the end of High Street. The event
activities will include food and game booths, music, presentations,
and of course, the fireworks show. The event is expected to run
from four o'clock in the afternoon until ten o'clock in the
evening.
The Chamber of Commerce is charging admission and is hoping to
generate enough income from the ticket sales to generate some
profit. They are also seeking sponsors to defray some of the costs
of the event.
Chamber Director, Carol Hunt has provided the City Council with a
report on the plans for the "Concert in the Sky" (attached) and in
her letter to Mayor Lawrason (attached) she has requested $4 , 200
from the City to defray the cost of police services and barricades,
and the waiver of all fees and charges for processing the
encroachment permit ($35 . 00) and temporary use permit ($31 . 40)
related to the event. Her letter did not mention that the Chamber
has also requested the use of the City bus ($200) to transport
participants from the remote parking sites to the event .
Additionally, staff time for event coordination has been estimated
to be 20 hours ($1 , 090) , therefore, the total direct and indirect
support requested is $5, 556 .
Last year the City Council donated staff costs, waived permit fees
and the City paid all of the police service costs ($1 , 453) . This
year ' s request for support has significantly escalated due
primarily to the location selected for the event. The lower fields
and the surrounding area will not accomodate parking and event
activities, therefore remote parking is planned for at Giesler
Field which will require more police services ($4 , 000) .
PAUL W LAWRASON JR BERNARDO M. PEREZ SCOTT MONTGOMERY ROY !:. TALLEY JR JOHN E W07_NIAK
Mayor Mayor Pro Tern Counciimember Councilmember Councilmr_m4er
Over the last year, the City expended approximately $19, 000 in
direct support to the Chamber for their activities. This includes
$1, 600 for July 3rd last year, $5, 400 for Country Days and $12 , 000
paid to the Chamber for staff costs. The requested support for
this event will be part of the budget for Fiscal Year 1991 - 1992 .
As such, it would usually be considered along with other requested
appropriations for Chamber of Commerce activities for FY 91/92 as
well as other proposed expenditures.
The Budget and Finance Committee has reviewed the request in light
of budget constraints and related matters and recommends limiting
City costs for police services to $2, 000 with the City also
providing the barricades. The Chamber of Commerce would be
responsible for paying the cost of the City's bus service if it is
used for the event.
RECOMMENDATION
1. Waiver of all permit fees and administrative costs
(including police services and Deputy City Manager) for
coordination of the event;
2 . Use of the City Hall parking lot for VIP parking from
5:30 pm until 10 pm provided the Chamber assigns volunteers to
control the parking lot;
3 . City to provide for the requested barricades;
4 . Provision of police service costs related to event
security and parking at a not to exceed cost of $2 , 000. This will
be included in the FY 91/92 budget so an appropriation of funds is
not required at this time.
5. All of the above actions are contingent upon the Chamber
meeting all permit requirements and receiving the appropriate
clearances prior to July 3 , 1991.
,:.MBER OF COMMERCE
May 29 , 1991
Mayor Paul Lawrason
City of Moorpark
799 Moorpark Avenue
Moorpark, California 93021
Dear Mayor Lawrason:
Attached is our report to the City Council on the status and
organization of the July 3 , 1991 Concert in the Sky event sponsored by
the Moorpark Chamber of Commerce.
The Chamber is requesting that the City Council waive fees for police
services up to $4 , 000 . 00, waive fees for any other permits which may be
required for this event , and absorb the estimated $200 . 00 cost of
barricades as required by the Police Department . As in the past, the
City' s commitment to and support of this event has been invaluable in
making it •a success.
we feel that our report clearly reflects the professionalism and
dedicated commitment of our volunteers and staff in planning and
executing this first-rate community event . Our Concert in the Sky
Committee has met nine times from February 14 through May 28 .
Participation of City staff and the Moorpark Police Department has
proven to be a key factor in our cooperative and well-organized planning
process . we are most appreciative of the important contributions of
these representatives .
Should you have any questions or require additional information not
included in our report, please contact me at 529-0322 . We are looking
forward to working with the City of Moorpark in presenting an oustanding
Independence Day celebration of which we can all be proud.
Sincerely,
MOORPARK CHAMBER OF COMMERCE
Carol Hunt
Executive Director
— RECEIVED
Enclosures : Status Report
Committee List and Responsibilities MAY 2 9 ir-:
Site Plan
City of Moorpark
cc : Steve Kueny
,c'in . .(Th� _ pi ' •""nnnAu, r'_I '.- a . . ,
•
CHAA43 R OF COr 4MEPC£
MEMORAND U M
TO: The Honorable City Council
FROM: Carol Hunt, Executive Director
Earl Cressman, Chairman, Concert in the Sky Committee
DATE : May 29, 1991
SUBJECT : Status and Organization of 1991 Concert in the Sky Event
Introduction.
This is the third year the Chamber has sponsored this Independence Day
celebration and community event. Attendance the past two years was
approximately 6, 000 to 7 , 000 with participation by several community,
youth and civic groups, consisting of nearly 100 volunteers.
The 1991 ."Concert in the Sky" will be held on Wednesday, July 3rd at
Community High School . In keeping with a national trend to sponsor
patriotic tributes to the armed forces, this year's theme is "Moorpark
Salutes the Red, White & Blue" . A highlight of this event will be a
tribute to our military personnel who have served and those who are
serving in the Persian Gulf .
The Concert in the Sky Committee is chaired by Earl Cressman, owner of
TABS Secretarial Service in Moorpark. Mr. Cressman is assisted by
Chamber staff and seven committee chairs . This report is divided into
these seven committee areas. Attached is a list of our committee chairs
and their responsibilities. Nine planning meetings have been held on a
regular basis from February 14th to the present, with five additional
meetings planned prior to the event . A site plan is also enclosed to
help identify where the various activities will be located.
OPERATIONS
• Site
Community High School at 280 Casey Road is the site selected for this
year' s event . A signed facilities use agreement has been obtained from
the School District . Due to current construction at Moorpark High
School, it is not available this year. Access to the site will be
through a walk-in gate and one driveway for limited on-site parking for
handicapped, vendor, entertainment and V. I . P. vehicles by permit only.
Additional information on parking is listed under the " Parking"
committee.
- Fireworks
Pyro-Spectaculars will provide the fireworks display once again. They
provide pyrotechnic insurance and obtain required approvals from the
fire marshall . The pyrotechnicians will set up the firing area
southwest of the baseball diamond. Property is owned by Bank of A. Levy
who has authorized use of the property and leaseholders have also been
contacted. KNJO Radio will be broadcasting live remote show from the
site beginning at 4 p.m. During the fireworks display, KNJO will
broadcast patriotic music that will be simulcast over the public address
system at the event.
• Stage
Bid solicitation is underway for provision of stage, sound and lighting.
• Set Up & Clean Up
Booths will be set up by the rental company, stage will be set up by the
contractor selected following bid review by committee, fencing will be
set up by security volunteers . All set up will be overseen by
Operations Chairman. Clean up will be handled by individual booth
vendors and committee members in their respective areas. A youth soccer
group and Our Town Teens have been contacted about clean up services.
SECURITY
• Volunteers
Volunteer security personnel wearing specially marked yellow jackets and
hats will provide assistance to Police officers and Explorer scouts .
Volunteer security personnel have had on-site meetings with Sgt. Marty
Rouse and will continue to work with the Police Department to identify
security requirements. Security personnel are provided with walkie-
talkies to insure optimal communication throughout the event site.
• Police Department Personnel
Recommendations made by Sgt . Rouse for Police Department personnel
include one Sergeant, 12 deputies, 4 reserve officers and 3 cadets for a
total of approximately 160 hours at an estimated cost of $3933 . 00 . The
Chamber is requesting the City Council once again waive the fees for
Police services up to $4, 000.00 for this event.
• Barricades
Approximately 50 barricades will be required by the Police Department
for four intersections that will be closed. Cost for barricade rental
is approximately $200 .00 and the Chamber is requesting that this expense
be assumed by the City.
• First Aid
Pruner Medical Services will provide a stand-by emergency/ambulance unit
staffed with one EMT/Paramedic and one EMT.
TICKETS
Numbered wristband-type tickets will be used for this event . Tickets
will have a tear-off perforated number that can be used for drawings as
well as a corresponding number that remains on the wristband. Once at-
tached, the wristband ticket cannot be removed unless intentionally cut
with scissors . Tickets have been ordered in a quantity of 10, 000 .
Children' s and senior' s tickets' will be identified via a hole-punch.
Ticket prices will remain the same as last year, at $6 for adults, $4
for children ages 3 to 12 and seniors 55 and over. Children under 3
will be admitted free. Military personnel with identification will be
issued free tickets and their dependents will pay 1/2 price if requested
and/or purchased in advance at the Chamber office.
Advance tickets will be sold in Moorpark at each major shopping area:
Sully' s Sports Center, Moorpark Video Shoppe, It ' s Your Affair Party
Shop, Mail-It-Quik Postal Center, Handiest Food Mart, and the Chamber of
Commerce . Advance tickets will also be sold in Thousand Oaks at KNJO
Radio and in Simi Valley at Printing Carousel . Advance tickets will be
sold through July 2 . After that date, tickets will be sold at the gate.
ENTERTAINMENT
• Stage Show
The Committee ' s goal is to showcase local talent and entertainers . A
variety of age groups and types of entertainment was an objective in in
offering entertainment that will appeal to a diverse audience .
Entertainment confirmed to date includes : Dance Ten, Moorpark Academy of
Martial Arts , Janelle' s School of Performing Arts , Big Matt and the
Kahunas, Mariachi Nuevo Imperial, Chip Thomas and Cayenne, Barber Shop
Quartet, Marine Corps League - Ventura County Detachment (Color Guard) ,
Moorpark Memorial High School Band, Moorpark Youth Choir and Raymond
Michael ' s All-American Legends of Rock & Roll .
• Children ' s Entertainment
Special children' s entertainment is sponsored by the Simi-Moorpark Board
of Realtors featuring The Freddie Prez Show. This fully staged, self-
contained show includes music and lighting, with seven performances in
both English and Spanish scheduled from 4 p.m. to 8 p.m. Moorpark Youth
Activities will offer a life-sized Candyland game type activity with a
$1 . 00 charge per child that will offset their construction costs.
• Program
Pre-program entertainment will begin at 4 p.m. and run continuously un-
til the formal Opening Ceremony at approximately 6 : 45 p .m. The Marine
Corps Color Guard will post the colors , followed by the Pledge of
Allegiance and the national anthem. Elected officials representing
Moorpark will be invited to participate in the Opening Ceremony. All
known military personnel who served in the Persian Gulf will be
contacted and introduced during the Opening Ceremony if they are in
attendance and names of those not in attendance will be announced.
Elected officials will be invited to make presentations during this
portion of the program.
Following the Opening Ceremony, presentations and remarks by elected
officials , patriotic music will follow. The headline entertainment
(Raymond Michael ' s All American Legends of Rock & Roll) will perform
next , followed by the fireworks display scheduled from approximately
9 : 15 p.m. to 9 :45 p.m.
BOOTHS
Vendor booths will offer food, games , and commercial displays and a
Baseball Card Show with up to 18 vendor tables . Food booths have been
coordinated to assure exclusivity of food items, avoiding duplications
and offering a variety of items . Alcoholic beverages will not be sold
or allowed on the site. Chamber staff provides booth vendors with a
copy of the County Health Department ' s requirements at the time of
registration and conducted a workshop for booth vendors on compliance
with the regulations in May. A second workshop on health regulations
will be conducted prior to the event.
Spaces will be designated to the following groups for information booths
at no cost : The City of Moorpark, Army, Marine Corps, Navy, and Air
Force. A motorized, miniature mock T-38 jet will be displayed by the
Air Force: Other similar groups may be assigned space upon request to
the Concert in the Sky Committee. Groups opting to utilize the spaces at
no cost will be responsible for providing or making rental arrangements
for booths and/or canopies .
PARKING
Plans include free public parking on Gisler Field with two 60-passenger
school buses to provide shuttle service to the event site. City staff
was asked by the Committee to research the possibility of using the City
Transit bus as a V. I . P. shuttle from the City Hall parking lot to the
event site. The Police Department will determine optimal ingress and
egress points located on streets off of Los Angeles Avenue. The Police
Department will provide training to volunteers serving as parking direc-
tors.
The Couwiittee has requested City staff to research the possibility of
using the City Transit bus as a V. I . P. shuttle from the City Hall
parking lot to the event site.
PUBLIC RELATIONS /PUBLICITY
Boyd Public Relations is responsible for advertising, publicity, public
relations and sponsorship solicitations . One press conference has been
held to date, with regularly issued news releases and updates scheduled
up to the event date. In-kind contributions are also coordinated by the
Executive Director.
ADMINISTRATION
The Chamber' s Executive Director has the sole responsibility and author-
ity to sign and obtain all required permits, contracts, insurance,
agreements and other related items. All expenditures require the ad-
vance approval of the Executive Director with committee approval re-
. quired for non-budgeted items or items exceeding the overall event bud-
get as approved by the Chamber Board of Directors.
Summary
This report reflects the work of our Committee to date. Organizational
and planning meetings will continue on a regular basis to make
additional decisions, refine certain responsibilities and finalize last
minute details.
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Committee Members
COMMITTEE CHAIRPERSON : EARL CRESSMAN ( W) 529-3580
( H ) 523-1804
SECURITY : PAT SANDOVAL (W) 529- 1535
( Ii) 523-1099
STAGE SHOWSLENTERTAINMENT: WALLY TODD 523-2255
529-0596
Don Eaton 529-8943
Steve Robertson 529-2412
OPERATIONS/FIREWORKS SHOW: LYNN CROCKATT 529-6267
John Roberts 529-2391
TICKETS/SALES : HARVEY & LINDA PLAKS 529-1373
BOOTHS : SANDY BROWN 529-4907
Terry Trein 529-8882
Greg Sullivan 529-8789
BOYD PUBLIC RELATIONS : DIANE BOYD 376-3515
CHAMBER OF COMMERCE: CAROL HUNT 529-0322
SHERIFF'S - DEPARTMENT: MARTY ROUSE 494-8238
CITY OF MOORPAR,K : RICHARD HARE 529-6864
Don Reynolds 529-6864
OTHER MEMBERS : Mike Smith (W) 529-5971
(H ) 523-7661
Carolyn Schrimpf (W) 529-0322
( }t) 529-3805_
Mike Adams 529-2170
Franz Wolf 523-1234
Jeff Greene 497-8511
John Roberts . . . (W) ( 213 ) 687-6628
(11) 529-2391
Roger Mortara 529-2486
Linda Cressman 529-3580
Revised 5/8/91.
COfMIT"1'EE CHAIRS ' ItESPUNSlii1L1'1'lES
OPERATIONS : Lynn Crockatt
1 . Sky show.
2 . Site layout.
3 . Stage set-up/tear down.
4 . Site signs .
5 . Site set-up/clean up.
6 . Power.
SECURITY: Pat Sandoval
1 . Provide site security.
. 2 . Coordinate with Sheriff ' s Department
3 . Not our responsibility to search containers .
4 . First aid.
TICKETS/SALES: Harvey & Linda Plaks
1 . Sales - Pre and at event.
2 . Door Prizes ( ??)
3 . T-Shirts .
ENTERTAINMENT: Wally Todd/Don Eaton
1. Solicit entertainment.
2 . Professional.
3 . M.C. event.
4 . Control stage area
a. Security will be provided.
b. Determine access policy.
5 . Determine stage and entertainment requirements .
6 . Develop program.
BOOTHS: Sandy Brown/Terry Trien
1 . Solicit vendors .
2 . Set-up booths/tear down, power needs .
3 . Booth layout.
EXECUTIVE DIRECTOR: Carol Hunt
1 . Legal permits .
2 . Insurance.
3 . Sign all contracts .
4 . Approval of expenditures (prior to) .
PARKING:
1 . Collect.
2 . Park cars in efficient manner.
3 . Allow for emergency access .
4 . Obtain additional parking.
5 . Sliuttl6"service .
Minutes of the City Council
Moorpark, California Page 13 June 5, 1991
E. Receive Report on the July 3rd Celebration and Request
for Funding Assistance. Staff Recommendation: Direct
staff as deemed appropriate.
Mr. Hare gave the staff report.
In response to Council question, Lt. Rodriguez said that
the police will not handle the parking it will be handled
by Chamber of Commerce volunteers.
MOTION: Councilmember Wozniak moved and Councilmember
Montgomery seconded a motion to approve the staff
recommendation to waive all permit fees and administrative
costs, including police services and the services of the
Deputy City Manager for coordinationof the event; to allow
use of the City Hall parking lot for VIP parking from 5: 30
p.m. until 10: 00 p.m. provided the Chamber assigns volunteers
to control the parking lot; the City to provide for the
requested barricades; provision of police service costs
related to event security and parking at a cost not to exceed
$2 , 000; Chamber to meet all permit requirements and clearances
prior to July 3, 1991. The motion carried by unanimous voice
vote.
F. Consider Urban Forestry Grant Program Under the
California Wildlife Coastal and Park Land Conservation
Bond Act of 1988 and President Bush' s 1990 America the
Beautiful. Staff Recommendation: Authorize staff to
apply for grant funds.
Mr. Newhouse gave the staff report. He said the sites
requested for planting approval were listed in the staff
report as follows:
1 . East side of Spring Road between Charles and Los
Angeles Avenue at High Street (4 trees) ;
2 . South side of Campus Park Drive between Penn Street
and Happy Camp (160) trees) ;
3 . North half of Princeton Avenue between Hwy. 118 and
Campus Park Drive (100 trees)
4 . West side of Spring Road, south of Bridge to
Christian Barrett (200 trees) ;
5. East side of Peach Hill Road north of park to
corner (36 trees) ;
6. North side of Poindexter Avenue from Chaparral
School to Gabbert Road (80 trees) ;
7 . North side of Los Angeles Avenue between Spring
Road and Millard (35 trees) ;