HomeMy WebLinkAboutAGENDA REPORT 1995 0802 CC REG ITEM 11HITEM 11b H&
CITY OF MOORPARK MOORPARK, CAUFC
CITY COUNCIL AGENDA REPORT CityCou iiMeoi?n,_i
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TO: The Honorable City Council ACTION:
FROM: Donald P. Reynolds Jr., Administrative prvices Manager
DATE: July 26, 1995
SUBJECT: Consider the Roam'n Relics Car Show, to be Held Sunday,
October 29, 1995, and Request for a City Sponsorship by
Reducing Fees
Staff has been working with the Roam'n Relics Car Club ( "Club ") to
plan for the second annual car show on High Street, October 29,
1995. The following report advises the Council of the status of
the event, and presents a request from the Club to have fees
reduced.
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On Sunday, October 30, 1994, the Roam'n Relics held their first car
show on High Street. At the November 16, 1994 Council meeting,
staff presented a critique of the event to Council.
Staff reported that 387 cars were present for the show, and the
event attracted between three thousand to four thousand people.
Staff also reported the results of survey conducted of the downtown
merchants, summarizing the responses as being very favorable. Of
these responses received, three concerns were expressed; 1) that
the event did increase business, but kept regular customers away;
2) customers had limited access to their shop, and; 3) that the
event be extended from Walnut Street west to Moorpark Avenue.
Prior to the event, the Council agreed to waiving 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 was imposed for the use of
Redevelopment Agency Property. A deposit was received for use of
City signs, but no fees imposed.
The cost of the event was approximately $3,026.33. Of this amount,
the City contributed 26 hours at a cost for sponsorship of $2,080,
and was reimbursed for contract police service rates in the amount
of $998.33. It was recognized that if the event was held in the
future, this cost to the City would be significantly less because
of the "start -up" investment contributed last year.
1
L. t �l
The Car Show was a positive event. All of the feedback received
from car show participants was positive indicating a larger crowd
would be present in the future. The Club was able to pay for its
costs and raise an additional $6,500 to be donated to Simi Valley
and Moorpark charities including the Moorpark Boys and Girls Club
which received $1,600. This was 20 percent more than their 1993
show held in Simi Valley. The City's contribution of $2,080
significantly contributed to the amount of money donated to the
charities.
In staff's 1994 critique of the event, anticipated changes were
mentioned. These include better use of the Redevelopment Agency's
property on the south side of High Street for kids games and vendor
booths, and extending the event west to Moorpark Avenue from Walnut
Street. Also mentioned was improvements to the system for
participant registrations and inviting local non - profits to sell
food or other items for the public.
Discussion
Attachment "A" is the Club's request to the Council for the same
sponsorship and reduction of police costs similar to last year.
The Club has been active discussing the event with local merchants.
Staff has met twice with the event planners and has considered some
slight changes consistent with those mentioned in last November's
critique.
The Magnificent Moorpark Melodrama ( "Melodrama ") is concerned about
extending the event west from Walnut Street to Moorpark Avenue, but
the Club is negotiating with them currently. The Club proposes to
secure the Redevelopment Agency's property on the south side of
High Street at the west corner of Moorpark Avenue, for Melodrama
parking. This will allow persons to visit the matinee planned for
that day, without causing too great of an inconvenience. Staff's
last conversation with the Melodrama seemed to indicate their
satisfaction with this arrangement. No other merchants on this
portion of High Street have expressed a concern about the proposed
expansion.
In case of rain prior to event which could potentially eliminate
this option to the Club to park Melodrama's customers in the vacant
lot, the portion of High Street between Walnut Street and Moorpark
Avenue would be opened to allow for Melodrama parking. Because of
rain, the event participation would be significantly lower than
anticipated, and would allow for this accommodation. 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.
2
00MIS
To better coordinate participant registration, staff has insisted
that the actual officers assigned to the detail by the Moorpark
Police Department, have a pre -event conference with the event
registration volunteers. This will help to better facilitate
communications during the event, and all parties actually working
will have a unified clear understanding of the anticipated
registration process. This will improve the potential problem of
traffic delays on Charles Street at the corner of Charles Street
and Magnolia Street, and will help residents on Magnolia Street to
leave their homes.
The Club has considered providing a fund raising opportunity for
Moorpark non - profit groups. Staff has informed them their
selection of these (or "this) group(s) is solely their
responsibility. The concession that is sold by such a group is
also being left to their discretion.
Because the Club anticipates more participants in 1995 than in
1994, staff agrees with the concept of expanding it to Moorpark
Avenue. The Club is aware of the need to obtain a Cal -Trans
encroachment permit to accommodate the impact on Highway
23 /Moorpark Avenue. Staff is also considering adding one officer
to the crowd control detail. These details have not yet been fully
evaluated as to whether this officer is needed, if so for how many
hours, and whether or not a reserve officer would be sufficient.
The cost of the event will be reduced as far as planning time for
City staff, (because very similar police conditions will be used),
but the cost during the event may be higher depending on the number
of officers needed as referenced above. Assuming that one
additional officer is required for the four hour period between
10:00 A.M. and 2:00 P.M., staff has estimated costs provided in
Attachment "B." Also in attachment "B" is the impact of the Club's
request to waive costs of all permits, and the time of the
Administrative Services Manager.
A proposed condition for City sponsorship may be a contribution to
a Moorpark non - profit group, equal to the cost of the City's
contribution. The Club event chairman has agreed to this
arrangement. This would guarantee that the City of Moorpark
benefit is equal to or greater than the cost to the City for
assisting. Last year, the contribution was approximately $500 less
than the cost to the City.
3
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That the City Council
1) Reduce fees by billing the contract rate for police,
waive PnGrGaG nt arm -te pA ar��sn� p t f (.�,a
.e ac and the cost of the Administrative Services
Manager, not charge for the use of the Redevelopment
Agency's property (consistent with the accommodations
made for last year's event);
2) Require that a contribution to a Moorpark non - profit
group be donated in an amount equal to or greater than
the contribution made by the City to the event;
3) Require that encroachment permit fees ($40) and Temporary
Use Permit ($40) fees be paid this year; and
3) Decline the invitation to co- sponsor the event
(consistent with last year's action).
Attachments: A) Club Request for Reduction of Fees
B) Estimated Costs
000W.WV-10
MAY 3 0 1995
City of Moorpark
Roam'ri Relics Car Club 1121 JJ
P.O. Box 1173, Simi Valley, California 93062 A California Non - Profit Corporation
May 27, 1995
Mr. Steven Kueny, City Manager
799 Moorpark Avenue
Moorpark, CA 93021
Dear Mr. Kueny:
Our car club is looking forward this year to our second annual
car show on High Street on Sunday, October 29, 1995. Club
representatives have been working diligently with the merchants
and Administrative Services Manager, Don Reynolds, to make sure
that this year's event runs as smoothly as last year's successful
event.
Our club is a non - profit organization as you know and proceeds
from our car show, after expenses, go to various charitable
organizations. We have elected again not to charge spectators
and must keep our operating expenses to a minimum to make up
this deficit.
In an effort to reduce our operating expenses, we are requesting
the City of Moorpark to consider sponsoring our car show again
as you did last year by reducing costs in the following ways:
a) Allow our club to pay the "contract
two police officers required at our
b) Waive the requirement that our club
City of Moorpark for Don Reynolds'
to our car show.
c) Waive any city permits.
price" for the
event.
reimburse the
time spent relative
We anticipate attracting a larger number of participants and
spectators this year to our established car show generating
a tremendous amount of business for the local merchants who
are very supportive. Closing High Street from Spring Street
to Moorpark Avenue will give all merchants equal opportunity
of these increased profits.
We look forward to your continued support and enthusiasm
and hope to hear from you soon regarding this request. If
you have any questions, please call me at 805 - 495 -5704.
Sin erely,
George Hale
Car Show Chairman
PRE -73
ONLY
Cur
Sunday, October 29, 1995
PRE -73
ONLY
sh ow
ARTS - CRAFTS - MUSIC - MERCHANTS' SIDEWALK SALES
GOOD FOOD & UNIQUE MERCHANDISE AT LOCAL
650/50 DRAWING RESTAURANTS AND SHOPS COSTUME CONTEST
$12 PRE - REGISTRATION until OCTOBER 15, 1995 FREE COFFEE MUG to all PRE - REGISTRATION ONLY
• REGISTRATION OPEN 7 am - at gate $15 per car
CAR SHOW HOURS: 7 a.m. till 3 p.m.
ROAM'N RELICS CAR CLUB is a Non - Profit Organization supporting charities (MDA, Outreach and others).
--------------------------------------- -- - - -- SEE MAP ON BACK
PRE - REGISTRATION FORM
Name Phone ( )
Address (Street)
City State Zip
CAR (Year, Make, Model) Club
Car License No. State
One car per entry form please)
Mail (NO LATER THAN 10/15 /95),With $12 per entry to: ROAM'N RELICS CAR SHOW
P.O. BOX 1173
Simi Valley, CA 93062
24 -HOUR INFORMATION HOT LINE (805)583 - 2965/(805)495 -5704
ATTACHMENT B
ROAM'N RELICS CAR SHOW, OCTOBER 29, 1995
ESTIMATED COSTS
COST ITEM ESTABLISHED Club request
RATES For Lower Rates
PLANNING
Adm.Serv.Mgr.
12
hours
696.00
0
Police Sgt.
4
hours
300.00
183.64
EVENT
Deputy
6
hours
420.00
216.42
Deputy
8.5 hours
595.00
306.60
Deputy
4
hours
280.00
0*
Reserve Officer
4
hours
60.00
60.00
Reserve Officer
4
hours
60.00
60.00
Total Personnel
$2,411.00
$826.66
NET COST OF CLUB REQUEST $1,584.34 (estimate)
* Additional Deputy
is
still being
considered. Last
year, there
were two deputies and
two reserve
officers for a total of four.
Three reserve officers
may replace
the third deputy
for a total
this year of five.
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 and Temporary Use Permits $98
Total Proposed Cost to Club = 826.66 + 98 = 924.66
000