HomeMy WebLinkAboutAGENDA REPORT 1997 0820 CC REG ITEM 10GITEM_jP,,&
CITY OF MOORPARK
CITY COUNCIL AGENDA REPORT CrN OF MOORPAR& CALIFORNIA
City Co ncil Meeting
TO: The Honorable City Council of 199 %
ACTION:
FROM: Donald P. Reynolds Jr., Administrative Services
BY
DATE: August 4, 1997
SUBJECT: Consider the Roam'n Relics Car Show, to be Held Sunday, October 26,
1997, and Request for A Reduction of Fees
The following report advises the Council of the status of the fourth annual Roam'n Relics Car
Club ( "Club "), Car Show, and presents a request from the Club to have fees reduced.
Background
On the last Sunday of October for the last three years, the Roam'n Relics held their annual car
show on High Street. Last year's event topped the three previous efforts by attendance
estimated at 4,000 people, and car show entries estimated at 500.
For three 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 97 -1246. 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 approximately $1,454, (about $600 less the cost of the last two years).
Of this amount, the City contributed 6 hours at a cost of $504, (at rates per City Resolution)
and was reimbursed for contract police service rates in the amount of $954.51, (at direct cost
rates). Costs have decreased since the event planning continues essentially unchanged and
staff time for coordination is minimal. Last year the costs were about one third of the costs for
the first year ($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
1997. For the third year, the Club was able to contribute to Moorpark non - profit groups, after
paying for its costs.
Discussion
Attachment "A" is the Club's request to the Council for the reduction of police costs consistent
with the three previous events. This year, the Club is not requesting the City to co- sponsor the
event, since the City has declined this invitation on three previous occasions. The Club will
soon be talking with the local merchants as this year's plans are finalized. Staff will meet only
1
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once with the Club in August and will the finalize the layout and itinerary
Like last year, the Magnificent Moorpark Melodrama will receive reserved parking in the vacant
lot at the southwest comer 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.
The costs paid last year did not include planning the event, and the police support was billed
at the City's direct cost. Provided in Attachment "B" are the anticipated costs including staff
time for planning the event. Event planning is estimated to be three hours less than last year.
The applied rates per hour are the City's current direct rate as charged by the County Sheriff,
and for the Administrative Services Manager's salary and benefits. These costs add $270.66
for a total estimate of $1,196.82. The net difference between the 1996 actual costs ($921.50)
and this year's anticipated costs just about equal the additional costs for planning. If the City
added 15 percent for overhead expenses, the total cost including planning the event would
increase by $179.52. If the City charged the Club per the rates established by Resolution,
(applicable to film permit applicants), the cost including planning the event would be $1,012
more than shown. The planning hours are estimates, and if either the Administrative Services
Manager or Police Sergeant spend more or less than anticipated, it will be billed accordingly.
Recommendation
That the City Council
1) Reduce fees by billing the contract rate for police, charge for staff time for
planning the event, and not charge for the use of the Redevelopment Agency's
property; and
2) Require payment of encroachment permit fees ($40) and Temporary Use Permit
($89) fees.
Attachments: A) Club Request for Reduction of Fees
B) Estimated Costs
2
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Roain'n Relics Car Club
P.O. Box 1173, Simi Valley, California 93062 A California Non - Profit Corporation
July 28, 1997 ,
City of Moorpark 4
799 MoorparkAve. �.
FIwi
Moorpark, CA 93021 City of P",
Economic +oorpark
Attention: Mr. Don Reynolds, Adm. Serv. Mgr�jOf'menr Dept
The Roam'n Relic's Car Club wishes to hold their 18th annual car show on
Sunday, October 26th, on High Street, in downtown Moorpark.
We will be blocking off High Street with the necessary signs, 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.
As in the last 3 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,
x� &_�
Roger Bart
Car Show Chairman
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ATTACHMENT B
ROAM'N RELICS CAR SHOW, OCTOBER 26, 1997
ESTIMATED COSTS
COST ITEM
UNITS/
HOURS
DIRECT COST
HOURLY RATES
TOTAL
COST
PLANNING
Adm.Serv.Mgr.
6 hours
36.65
219.90
Police Sgt.
1 hour
50.76
50.76
EVENT
Deputy 8 hours 37.62 300.96
10 hours 37.62 367.20
Reserve Officer 4 hours 15.00 60.00
Reserve Officer 4 hours 15.00 60.00
Sub -Total Personnel $1,067.82
Encroachment Permit and TUP $ 129.00
Total $1,196.82
Notes
To recoup the overhead cost- add 15% to $1,196.82, or $179.52, for a total of $1,376.34
To charge per the rates established by Resolution- (e.g., applicable to film permits), the cost
for planning would be $610 or $339.34 more than shown, and the total cost would be $2,209,
or $1,012.18 more than shown.
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