HomeMy WebLinkAboutAGENDA REPORT 1995 0405 CC REG ITEM 11CTO:
FROM:
DATE:
SUBJECT
CITY OF MOORPARK
CITY C "OIINC 1I REPORT
The Honorable City Council
Donald P Reynolds Jr., Administrative Services Manager
March 24, 1995
ITEM -&
?,
Y i e*A
Consider Request from the Chamber or Commerce to Waive and/or Reduce Permit
Fees and Co- Sponsor a Circus Event. Mav 8, 1995
On March 9, 1995, the City Council received a formal request from the Chamber of Commerce
(Attachment "A ") asking the City to co- sponsor the circus planned for May 8, 1995. As co-
sponsors, the Chamber asks that the City reduce the cost to the Chamber for related permit
processing and police staff.
Attachment "A" describes the events planned for the twenty four hour period while the circus is in
Moorpark. One significant note is that the Percheron Horses (identified at "9:30 A.M. ") on the
schedule) will not be parading through town.
In the past, the City Council has considered several requests to lower fees for non -profit
organizations when they hold a special event as a fund raiser At both the Country Days event
and the Roam'n Relics Car Show, the Council and the Department of Public Safety were able to
reduce expenses by substituting volunteers and/or reserve police for sworn officers, and charging
the contract rate for the sworn officers rather than the rate established by the Council in
Resolution 94 -1049.
Discussion
Staff does not see any benefit to co- sponsoring the event. This is a Chamber of Commerce fund
raising event and the City can help by reducing costs as described, without being further involved.
Based on the premise described above, staff has been working with the Chamber to find an
efficient method to reduce permit and police costs while maintaining the public safety standards.
Initially, it was determined that public safety officers are needed for traffic control and event
security. The draft conditions to address public safety concerns are provided in Attachment "B"
The Moorpark Police has successfully recruited six 'volunteer" Explorers to address traffic safety
and parking matters if a "donation" of $200 can be provided. When six Explorers are used, the
Sheriff provides a sworn deputy to supervise. Because the event will be located in a commercial
area (corner of Flinn Road and Spring Road), and because the Chamber has received approval
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from property owners in the area to donate their vacant land for parking, traffic control is
minimal. In the draft conditions, the most significant traffic safety issue is the ability of visitors
leaving the event on Flinn Road to turn left (south) onto Spring Road. Left hand turns are
currently restricted in the conditions, to be enforced by an Explorer.
A minimum of two sworn deputies are needed for event security. The Moorpark Police
recommend two sworn deputies and one reserve officer for eight hours each. The cost of the
reserve officer is $15 per hour. Pursuant to Resolution 94-1049, the sworn officers will be
charged depending on their rank, and over -time rate of between $70 and $97 per hour.
This event relies upon temporary power provided by one generator. The permits for the
temporary power also must address the permits required by the County Air Pollution Control
District ( "APCD "). The APCD permit, valid for one year, will cost an estimated $900. The
temporary power permit from City Building and Safety, will cost an estimated $75 to $125, (if
only one generator is used, the cost is $73). The Chamber is required by the circus company to
pay for these permits.
The total estimated cost to the Chamber for permits and police is estimated to be $2,623, which
includes a City temporary use permit ($39) and an encroachment permit ($40), and is
summarized in Attachment "C." Staff is aware of the Chamber's effort to receive clearance for the
tent from the County Fire Prevention District The cost to the Chamber for this clearance has not
been provided.
At the bottom of Attachment "C" is the discount applied to past fund raising projects for non-
profit organizations. This discount charges police at the contract over -time rate for a deputy of
$34.07, (and does not include the cost to the City for administering the police contract), for a
possible savings of $702.88. With the discount, net cost is estimated to be $1,920.12. The cost
of the Community Development Department, Public Works and Building Safety for their related
permits is not being considered for reduction by statfat this time.
Because the APCD permit applies to the County of Ventura and will be valid for the next twelve
months, the Chamber is pursuing options available to reduce this cost as it currently applies to the
Moorpark event. The circus will travel to another i ounty venue after leaving Moorpark, and the
cost may be split by this sponsor and the Chamber Fee waivers are also being sought from
APCD.
City conditions will be added to the draft public safety conditions, to include fire safety, rubbish
removal. and posting of signs. A certificate of insurance naming the City as an additional insured
has already been received, and indemnification of the City will be required.
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Recommendation
That the City Council Consider the Request to Co- Sponsor the Circus Event, decline this offer,
but reduce the cost of public safety fees by $7ii2 8n
Attachments: A) Chamber's Request for Co- sponsorship
B) Draft Public Safety Conditions
C) Fee Cost Estimate
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('11AMP1 ni I "WV 11, f
March 9, 1995
Paul Lawrason, Jr., Mayor
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
Dear Mayor Lawrason:
— RECEIVED —
MAR 9 0 "
City of Moorpark
The following letter is a formal request of the City of Moorpark
to consider co- sponsoring the Chamber of Commerce "The Circus if
Coming to Moorpark" event. In order to raise funds from the
event, it would be truly appreciated if the City would co- sponsor
by waiving permit fees, and reducing the cost of police.
The Moorpark Chamber of Commerce is proud to announce, "The Circus
is coming to Moorpark ". The Chamber is sponsoring a one -day
appearance by the highly- acclaimed Carson & Barnes Five -Ring
Circus at. Spring Road and Flinn on Monday, May 8, 1995. There
will be two shows, one at 4:30 p.m. and one at 8:00 p.m. The
Carson & Barnes Circus is the "Biggest Big Top on Earth" and
features exotic performing animals, somersaulting, trapeze
artists, rings of horses and ponies, "100 thrilling acts from 17
nations, PLUS, at no extra charge, a traveling zoo featuring 20
elephants. For your information, no carnival is attached to this
event, it is an entirely family oriented circus. The entire
community will be invited out to see the raising of the "Big Top"
and the set -up of the circus arena. To our knowledge, nothing
like this has ever been staged in Mo(:)rpaxk,
Tickets for the event will be sold through school groups i.e.
PTA's (as fundraisers for them), and at businesses around town
(who will be selling tickets for the Chamber). Tickets will also
be donated to organizations in Moorpark, i.e. H.E.L.P., Moorpark
Food Pantry, Boys & Girls Club, and the MUSD Pre - Sdhool Program.
This event will be a great community activity and will also serve
as a fundraiser for the Chamber. As the major sponsor for the
circus, the Chamber is required to find a suitable site, file for
all necessary permits (zoning, fire, health, building & safety,
etc.) and arrange for trash hauling, water, parking, and
advertising and ticket sales. Sponsorships will be necessary in
order to cover all the costs involved. The police fees are
estimated to be $1300, plus a donation for cadets if used. So
far, Chamber members have come t:.hrough as poster and ticket
sponsors. Therefore we would like to invite the City of Moorpark
to also be a sponsor for this excit.],fig event.
00158,
530 MOORPARK AVENUE ♦ MOORPARK, CALIF('F'Nl,f 305) 5290322 ♦ FAX (805) 529 5304
March 9, 1995
City of Moorpark
Page 2
The City's sponsorship could include the waiving of any City fees
and only charging the Chamber the $35.00 to $40.00 hourly rate for
the deputies, etc. At this point in time, it has been estimated
that there will be a need for two sheriff's deputies and two
reserve officers and possibly some cadets for traffic control. We
would also like permission to arrange for private security, as a
way of saving money, in lieu of deputies.
As a sponsor, the City would be mentioned in advertising wherever
possible, and the night of the event, the ring- master would
announce the City as a co- sponsor along with the Chamber. Perhaps
the Council would like to ride an elephant'
With the City's support and the strong helping hands of many
people and groups throughout our (-q:)mmu.nity, the circus will be a
tremendous success.
Thank you for your time in considering this matter. The Chamber
looks forward to working in partnership with the City.
Sincerely,
MOORPA/RK_CHAMBER OF COMMERCE
�U�O��QiI a l
Debbie Rodgers Teasley
President
cc: Mayor Protem Patrick Hunter
cc: Councilman Bernardo Perez
cc: Councilman Scott Montgomery
cc: Councilman John Wozniak
cc: City Manager, Steve Kueny
Enclosures
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SCINTILLATING STARS OF CARSON & BARNES CIRCUS
Miss Erika Famous Fearless Flyers
Thrilling Passing Leap in the Dome of the Big Top Amazing Perch Pole
BELOW Five -Ring Entertainment
Under the - "Biggest Big Top on Earth"
f
V
A DAY IN THE LIFE OF
THE CARSON & BARNES CIRCUS
4:55 A.M. — The pre -dawn light spreads over a sleeping community. The glow from a tiny lantern illuminates
Janice's face as she pours gallons of hot coffee into the cookhouse urn. Rich smelling steam floats out into the
morning chill. Tony Williams, the parts buyer and be about, Is her first customer.
5 :00 A.M. — Tony checks his watch, climbs into the Idling tire repair truck and begins blowing the wake -up
call. Dean, Len, Tatoo and other mechanics are up and working minutes after the call — starting the big diesels
and getting the engines warmed up for the jump to the next town. Jaime Garcia, the canvas boss, grabs a quick
cup of coffee; his 30 man Big Top crew Is already enroute. Jaime takes off in the Spool Truck, a specialized vehicle
which rolls and stores the entire Big Top. He Is tailed by the Stakedrivers and the Pole Truck, which carries the
sidepoles, quarterpoles, and center poles necessary for the set -up of the Top.
5:15 A.M: -- The Office Trailer leaves th¢ lot with General Manager .Jim Judkins at the wheel. The office con-
tains the proper registration, Insurance and operating authority for the fleet of vehicles, and must leave early in
case there are scales, check points or ports of entry that must be dealt with In the 30 states the Circus visits each year.
5:25 A.M. — The weather is dry. The elephants are not needed to pull the trucks off the lot, as is sometimes
the case. Boss elephant man Okie Carr directs his-crew closing the rhino pen and_ loading .the_herd- of_elephants. -_
Into the five semi- trailers reserved for the "bulls ". Bill Reynolds and his crew load the 70 head of horses and exotic
leadstock into their traveling compartments. The trucks come to life with their unusual cargo.
5:30 A.M. — Circus owner D.R. Miller surveys the lot from his motorhome, checking for potential problems.
Finding none, he and his wife Isla leave for the next town. They follow n daily route slip (printed on the show's
office computer) and the arrows put up by the Circus' 24 -Hour man, Mike Howard. Mike travels 24 hours In
advance of the show, "arrowing" the route: posting for dangerous turns and low overpasses, taking the show via
the safest and quickest route. He then meets with the local sponsor and works with them laying out the lot and
making purchases of hay, grain and fuel. t
5:35 A.M. — Janice has closed the Cookhouse and rumbles off the lot In her 18 wheel portable kitchen.
5:45 A.M. — General Superintendent Geary Byrd is organizing the final clean -up of the grounds and waking up the
late sleepers. The last of the show vehicles — the tire truck, mechanics' shop and wrecker will be on the road by 6:30.
6 :05 A.M. — Part -way to the next lot the driver of a seat truck notices smoke billowing from the rear -axle of
his semi - trailer. A tire has blown and friction has heated up the remaining rubber. No Problem! Pulling over, he
takes a nap while waiting for the circus tire truck. The show mechanics are professionals — able to fix all mechanical
problems on the production and custom manufactured equipment. They must work quickly. The show moves to
a different town every day, and each piece of equipment is essential for the operation of the show.
6:30 A.M. — As the first trucks weave through the early morning light In todays show town, several people
wave greetings. Hundreds more are perched on their cars watching the 24 -Hour man spot the vehicles. He has
already driven surveyor stakes Into the lot, marking the placement of each vehicle as well as the Big Top stakeline.
Each truck must be lined up precisely.
6:45 A.M. — The rhythmic pounding of the stake drivers reverberates over the lot. The sound of rumbling trucks,
crashing poles and working men's calls blend Into an odd symphony. As each truck slows to a stop, both children
and parents come to peek at the contents. The kids ask "What's in this truck? What's in that trailer ?" The roar
of a lion, or splash of a baby hippo is the esponse.
7:30 A.M. - D.R. Miller has arrived on the new lot. After making some minor changes in the layout to allow
easier access for the public, he takes over spotting the trucks. As more and more vehicles arrive on the 25 acre
lot, DR Is assisted by Concessions Managei Kevin Murray.
The Big Top crew chants as they stretch the 61,230 square foot Polyvinyl Top. The tent, built in a modern Italian
factory, Is one of the finest and largest Circus Tents- constructed. The colorful polyvinyl is both fireproof, andauater =-
proof, and is safer, stronger and more weather - resistant than traditional tent materials.
8:00 A.M. — The lot is swarming with show people, town people and activity. The local Civic Organization
has done a fine job promoting the show and several press people are on the lot taking pictures and enjoying
themselves. One is busy interviewing Patricia White, the Lion and Tiger trainer Pat juggles the tasks of supervising and
cleaning of the cats' cages, watering her animals, watching her two year old son Nick and answering
the reporters questions.
The watertruck drivers have gone to town and returned with their tankers full. They first fill the huge
animal troughs and the hippo's tank, then move on the Cookhouse and the forty private rigs. In the '
--
course of the day t e animals will be atered four times and over 5000 gallons of water will be used.
0
The beautiful liberty horses, shetl nd ponies, mules and draft horses are watered and secured W!/
under the colorful tarpaulins set up f r them. Another crew is busy setting up pens on the grassy lot -
for the giraffe, came s, llamas and various other menagerie animals.
The picket lines — the steel cables al ng which the elephants are secured — are stretched and one by lk
one the more than two dozen pachyder climb out of the semis. They are then watered and fed. Several
stretch out in the morning sun and sleep. Ot ers "talk" among themselves and sway to the beat of a silent melody.
The Midway is bustling with the sideshows a d attractions In differing states of readiness. A gilly crew is setting up the
marquee. Alfonso Loyal, a 71 year -old 6th g neration circus veteran Is pounding stakes for the pony ride. He and his
grandson, Armando hurry. They know that Li ly and Lucy are busy In the trailer fixing breakfast. Later, Lucy will practice
the Bareback act with Armando and her,oth r children.
All morning long, Smilty, the boss electrician gfildes his crew laying the network of heavy duty electrical cable that connects
almost every piece of equipment on the show. One of three powerful generators roars to life, sending a surge of electricity
throughout the circus community. '
Meanwhile, more units are pulling on the lot house trailers of the performers and support personnel. The last vehicles
pull on about 9:00.
9:00 A.M. — A shrill whistle sounds. The lent has been spread and tied off. It's time to "Pop- it -up!" The side poles
are set and the men, forklift and elephants begin the one hour process. The public surrounds the perimeter of the top,
watching, pointing and snapping photos of this seldom seen spectacle.
9:;10 "A.M. — Six of the -huge J?Rreherons are harnessed up in pairs and hitched to the Par tfkiagon, and they head, Into town. Two hours later They will raturn, 6ady for a cool drink of water, with a'fine df cars beNncl W`m.
10 :00 A.M. — The ticket chairmen from the local sponsor arrive to settle with the Circus Treasurer, Ted Bowman.
The committee has worked with the circus agents who plan months in advance to coordinate the promotion of the show.
The result is a good sum of money to help pay for local projects.
Krlsty Byrd and Amber Parker, two of the circus children, rush toward the cookhouse tent- Inside waiting are several
other children with the circus schoolteacher, Rolf Olson, ready to begin today's lessons.
10:15 A.M. — The tent is up. Two crew guy -out the top, chanting and pulling on the ropes to stretch the fabric
tight. Others drive the seat trucks Into the t4. The Prop Crew begin unloading and assembling props, rigging ana
equipment. The electricians run cables and hang lights. The Ringmaster hangs the speakers and checks the sound system.
Several Band members set the bandstand. The activity Is continuous and in all parts of the lot.
11:00 A.M. -- The work In the Big Top Is over. Fernando and Irene Bautista are busy perfecting a new trick for
their juggling routine. Their two children, fora and Jason, play in the shade while a group of local children sit and watch
in wonder.
Although the lot seems quiet, there is a great deal of behind the scenes activity. The Cookhouse is preparing to serve
over 200. lunches. The buyer Is downtown shopping for over $800 worth of groceries. The elephant men are unloading
150 bales of hay and a ton of sweet feed. Pat takes delivery on 100 pounds of fresh beef for her cats. The fuel crew
is filling the vehicles and waiting for delivery of another 800 gallons of both diesel and gasoline. Bill Parker and his crew
of mechanics are changing an engine in one of the tractors. Linda Lingo, busy in the office, Is selling tickets and handling
the flow of visitors and paperwork. Geary Byra gives a tour of the tent to the Fire Marshall and Building Inspector, making
corr ections to meet the local code: - - - --
1:30 P.M. — The Midway opens and a crowd begins to gather, taking time to visit the rides and shows. The Usherettes
sweep the seats, and prepare to assist the public. Miss Mirna Murilio sets up her program stand and readies herself for
showtime. Ropes and pulleys are tightened.; Props and equipment are checked and cleaned.
2:00 P.M. — The front gates open, 30 minutes prior to the show. Children and adults are attracted to the elephant
ride. The tent comes alive as it fills.
2:30 P.M. — The show begins and the action Inside the Big lop reaches a whirlwind pace for two hours. The audience
response proves that the massive effort is well worthwhile!
4:30 P.M. — As the crowd filters out, the Elephant Ride and the Midway try for one last chance to entertain the "blow -
off" crowd.
5 :00 P.M. — Dinner is served In the Cookhouse!
6:30 P.M. — The sun sets and the Midway lights sparkle and coax In the evening light.
7:00 P.M. — The crowd begins forming for the 8:00 show, and the furious pace is repeated until 10 P.M.
10:00 P.M. — Before the last person has left the top, more than half of the 3000 seats are already folded. The lights
are dropped, cables are rolled, and the morning set -up is efficiently reversed. By 11:00 the tent Is on the ground, and
by 11:30 the last cable is coiled and the generators are idled down to silence. A handful of people, who stayed to witness
the teardown, drift to their cars and leive In amazement
12:00 Midnight — The low melodic resonant tones of the Mons' roars echo through the night's stillness.
The camels huddle together, silhouetted against the night sky like a small mountain range. The elephants
lie In a perfect row, as If felled like dominoes. The Circus sleeps.
4:55 A.M. — The pre dawn light spreads over a sleeping community. Ri
T YU
CARSON & BARNES CIRCUS
Police Conditions
1. The circus will be scheduled for Monday, May 8, 1995. It will be located within the
boundaries of "lot A ", which is at the N/E corner of Spring St. and Flinn Ave. Refer to
attached diagram. It will set up from 8:00 A.M to 3 00 P.M. It will open to the public at
3:00 P.M. with shows starting at 4:30 and 8 00 P M The event will be open no later than
10:30 P.M.
2. Circus and employee vehicles will be parked on lot A, off of Rail Road right of way, in
designated employee parking areas.
3. Customer parking will be located in the field at the east end of Fitch Ave. Parking
location (directional) signs must be posted by 7:OOA.M. on the day of the event. The
applicant will be responsible for the posting and removal of the signs.
4. The applicant will donate $200 to the Sheriffs explorer post (six explorers and one deputy)
who then will be responsible for event related traffic and parking control from 2:30P.M. to
10:30P.M.
5. In addition the applicant will pay for one reserve deputy sheriff at the rate of $15 per hour.
They will arrange through the city or direct pay through the police department for two full
time sworn deputy sheriffs. These personnel will be responsible for crowd related problems.
They v.ill be Scheduled 3PM to I IPM. Scheduling of Deputies will be arranged two weeks
prior to the event.
6. Applicant will pay for any extraordinary costs for law enforcement or other services resulting
from the event.
7. The applicant shall notify all businesses, on Flinn, Minor, and Fitch, of the event and
parking concerns. Notification must be at least one week prior to the event.
8. The applicant is responsible for preparing the identified parking lot as acceptable for
parking of vehicles and pedestrian traffic Two generator supported lighting stands are
recommended for after dark parking and foot traffic.
9. Traffic leaving the event west bound on Flinn will be required to turn right (north bound)
onto Spring Rd. The traffic control supervisor (explorer supervisor) at his discretion may
eliminate this requirement based on cross traffic
10. Three "right turn only" signs (min size 24 "x 30 ") with barricades and cones must be
provided by the applicant.
11. It is required that the main entrance be located on the Minor Street side, near the parking lot.
Emergency vehicles must have ability to enter from Spring St and Flinn or Minor.
00163
12. Signs indicating no parking tow away, May 8, 1995 8:00 A.M. to 10: 00 P.M., shall be
posted for the north side of Flinn between Minor and Spring. Posting must be at least 48
hours prior to the event.
13. A violation of any of the listed conditions will constitute the termination of the event. This
determination will be made by any police supervisor or police officer assigned to the event.
00164
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CITY OF MOORPARK
jAoxessorlt Map Sk. 512 , Py.:7
County of Ventura, Calif
ATTACH WA] tvit
CHAMBER OF COMMERCE CIRC US EVENT
PERMIT FEES- ES HNIATED COST
PUBLIC SAFETY-.
Explorers (six "volunteers ") $ 200.00
One Reserve Deputy 8 hours @ $15 each $ 120.00
Two Sworn Deputies 16 hours L $78 each $ 1.248.00
(applying the deputy rate)
CITY PERMITS
Temporary Use Permit 40.00
Encroachment Permit $ 40.00
Temporary Electrical Permit s 75.00
COUNTY PERMITS
APCD Permit for Generator
1 900.00
TOTAL PERMIT COSTS $2.b23.00
Discounted Police Rate ( contract cost of $34.0) ('s 702.88)
TOTAL WITHDISCOI_,iNIi �I.920.12
00166