HomeMy WebLinkAboutAGENDA REPORT 2010 0901 CC REG ITEM 10OITEM 10.0.
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City Council Meeting
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MOORPARK CITY COUNCIL A��
AGENDA REPORT
TO: Honorable City Council
FROM: John Brand, Senior Management Analyst 16
DATE: August 25, 2010 (CC Meeting of 09/01/2010)
SUBJECT: Consider Request from Roam'N Relics Car Club to Hold Car Show on
October 24, 2010, from 8 a.m. to 3 p.m. on High Street and to Pay
Reduced City Fees for the Event
SUMMARY
Council is being asked to approve use of certain City and Redevelopment Agency -
owned property adjacent to High Street, waive rental fees for use of the property, and to
use its good offices to obtain a Caltrans permit on behalf of the Roam'N Relics Car
Club.
BACKGROUND
The Roam'N Relics Car Club has held its annual car show in Moorpark the past 16
years. In 2010, the event is planned for Sunday, October 24, from 8 a.m. to 3 p.m. on
High Street. In 2009, the car show attracted about 500 pre -1973 vehicles and an
estimated 4,500 spectators. Last year, the City charged the Club $2,445 for planning
and staffing the event, including $1,275 for police, $660 for City staff time, and $510 for
permits.
DISCUSSION
The City Council has traditionally granted the Club's request to reduce City fees for the
car show since the Club donates the proceeds to local charities and Moorpark
businesses benefit from increased visibility.
In 2009, the Club donated over $8,300 to groups including the Food Pantry, For the
Troops, and Troops Kids Xmas. In recent years, the Club has donated approximately
$3,000 - $9,000 to charitable groups, such as Arc Ventura County /Skyway Program, Be
a Santa to a . Senior Holiday Gift Program, Cub Scouts, Michael A. DiRaimondo
Foundation, Moorpark Food Pantry, and Operation Seabee Christmas.
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Honorable City Council
Meeting of September 1, 2010
Page 2
No major changes are planned for the 2010 car show. The Club expects about 500
pre -1973 vehicles and 5,000 spectators, generating about $25,000 in revenues and up
to $4,000 in donations to local charities after expenses. As in the past, the Club will
promote High Street businesses through free advertisements and provide free booth
space to City departments, if desired.
Staff recommends the same fee reductions Council approved in previous years, which
has been to waive fee for use of City Redevelopment Agency property. Specifically, the
properties on the south side of High Street including the various vacant lots, the
Granary entrance area, and the north Metrolink Parking Lot. Additionally, staff has
learned that it may be possible for the city to obtain the necessary Caltrans
encroachment permit at no cost or liability, saving the club about $500.
The City would charge the contract billing rate for police services (roughly $1,400), and
charge the direct cost for other staff to plan the event (about $500), plus regular fees for
an encroachment permit ($150) and a temporary use permit ($390). It is estimated that
City fees may total $2,440 for the event. The Club also makes a sizable contribution to
the Ventura County Sheriffs Department Explorer post, covering the direct cost of their
participation in the event.
As in the past, the City will not staff the event other than assigned police who will be
present to ensure adherence to permit conditions, and a Senior Management Analyst to
liaison with the Club and Police. This event contrasts from other street fairs in that the
event promoters are responsible for the logistics involved in the road closure.
FISCAL IMPACT
Direct costs, including most staff time is recovered from the event promoters, resulting
in no adverse budgetary impact.
STAFF RECOMMENDATION
1. Charge Club the contract billing rate for police services charged by the County of
Ventura, and charge Club the direct cost of other staff to plan the event;
2. Require Club to pay an encroachment permit fee ($150) and a temporary use
permit fee ($390); and reimburse the City for staff costs at the approved rates.
3. Direct staff to obtain the appropriate Caltrans permit.
4. Require Club to provide the City with an indemnification agreement and name
the City and Agency as additional insureds in the Club's insurance policy.
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