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Home My WebLink AboutAGENDA REPORT 1997 0903 CC REG ITEM 09FTO laOIr DATE: CITY OF MOORPARK CITY COUNCIL AGENDA REP The Honorable City Council Donald P. Reynolds Jr., Administrative Services 3og.ao�a.s� ITEM 9. CITY OF MOORPAM CALIFORNIA City Counop Mating I99 :0 a ; ,Z ACTION: 02,a�z-) y Sl �� c . l�/�d BY. August 27, 1997, (continued in part from August 20, 1997) SUBJECT: Consider Request from Holy Cross Church for Police Support During Special Events, and Waiver of Fees umma Attachment "A" is a letter from Holy Cross Church to the City requesting police support for four events beginning December 12, 1997, and ending Easter Sunday, April 12, 1997. Attachment "B" is staff s calculations of costs to plan and staff these events, ranging from the direct cost to the City of $1,390.52, to applying the rates approved by Council resolution of $2,948. Consistent with past Council decisions of this nature, staff is recommending that the Council approve the plan which allows the City to recover its direct costs, with 15% overhead applied, at conservatively estimated cost of $1,669.78. Discussion The four events planned by Holy Cross Church include support from the Moorpark Police Department for traffic control at the intersection of Peach Hill Road and Spring Road during events "2 ", "3" and "4" in Attachment "A ", following busy masses held during Christmas Eve, Ash Wednesday, and East Sunday. The first event, December 12, 1997, requires assistance at the Spring Road Bridge south of Los Angeles Avenue, during a procession of between 150 and 200 persons. After each of the busy masses, significant traffic congestion occurs within the Church parking lot. The request is to provide one officer to direct traffic at the signal allowing the lot to clear more quickly. During the Easter Mass where consecutive masses are held between 7:45 A.M. and 12:00 P.M., both ingress to 000308 the Church and egress from the Church are subject to this congestion. None of these events impair the public's ability to use Spring Road or Peach Hill Road, so staff perceives this service to be of direct benefit to the Church, and not necessarily to the community as a whole. The procession from Charles Street to the Church on Peach Hill Road planned for December 12, 1997, was held last year with the support of the Knights of Columbus and one officer who was on duty for a regular shift, and took thirty minutes to meet the procession at the Spring Road bridge to assist with traffic and pedestrian safety. This arrangement was very informal, and it was fortunate that other pressing police matters did not preclude the officer from being at the bridge to assist. There is a definite need to have a more formal arrangement, with an officer specifically assigned to this post. The Knights of Columbus managed the procession well between Charles Street and Los Angeles Avenue, keeping the pedestrians on the sidewalk, while carrying flashlights and wearing vests to alert traffic. None of these events necessarily impact the flow of traffic or impede the right -of way for the public at large. Unlike the Chamber events, or the car show, there is no direct benefit to the community as a result of these events. Therefore, staff considers this request to be for the sole benefit of the Church. The Church does support the community in many ways however, and does function as important non - profit organization in the community, therefore, staff does not recommend applying a rate common to private for - profit enterprises. In attachment "B" is the familiar scale of pricing which shows the three different rate categories effective either by resolution, or as the base contract rates charged to the City by the Sheriff, and for the salary and health benefits of the Administrative Services Manager. Staffs recommendation focusses on the center column, "Base Rate plus 15 %." This rate adds approximately $210 to the base rate. The staff time needed to plan these events is based on two factors: 1) the need for a separate application for each event, and; 2) a scale of effort beginning at approximately four hours for the first event including this presentation, and declining to two hours, and the last event should be fairly routine resulting in about one hour to thirty minutes of time. A separate application for each event allows modifications to be made where needed, especially with the apparent variables needed for each. The costs presented are intended to show the most expensive application of rates, ( "worst case scenario "). Hours are considered conservatively, and may vary per event, depending upon whether or not an existing deputy shift can be extended to accommodate a one hour coverage, or if a deputy has to be scheduled specifically for the event. For example, the procession may occur at a scheduled shift change, where an officer could be asked to stay for an additional hour to cover the Spring Road Bridge. If not, the Sheriff has to pay the deputy for a two hour minimum from the time the officer arrives at the station, to the time he or she returns to the station. The rates have been increased three percent to represent the annual cost changes which occur in December as a result of Sheriff union negotiations. Lastly, both the Senior Deputy cost and Deputy cost are provided in this estimate for the purpose of showing that costs may be less than estimated, depending on what rank officer is available for the shift. In summary, the cost could be less than $1,600 because there are several variables, but to assist the Church budget for these costs, a more conservative figure has been applied using the Senior Deputy rate plus three percent assuming a special assignment will be required, at $1,669.78. Recommendation That the City Council approve an application of rates for the Holy Cross Church special events which consist of the applicable current costs to the City plus fifteen percent, and include both planning the event and staffing the events. Attachments: A) Request from Holy Cross Church B) Cost Variables and Estimates {0®311. 41aCy C"ss Catholic Church day, April 29, 1997 Wozniak 'aharles Street park, CA 93021 Subject: Traff ic Control Dear John: -Mane Crams Making the One `8reaa- We respectfully request to appear before the City Council to asked that the Moorpark Police Department provide traffic control, and that the citv waive the fees for the following dates: 1 - Friday, December 12, 1997 The Mass begins at 7:00 PM and goes on until 8:30 PM, and consist of a procession from the Chapel up to Holy Cross Church starting at 6:00 PM. Father John Love leads this procession and we request a police escort from the Chapel to the Church. 2 - Wednesday, December 24, 1997 Christmas Eve Vigil Mass, Mass begins at 5:00 PM and concludes at 6:30 PM. 3 - Wednesday, February 25, 1998 Ash Wednesday Service begins at 6:30 PM. This will be continues until approximately 8:00 PM. 4 - Easter Sunday, April 12, 1998 Our Easter Services consists of the following Masses: 7:45 AM 9:00 AM 10:30 AM 12:00 Noon Thank you in advance for your assistance. Sincere , Robert M. Pratt 13955 Teach 41ilf "Road. ✓`Ltoorpark, CA 93021 + (605) 529 -1397 "F-AX: (605) 529 -3939 �( HOLY CROSS CHURCH SPECIAL EVENT COST ESTIMATES POLICE COSTS Number of EVENT Hours (Units)' sa.szasa :....... Z. ssasasaxa saaaas......sass.. sa.aa:zsx.a :a..s......=.... aszsersssas 1 Procession from Charles Street to Peach Hill Road December 12, 1997 3 2 Christmas Eve Mass December 24, 1997 3 3 Ash Wednesday Mass February 25, 1998 3 4 Easter Sunday Services (four separate masses) April 25, 1997 8 :a :sz... = s...... ......ssz as.................... .zaa az :sass.....as :zzz .. ........ SUB -TOTAL FOR POLICE 17.00 PLANNING TIME COST ESTIMATES Two hours per event for the Administrative Services Manager and the Sergeant 8 ASM BASE RATE z 39.19; PLUS 15% a 45.07; PER RESOLUTION x 84) SERGEANT BASE RATE a 52.28; PLUS 15% a 60.13; RESOLUTION a 106) ........=......... szasas.=a mass ... .. ........saws.....= - ......szzas. xsssaaa... TOTAL ADDING POLICE COSTS PLUS PLANNING COSTS C C C W W SENIOR DEPUTY'* Contract or Base Rate Resolution Base Rate- Plus 15% Rate 42.36 48.72 84 aassessssaa 127.09 aaazssxsasx 146.16 sassxaaaa 252 127.09 146.16 252 127.09 146.16 252 338.91 ........ 389.75 672 U.N 720.19 asssassssaa 828.21 was...... 1428 731.79 841.56 1520 ::sass :sass sssassass :s sszssasxa 1451.98 1669.78 2948.00 ' Number of hours are estimates and may vary depending upon the time of shift change. If a deputy cannot be assigned immediatly following or beginning a shift, the number of hours include from the time the deputy arrives at the station, to the time the deputy returns. The Sheriff has to pay for two hour minimums in these cases. *' The staff position depends on the rank available for the coverage. 'Deputy" is the least expensive rank, and Senior Deputy is most likely to be the most expensive rate. * ** the base rate is subject to union negotiations which typically result in a 3 to 5% increase costs which are known in December, but made retroactive to July 1, 1997. This rate includes a 3% increase above the current contract rate or Senior Deputy. DEPUTY Contract or Base Rate Resolution Base Rate** Plus 15% Rate 38.75 44.56 84 :sxzxxxxx xxsxaasaa 116.25 133.68 saaassssa 252 116.25 133.68 252 116.25 133.68 252 309.99 356.49 672 zaxaaxxaa saaxxaass 658.73 757.54 saaaaxaaa 1428 731.79 841.56 1520 aaazzaaza aaxaaaaz........- 1390.52 1599.10 2948.00