HomeMy WebLinkAboutAGENDA REPORT 1997 0416 CC REG ITEM 09A!87•!
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CITY OF MOORPARK
CITY COUNCIL REPORT CITY OF MOORPAm CALIFORNIA
City Council Mating
of '`� � d- `199„
TO: The Honorable City Council
ACTION:
FROM: Donald P. Reynolds Jr., Administrative Services Manager
DATE: April 4, 1997
SUBJECT: Consider Request from the Chamber of Commerce to Waive and /or teduce Permit
Fees and Co- Sponsor a Circus Event, May 27 and 28, 1997
On March 10, 1997, 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 27 and 28, 1997. As
co- sponsors, the Chamber asks that the City reduce the cost to the Chamber for related permit
processing and police staff.
Background
In the past, the City Council has considered several requests to lower fees for non - profit
organizations when they hold a special event. At the annual Country Days event, the annual
Roam'n Relics Car Show, and for some student film projects, 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 Resolution.
The City and the Chamber worked together in May of 1995 to bring the same circus to
Moorpark, for one day, at the vacant lot on the corner of Spring and Flinn Roads. It was a very
busy afternoon, but overall the event was success. Both shows were sold out, at 2,500 tickets
each. The City did not sponsor the event. The City did reduce costs from an estimated
$1,920.12, to $1,020.12, by applying the County contract rates for police services, and using a
team of Explorers at half the cost of the equivalent staff of deputies.
Discussion
Staff does not recommend co- sponsoring the event. This is a Chamber of Commerce fund raising
event and the City can help by reducing certain 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.
The draft temporary use conditions intended to address these concerns are provided in
Attachment "B ". Cost scenarios are provided in the last page, identified as Attachment "C."
oo.)003
L i i
The logistics for the event are significantly more complicated than the 1995 circus due to the
location, and the fact that it is planned as a two day event. Traffic control at the intersection of
Moorpark Avenue and Los Angeles Avenue will be required, causing the need for additional
deputies. The traffic control also includes signal control, and the need for a Cal -Trans permit.
Consideration will have to be made for parking and access to the adjacent Le Club apartments and
commercial uses on both the south and north side of Los Angeles Avenue, and Park Lane.
The estimated cost for police are provided in Attachment "C." Applying those rates established
by Council in Resolution 97 -1273, the cost could be as high as $11,002. This includes pre -event
planning, police and Explorers, and special permits. Of this cost, police with Explorers will cost
$7,988. If the Council chooses, consistent with the annual Country Days event, (City Co-
sponsored), the annual Roam'n Relics Car Show, and for some student film projects (both are not
co- sponsored), the Resolution rates can be waived, billing only for the cost applied by the County
Sheriff, ( "Base" or Contract Rates). The cost for police would then be reduced from $7,988 to
$4,223.84. If two reserve officers can be scheduled, the police costs will be reduced $1,893.76
for rates established by Resolution, ($7,988 - $1,893.76 = $6,094.24), and $697.60 for the
contract or base rates, ($4,223.84 - $697.60 = $3,526.24). In summary, police costs could be as
high as $7,988, or as low as $3,526. Attachment "C" provides sub - totals for each cost category,
as well as a base rate plus 15 %, in the event that the Council wishes to consider other cost
scenarios.
Parking and the event site are the Chamber's responsibility. The site does require a Cal -Trans
permit, at a cost of $280. Staff is assisting with this application which needs to be filed by April
11. Approvals have been obtained, and should provide ample parking for the estimated 2,500
attendees behind the event space (700 to 850 cars). Parking off -site is discouraged by the attached
permit conditions, with no parking on Moorpark Avenue, Los Angeles Avenue, or Park Lane.
But parking may impact and not be avoidable at the Town Center, at the shopping center at the
south west corner of Park Lane, and the Simi Valley Bank. Obtaining, placing and maintaining
the no- parking signs are the responsibility of the Chamber. Because a site lay -out has not been
prepared, the number of barricades needed has not yet been determined. Staff time for delivery
and pick -up of 50 barricades would cost approximately $102.20. These items can be rented
however, at a cost of 70 cents each, plus $10 for delivery and $10 for pick -up- total estimate of
$55.
Other City and County permits are also required. The City's temporary use permit will cost $86,
and the encroachment permit will cost $25. The need for a sign permit for temporary banners has
not been requested. A fire permit is required for the tent. A Building and Safety permit is
required for the use of temporary power. 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, and will cost an estimated $900. The temporary power permit from City
2
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.
Recommendation
That the City Council decline the request to co- sponsor the Circus Event, require the rental of
barricades and cones, and bill for police at the current contract rates plus 15 percent, and the cost
of the Administrative Services Manager, plus 15 percent to assist in planning the event.
Attachments: A) Chamber's Request for Co- Sponsorship
B) Draft Temporary Use Permit Conditions
C) Fee Cost Estimate
1 111
CHAMBER OF COMMERCE
March 10, 1997
Patrick Hunter, Mayor
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
Dear Mayor Hunter:
u �l
The following letter is a formal request of the City of Moorpark to consider co- sponsoring
the Chamber of Commerce "The Circus Is 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. This was done in 1995 and was a
great success.
The Moorpark Chamber of Commerce is proud to announce, "The Circus Is Coming To
Moorpark ". The Chamber is sponsoring the Two day appearance by the highly acclaimed
Carson & Barnes Five -Ring Circus. There will be four shows, one at 4:30 p.m. and one at
7:30 p.m., each day. The Carson & Bames 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.
Tickets for the event will be sold through school groups i.e. PTA's (as fund- raisers 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 - school Program.
This event will be a great community activity and will also serve as a fund- raiser 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
$1,300, plus a donation for cadets if used. The Chamber members will come through as
poster and ticket sponsors. Therefore, we would like to invite the City of Moorpark to
also be a sponsor for this exciting event.
RECEIVED
MAR 121997
CITY OF M00iRpA13K
225 W. LOS ANGELES AVENUE ♦ MOORPARK, CALIFORNIA 93021 ♦ (805) 529 -0322 ♦ FAX(806)629-5 E -MAIL mpkcoc @adnetsol.com looue b 0
J
March 10, 1997
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, Sgt.
Hindman is working on an estimate of the need for sheriiT s deputies, reserve officers and
cadets for traffic control.
As a sponsor, the City would be mentioned in advertising wherever possible, and the
nights of the event, the ring- master would announce the City as a co- sponsor along with
the Chamber. Perhaps the Council members would like to ride an elephant?
With the City's support and the strong helping hands of many people and groups
throughout our community, the circus will again 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,
MOORPARK CHAMBER OF COMMERCE
PJ'A'.0
Lin a Plaks
President
cc: Councilmember Debbie Rodgers Teasley
Councilmember Bernardo Perez
Councilmember Chris Evans
Councilmember John Wozniak
City Manager Steve Kueny
Enclosures
11111
f 5 1
"Circus is Coming to Moorpark"
Temporary Use Permit
Event Description: Attachment "A"
Police Conditions: Attachment "B"
Date and Times: Two shows on May 27 and May 28, 1997: 4:30 and
7:30 P.M.
Location: South Side of Los Angeles Avenue, between Park
Lane and Moorpark Avenue, across from the Town
Center
A Operational Responsibilities
1. Accept responsibility for any direct costs to the City of
Moorpark associated with holding the event, except those
specifically waived by the City Council;
2. Obtain and pay for a Zone Clearance ($86) Permit -and
Encroachment Permit ($25) from the City Community
Development Department.
1. The Chamber is responsible for the coordination of all
event activities, beyond that of police services. This
includes notification to adjacent residential and
commercial neighborhoods.
2. Use of City barricades or cones is not permitted.
3. The Chamber is responsible for providing all signs
related to traffic control of the event. Any "no- parking
tow away" signs required will be posted 48 hours in
advance, or no later than 5:00 P.M., May 25.
4. Parking- there shall be sufficient accommodations at the
site, as best as can be estimated, to contain all parking
needs. All possible efforts will be made to prohibit
attendee parking on Moorpark Avenue, Park Lane, or Los
Angeles Avenue. Pedestrians parking off -site, are
required to obey all laws and cross streets only cross
walks, with traffic control signals, at designated
intersections.
000008 e
_Q_ Health and Safety
1. The Circus owners will provide restroom facilities, ADA
accessible, to the public as needed;
2. The Chamber shall implement a clean -up plan during and
after the event, and to assure that adjoining properties
are not impacted with rubbish from the event;
3. Obtain fire inspection permits required by the Ventura
County Fire Prevention District and Building and Safety
Permits (related to the temporary electrical hook -ups);
4. Abide by the specific Police conditions described in
Attachment "B," and pay for these costs.
D_ Other
1. Obtain appropriate insurance for the event naming the
City as an additional insured, as presented in Attachment
"C ", and provide to the City Clerk no less than 5 days
prior to the event.
2. Sign the indemnification statement, (Attachment "D ").
This permit provides exclusive rights to the Moorpark Chamber of
Commerce to control activities as provided herein, on May 27 and
28, 1997, stipulated in these conditions. Any variations to these
conditions, including the use of City property not otherwise
included in this permit, have to applied for separately and are
subject to the approval of the City and the Moorpark Chamber of
Commerce.
�,Xp
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Fedex: 700 N. 8th, Hugo, OK 74743. Maio PO Box J, Hugo OK 74743, Phone 405 - 326 -3173, Fax: 405 - 326 -7466
The Biggest Big Top on Earth - Carson & Barnes 5 -Ring Wild Animal Circus.
America's only large tent circus, sponsored by local civic and community service
organizations, leaving a portion of the income in your community for local uses.
Performances last year raised more than $800,000 for these local sponsors.
THE WORLD'S LARGEST TENT CIRCUS... This claim is based on:
more rings ... only 5 -ring show on the road.
more elephants ...approximately 20, both Asian and African.
more animals ...approximately 100 exotic and domestic animals, including giraffe,
rhinoceros, hippopotamus, camels, tiger, tigers, lions, llamas, equine and
many others.
more human performers ...approximately 100, including artists from the United States, Mexico,
China, Peru, Argentina, Italy and around the world.
more acts ...aerial, acrobatic, juggling, clowns and animals. Everything that you
would expect from the biggest circus in America.
more motor vehicles ...forty -four show owned transports, eighty -eight vehicles in all to transport
the animals, equipment and artists.
longest tent ...from stake -line to stake -line the big top is 396 feet by 146 feet -- a big,
beautiful polyvinyl Circus Tent. The tent is larger than a football field and
this full and complete, traditional American big top show requires an area
as large as 3 football fields for complete set -up.
AMERICA'S LAST BIG TRADITIONAL CIRCUS... What is a traditional American Circus?
multiple rings ...Carson & Barnes Circus has five rings of non -stop action.
under a big top ...Carson & Barnes boasts the biggest big top on earth.
with a free zoo ...Carson & Barnes Circus is proud of it's large and varied educational
exhibit of animals. This zoo or menagerie is open for free on circus
morning to anyone who wants to watch the animals arrive and be
unloaded, watered fed and cared for.
moving nearly every day ...Carson & Barnes Circus is in great demand. We travel to a new
community nearly every day, raising the massive big top each morning,
putting on 2 performances and then tearing down the circus every night.
In some of the larger communities the circus is invited to stay for 2 days
to accommodate the larger population and big crowds, but generally the
show performs in a different town each and every day.
traditional music ...Carson & Barnes has maintained traditional circus music incorporated
into a state of the art sound and lighting system.
Prices: Before Circus Day - Adults $8.00 (ages 12 & above), Children $4.00 (ages 2 -11).
At the Box Office at the Circus on Circus Day - Adults $9.00, Children $5.00
For an additional charge, tickets can be upgraded to reserved and preferred seating on circus
day at the circus.
Under the biggest BIG TOP on earth! 000010 13
PHYSICAL ARRANGEMENTS
The most important thing to do NOW is to sectire a proper showgrounds. What is
proper? This is the largest. tent circt.,s In the world. Period. To accommodate the show
an area of at least 600 feet by 600 feel is needed. 'Chls does not Include the space
necessary for parking fcr the public. Try to find a location which has ample parking for
the public nearby.
The quality of the performance is affected by the lot. If the lot, is rough, unlevel, dusty
or covered with debris, we cannot give you our best show. The lot should be as solid as
possible. The Circus looks its best on a level grass field and the people In your town
deserve the best show possible.
There are lots that are too nice for the show — people will walk on the grass, the
animals will graze, file vehicles may leave indentations on a lot that is too soft. use
common sense in picking out the lot. Also, it is best to make arrangements for a sec-
ondary lot on gravel or asphalt in case of drenching rain.
It Is best to look fora lot. as close to town as possible. If the show is miles away from
town it will be Inconvenient for people to go to I he show -- and we will all lose ticket
sales. It is also good to go with proven lots -- fair and festival grounds, recreation areas,
gravel parking lots for stadium grounds. They usually are solid and there is ample
parking for the public.
If you have a lot that is not 600' by 600' and you are not sure if it is suitable, make a
rough diagram (showing obstacles, such as power lines and poles, buildings, trees and
bushes, etc.) with measurements and send It to the Circus Office, attention James
Judkins. Indicate where you think the public will be coming from. We will review the
diagram to see if there is any way we can squeeze the show onto the lot.
The Circus needs about 3500 gallons of water. The animals and people on the show
drink the water — it must, be clean and suitable for both people and animals. We have
two water trucks that make several trips each day to pick up water, The trucks are
fitted with a special device to assure that there is no baekllow of water from the triidk to
the source. It Is necessary to have a strong flow so that the trucks can be filled quickly
(a garden hose is not suitable). What is best is a fire hydrant, close to the showgrounds
with about 20 feet of fire hose attached. Please make sure that the hydrant has been
flushed out at least 24 hours prior to the circus arrival.
We will pick up trash and manure and clean the lot if we have containers for the refuse.
We usually produce about 20 cubic yards of trash and manure. Dumpsters are often
very expensive. What works best is if you can arrange for someone to bring out two
or three large dump trucks. This is also the least expensive alternative for your
organization. Paper trash can be placed in small durnpsters or trucks but we use a
payloader to scoop up the manure. The bucket is 8 feet wide so we need containers or
trucks with an unobstructed opening on top of at least 8 feet wide. We need the con-
tainers to be on the lot and situated by noon oil Circus Day and they must remain on
the lot until at least 8 azn the next morning as we make a final daylight inspection.
Both the Circus and the public have to get onto and off of the lot. Make sure there is
an entrance that is big enough for the circus semi- Lrucks to pull onto the lot. Make
sure that you have a crew lined up to help direct and park the public on circus day.
This is very important -- we have an excellent safety record at Carson & Barnes and we
want. to make sure that everyone who visits the show has a sate and happy day.
CPG -4
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CARSON & BARNES CIRCUS
DRAFT
Police Conditions
1. The circus will be scheduled for Tuesday and Wednesday, May 27 &28, 1997. It will be
located in the dirt field located south of Los Angeles Ave east of Park Ln. and west of
Moorpark Ave. Refer to attached diagram. It will be set up from 8:00 A.M. to 3: 00 P.M.
It will then open to the public at 3:00 P.M.each day, with shows starting at 4:30 and 7:30
P.M. The event will remain open no later than 10:30 P.M.
2. Circus and employee vehicles will be parked on the west side of the event (east of Park, south
of L.A. Ave). Vehicles must be parked in such a manner as to allow for emergency vehicles
(which may include large trucks) to enter and exit the event or parking areas from Park Ln.
Customer parking will be located in the field south of the Circus site. Entrance to the
customer parking will be off Moorpark Ave, south of Los Angeles 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 $500 to the Sheriff s explorer post (six explorers and two deputies)
who then will be responsible for parking control from 3:OOP.M. to 11:OOP.M. each day.
5. In addition the applicant will pay for two reserve deputy sheriffs at the rate of $15.82 per
hour. They will arrange through the city for two full time sworn deputy sheriffs for crowd
control and two additional deputies specifically for traffic control. See attached police cost
estimate sheet. They will be scheduled from 3PM to I IPM.each day. 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 Park Ln., L.A. Ave (between Park and
Moorpark) and the residence off Moorpark Ave., of the event, crowd 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. It is required that the main entrance be located on the southeast or south side of the circus
(facing the customer parking or Moorpark Ave.). Emergency vehicles must have ability
to enter from Los Angeles Ave, Park Ln, or Moorpark Ave.
10. Signs indicating no parking tow away, May 27 and 28, 1997 8:00 A.M. to 11: 00 P.M., shall
be posted for the south side of Los Angeles Ave, between Park and Moorpark. Posting must
be at least 48 hours prior to the event. 0OW13
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11. Additional police conditions and sign posting requirements will be added when a proposed
site diagram is received from the applicant.
1111:
CARSON AND BARNES CIRCUS
May 27 & 28, 1997
POLICE COST ESTIMATES
The following police personnel listed is the minimum number which will be required to handle
crowd and traffic activities at the cite chosen. This is based on no entry to the circus from LA Ave.
and crowd sizes and activities similar to the event two years ago. Any modifications or changes in
the size of the event or duration could increase costs. This estimate also assumes that the Chamber
agrees to utilize the Sheriff Department's Explorers which is estimated to cost $500.00 for both days.
This is payed directly to the Explorer Post and therefore not included in the police cost estimates.
Deputy availability may affect the estimate.
2 Senior Deputies at $41.13ea X 8hrs X 2days= $1,316.16
4 Deputies at $37.62ea X 8hrs X 2days= $2,407.62
Total Est= $3,723.84
These deputies would be used as follows: 1 Sr.Deputy and 1 Deputy for traffic control primarily on
L.A.Ave. Between Park and Moorpark. 1 Sr. Deputy and 1 Deputy for exterior security and 2
Deputies for interior security.
Two of the security deputy positions could be filled by reserve deputies if the reserves are available
on the scheduled date, and the Chamber agrees to pay each reserve $15.82 per hour for 8 hours each
day. The total cost would work out as follows 2 Res Deps @ $15.82hr X 2 days = $506.24. The
Deputy cost would then be reduced by' /2 or $1203.81 (cost would then total $3,026.27 + Explorers.).
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ATTACHMENT "C"
INSURANCE REQUIREMENTS
The Moorpark Chamber of Commerce agrees to obtain and keep in full
force and effect the following insurance coverage for the period of
the subject event. Further agreeing to provide the City of
Moorpark and its officers, employees, servants and agents with a
certificate of insurance verifying that the City of Moorpark has
been added to the policy as an additional named insured for the
coverage outlined below without deductible. The Certificate of
Insurance shall provide for a ten day notice from the insurance
carrier to the City of Moorpark in the event the insurance is to be
canceled.
Description of Coverage
General Liability each occurrence
and general aggregate
Products and Completed
Operations
Personal Injury Aggregate
Level of Coveraae
$1,000,000
$1,000,000
$1,000,000
Moorpark Chamber of Commerce
0001017 3
CIRCUS EVENT COSTS
VARIABLE COST SCENARIOS
BASE
BASE + 15%
RESOLUTION NO.97 -1273
NO. OF
BASE
UNIT
ITEMS
BASE PLUS
UNIT
ITEM.
ESTABLISHECUNIT
ITEM
ITEM UNIT
UNITS
RATE
TOTAL
TOTAL
15%
TOTAL
TO7TAL
RATES
TOTAL
TOTAL
PRE -EVENT PLANNING
Admin. Services Mgr.
22
36.65
806.30
45.60
1003.15
89.00
1958.00
Police Sergeant
10
50.76
507.60
1313.90
58.37
583.74
1586.89
87.00
870.00
2628-00
PUBLIC SAFETY
Senior Deputy (2 officers)
32
41.13
1316.16
47.30
1513.58
84.00
2688.00
Deputy (4 officers)
64
37.62
2407.68
43.26
2768.83
75.00
4800.00
Explorers
2
250.00
500.00
4223.84
250.00
500.00
4782.42
250.00
500.00
CITY PERMITS
Temporary Use Permit
1
86.00
86.00
86.00
86.00
86.00
86.00
Encroachment Permit
1
25.00
25.00
25.00
25.00
25.00
25.00
Tempora _Electrical Permit
11
75.00
75.00
18£.QO
75.00
75.00
_ 1$6.00
75.00
75.00
186,00
_
TOTAL COSTS --
570.74
558. _
11,002.00
.:;
Successfully Recruit two Reserve Officers
Reduce 2 Deputies
32
-37.62
- 1203.84
43.26
- 1384.42
-75.00
- 2400.00
Reserve Officers (2)
32
15.82
506.24
- 697. &0
15.82
506.24
- $78.113
15.82
506.24
1$9336'
_ --
ADJUSTED TOTAL
5026.14
5677.13
910$.24
Untitled
ATTACHMENT "D"
INDEMNIFICATION AGREEMENT
The Moorpark Chamber of Commerce hereby agrees to indemnify, defend
and hold harmless the City of Moorpark and its officers, employees,
servants and agents, from any claim, demand, damage, liability,
loss, cost or expense, for any damage whatsoever, including but not
limited to, death or injury to. any person or injury to any
property, proximately resulting from any act or omission of the
Moorpark Chamber of Commerce or any of its officers, employees,
servants, agents, or participants in the Circus event scheduled for
May 27 and 28, 1997, at vacant parcel on the south side of Los
Angeles Avenue, between Park Lane and Moorpark Avenue, and the
general proximity thereof. The Chamber of Commerce shall also hold
the City harmless from costs and expenses, including the cost of
investigation arising out of or incurred in the defense of any
claim, proceeding, or action brought for injury to persons or
damage to property, resulting from or associated with the use of
said premises under this Temporary Use Permit and shall further
save and hold harmless the City from any and all orders,
judgements, and decrees which may be entered in any and all such
suit or actions.
Moorpark Chamber of Commerce