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HomeMy WebLinkAboutAGENDA REPORT 1997 0521 CC REG ITEM 09ErrEM 9_ nor � aw C AGENDA REPORT S City of Moorpark e� 6 TO: The Honorable City Council FROM: Mary Lindley, Director of Community Services DATE: May 13, 1997 (CC Meeting of May 21) CALMRM4 SUBJECT: Consider Proceeding with the 1997 July 3rd Fireworks Event; Approval of Additional Funds; and Approval of Resolution No. 97 -ice, Amending the FY 1996/97 Budget The City Council is being asked to direct the Fireworks Committee and staff to proceed with the 1997 July 3rd Fireworks Event and to allocate additional funds from the City's General Fund Reserves to cover associated costs. The Fireworks Committee succeeded in raising approximately $3,300 in received contributions and has verbal pledges for an additional $1,000 ($4,300 total). The contributions, along with the City's initial $5,000, brings total revenues to $9,300, which is $4,700 short of anticipated costs or $5,700 short if the donations pledged are not received. Staff is recommending that the City Council consider funding the short fall in an amount not to exceed $5,700. This would bring the City's total financial contribution to $10,700. To complete the action, the Council is also being asked to approve the attached Resolution, amending the FY 1996/97 Budget and allocating $5,000 to cover planning related expenditures incurred during the current fiscal year. On March 19, 1997, the City Council directed staff to convene a meeting of the Fireworks Committee and to proceed with fundraising and event planning efforts. Additionally, the Council allocated $5,000 toward the event from the General Fund. Based on an estimated budget of $14,000, the City's contribution and a donation of $1,000 from the Ventura County Star, the Committee had $8,000 to raise by May 19. In the event sufficient donations were not raised, staff was directed to return to the City Council on May 21 for further direction. The Committee consists of Councilmember Wozniak, representatives from the Chamber of Commerce (Linda Plaks and Carolyn Schrimpf), a representative from the Ventura County Star 199, Fireworks Event Page 2 Newspaper (Debi Ryono), and a MUSD representative (Maibelle Ramirez). The Committee's last meeting was May 13. As in years past, the Fireworks Event is planned for July 3. This year the Committee proposes that the event be held at Arroyo Vista Community Park (AVCP), rather than the stadium at Moorpark High School. This action will eliminate the need for the large number of volunteers required to prevent the spectators from walking on the stadium field. In addition, the Committee discussed the feasibility of offering a laser show in place of fireworks, but with the short time frame and additional permits that would be required, agreed to continue with the fireworks show for 1997. Additionally, the Committee has secured a commitment from an "oldies" rock and roll band to perform for two hours and a fireworks company that will provide a 12 to 15 minute show for $5,000. Residents will be informed and encouraged to view the Fireworks from several outlying parks: Glenwood, Tierra Rejada, and Mountain Meadows. Portable toilets will be secured for Glenwood Park and to supplement AVCP restrooms. Security will be coordinated with Moorpark Police and a request has been made for RACES volunteers to assist with communications. The Committee is in the process of lining up interested food vendors and church and community groups to operate game booths. The budget for the 1997 Fireworks Event is as follows: Fireworks Insurance Band Stage/Lights /Sound Police Services Part-time Staff Portable Toilets $5,000 $ 350 $ 1,500 $ 1,500 $ 2,500 $ 1,800 $ 600 Total $14,000 As stated above, the Committee has received $3,300 in actual donations and pledges for an additional $1,000 as of the printing of this report. Any additional funds that may be received by the May 21 City Council meeting will be reported during the oral staff report. Because of the efforts invested by the Committee and the number of donations received, staff is proposing that the City Council authorize the Committee and staff to proceed with the event and that it allocate additional in an amount not to exceed $5,700 to cover any shortfall between final donations received and the expected total cost of $14,000. If approved, the City's total contribution would Fireworks Event Page 3 be $10,700. Staff believes that it is in the City's best interest to proceed with the 1997 event. It may be even more difficult to count on the business community to provide the City with donations for future events if the City cancels the Fireworks Event now and returns the funds already received. Additionally, staff proposes to present a post event report to the City Council no later than September 3. The report will contain a recommendation from the Committee regarding the future administration of, and funding for, the Fireworks Event. To cover any planning costs which will be incurred during the current fiscal year, staff recommends that the Council approve Resolution No. 97-M which transfers $5,000 from the General Fund Reserves to the Fireworks Event program (100.700.7205.000.xxxx) in the Community Services Budget. The remaining funds, in addition to costs associated with the 1998 Fireworks Event, will be included in the City's FY 1997/98 Budget. Recommendation (Roll Call Vote) Staff recommends that the City Council: Direct the Fireworks Committee and staff to proceed with the 1997 July 3rd Fireworks Event; 2. Commit additional funds in an amount not to exceed $5,700 towards the 1997 event; and 3. Approve Resolution No. 97- j3A amending the City's FY 1996/97 Budget by transferring $5,000 from the City's General Fund Reserves to the Community Services budget.