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Home My WebLink AboutAGENDA REPORT 1996 0807 CC REG ITEM 07HRr_47 __ 19'9.,60 CITY OF MOORPARK 7-r- CITY COUNCIL AGENDA REPORT TO: The Honorable City Council FROM: Donald P. Reynolds Jr., Administrative Services Manager DATE: July 22, 1996 SUBJECT: Consider the Roam'n Relics Car Show, to be Held Sunday, October 27, 1996, and Request for a City Sponsorship by Reducing Fees The following report advises the Council of the status of the third annual Roam'n Relics Car Club ( "Club "), Car Show, and presents a request from the Club to have fees reduced. Background On Sunday, October 30, 1994, and on Sunday, October 29, 1995, the Roam'n Relics held their first two car shows on High Street. Last year's event was an even bigger success than the first, with more cars and approximately three to four thousand visitors. For two years, the Council has agreed to waive the cost of the Administrative Services Manager and to reduce the Public Safety costs by billing for contract rates rather than those established by Council Resolution 94 -1049. No fee has been imposed for the use of Redevelopment Agency Property. A deposit is received for use of City signs, but no fees imposed. Last year, the event cost was approximately $1,596, (about half of the first year's cost) . Of this amount, the City contributed 12 hours at a cost for sponsorship of $696, and was reimbursed for contract police service rates in the amount of $903.72. The assumption that the cost would be decreased the second year was true, as the City contributed $2,080 during the 1994 event with a total cost of $3,026.33. The Car Show continues to be a positive event. All of the feedback received from car show participants was once again quite positive, implying that the Show would continue to grow in 1996. For the second year, the Club was able to contribute to Moorpark non - profit groups, and still pay for its costs. Attachment "A" is the Club's request to the Council for the same sponsorship and reduction of police costs consistent with the two previous events. The Club will soon be talking with the local 1 0U0110 merchants as this year's plans are finalized. Staff will meet with the Club August 3, and in one visit anticipates receiving the final layout and itinerary. This year's event will less complicated for the police officers to control because the "Poker Run" has been removed. The traffic on High Street caused by the moving vehicles during the event made this portion fairly challenging to control, but will not be a concern this year. The biggest advantage to simplifying the event is that now their staff and City staff will be able to focus on the anticipated 20 percent increase in participants (from 400 to 500). Like last year, the Magnificent Moorpark Melodrama will receive reserved parking in the vacant lot at the southwest corner of High Street and Moorpark Avenue. There will be a contingency plan in case of rain using the lot behind the Bar -B -Que Joint, to accommodate the Melodrama's needs. It is assumed that if it rains, the event participation will drop significantly, and this would allow for use of this lot. A hard rain on the day of the event will most likely result in cancellation, and a light rain would only hurt the registration turn -out on the day of the event. Last year, the City considered adding an additional police officer, and an additional Explorer was added instead. This year, even though anticipated turn -out is expected to grow, the deletion of the Poker Run has reduced the need for a third officer. Staffing details will be finalized prior to the issuance of the permit. Costs are intended to decrease again as far as planning for the event, which will reduce the total cost to the Club based upon previous Council actions. Attachment "B" is a cost estimate based on the removal of the additional police officer, and half of the planning time needed last year. necommenaa ion That the City Council 1) Reduce fees by billing the contract rate for police, waive the cost of the Administrative Services Manager, and not charge for the use of the Redevelopment Agency's property (consistent with the accommodations made for the previous two events); 2) Require payment of encroachment permit fees ($40) and Temporary Use Permit ($84) fees; and 3) Decline the invitation to co- sponsor the event (consistent with last two years). Attachments: A) Club Request for Reduction of Fees B) Estimated Costs 2 OWIL1.3; RECEIVED CITY OF MOORPARK 799 MOORPARK AVENUE MOORPARK, CA 93021 ($05) 329 -6364 Roain'n Relics Car Club P.O. Box 1173, Simi Valley, California 93062 A California Non - Profit Corporation July 10, 1996 City of Moorpark 799 Moorpark Ave. Moorpark, CA 993021 Attention: Mr. Don Reynolds, Adm. Serv. Mgr. The Roam'n Relic's Car Club wishes to hold their 17th annual car show on Sunday, October 27th, on High Street, in downtown Moorpark. We will be blocking off High Street with the necessary signage, and also making necessary detours, as in previous years. We anticipate approximately 500 show cars and 5000 spectators. We will notify all local merchants as to what to expect and we welcome their support. The event hours will be from 7.00a.m, to 3 :00p.m. The car club members are hoping for the same great support and generosity that we have received in previous years. All paperwork should be identical to last years, except for the date. There will be no "poker" run to "Mannyland" as in previous years, which should create a safer environment for all spectators. As in the last 2 years, we wish to have a trouble free event for all to enjoy. Car club members will supply security at all designated points, per instructions. We also hope for cost effective law enforcement, as in previous years. Looking forward to a great day in the city of Moorpark. Thank You, Roger Bart Car Show Chairman 0001.1.2 COST ITEM ATTACHMENT B ROAM'N RELICS CAR SHOW, OCTOBER 27, 1996 ESTIMATED COSTS ESTABLISHED Club request RATES For Lower Rates PLANNING Adm.Serv.Mgr. 8 hours 656.00 0 Police Sgt. 2 hours 194.00 98.00 EVENT Deputy 6 hours 420.00 217.50 Deputy 8.5 hours 595.00 306.00 Reserve Officer 4 hours 60.00 60.00 Reserve Officer 4 hours 60.00 60.00 Total Personnel $1,985.00 $741.50 Additional charges typically billed for special events /filming activities include: Redevelopment Property rental at $500 per parcel- four to five parcels = $2,000 to $2,5000 Encroachment ($40) and Temporary Use Permits ($84) = $124.00 Total Proposed Cost to Club = 741.50 + 124.00 = 865.50 01.3.3