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HomeMy WebLinkAboutAGENDA REPORT 1997 1119 CC REG ITEM 09DTO: FROM: DATE: SUBJECT: Background CITY COUNCIL AGENDA REPORT CITY OF MOORPARK The Honorable City Council Mary Lindley, Director of Community Services Shelly Shellabarger, Recreation Superintendent sq 3. 19 ITEM q • P• CTTY OF MOORPARK, CALIFORNIA City Cou cil Meeting of igg 7 4rTrnN� C c f' �f November 6,1997 (City Council Meeting of November 19,1997) Consider Future July 3rd Fireworks Events ek On September 3, 1997, the Council considered a report on the history of funding and coordinating past fireworks events and the 1997 Fireworks Committee recommendations for future events (see attachment A). Council then and directed staff to finalize research on how fireworks are managed in other local jurisdictions. Staff was directed to return on November 19 with final recommendations for the 1998 fireworks event. The information on similar events in local cities and parks and recreation districts follows. Staff contacted individuals in other Ventura County jurisdictions to gather information about how their fireworks events are coordinated and what role the local public agency plays. With the exception of Thousand Oaks, none of the cities assume direct financial and logistical responsibility for these events. Simi Valley: The Simi Valley Rotary and Rancho Simi Valley Recreation and Park District have collaborated for 27 years on the Simi Valley Event. Over the years, the Rotary has taken on a progressively larger role in the event. In 1997, the District's involvement was minimal. The City of Simi Valley assists with permits and provides police services for security and traffic control (at a cost of approximately $3,000). Ojai: The Ojai Independence Day Committee, an independent non - profit organization, raises money to pay for fireworks coordinates the event. The City of Ojai participates in the Ojai fireworks and parade event by providing support services of insurance and police services (approximately $5,900 in 1997). Camarillo: In the past the City and the Pleasant Valley Recreation and Parks District have donated monies to the Pageant Association, an independent non - profit organization who managed the event. In 1997, the Lions Club took over and coordinated the entire event (including raising the money). The District granted the Lions Club the use of Freedom Park for the event. The City of Camarillo made a $5,000 cash grant to the Lions Club, spent $1,900 in police overtime and $1,000 in barricade rental and Street 000069 Department overtime (a $7,900 total). Thousand Oaks: The Thousand Oaks fireworks show is a joint effort between the Conejo Recreation and Parks District and the City of Thousand Oaks, with each entity contributing $7,000 toward the $15,000 event. Conejo Valley Days Committee contributes the final $1,000. In addition to their donation, the city provides police services to the event. The finance office was not able to provide exact costs for the police services. Ventura: The Ventura Rotary Club coordinates and runs the Ventura event. The City provides police and fire services only. Staff was not able to obtain information on the amount of money the City's contribution equals in dollars, prior to completing this report. The purpose of the initial agenda report was to consider whether or not the City should assume management and financial responsibility for future fireworks events and to budget accordingly. This discussion began prior to the consideration of Measure P to replace the City's park maintenance assessment in response to the effect of Proposition 218. With the recent defeat of Measure P and the likely loss of the park maintenance assessment, effective July 1, 1998, the City's ability to continue funding the Fireworks event and other activities and programs may be significantly impacted. Please note that during the budget process there was some discussion about expanding the 1998 Fireworks Event to include a recognition of the City's 15th Anniversary. However, no funds were allocated for an Anniversary event. Councilmember Wozniak and staff now believe that the appropriate course of action is to defer any commitment on the part of the City to provide funding for a 1998 Fireworks event, as well as the 1998 Summer Concert Series and 15th Anniversary Celebration, until the council has had an opportunity to study the impacts that the loss of the parks maintenance assessments will have on the General Fund budget. Councilmember Wozniak and staff recommend that City Council defer consideration of City funding and coordination of the 1998 3rd of July Fireworks Event, 15th Anniversary Event and 1998 Summer Concerts until the impacts of Proposition 218 on the City's 1998/99 budget are known. 06�,L'r U ATTACHMENT A ITr'r_',M1 ' Q ,. k • CITY COUNCIL AGENDA REPORT CITY OF MOORPARK TO: The Honorable City Council FROM: Shelly Shellabarger, Recreation Superintendent DATE: August 22, 1997 (City Council Meeting of September 3, 1997) SUBJECT: Review July 3rd Fireworks Event Evaluation Summary The City Council is being asked to review the 1997 July 3rd Fireworks Committee's event evaluation. This report includes the history of the event, a description of the 1997 event, a brief review of the management of fireworks shows in neighboring jurisdictions and the committee review and recommendations for future events. Background On March 7, the City Council committed $5,000 towards the 1997 Fireworks Event, appointed Councilmember Wozniak as the City's representative to the fireworks committee, directed that the committee proceed with solicitation of donations and that staff report back to the Council regarding the status of fundraising efforts. On May 21, staff reported the status of the fireworks committee's effort to raise event donations. Due to the low donation activity, the Council committed an additional $5,700 towards the event, bringing the City's contribution to $ 10,700, and directed the fireworks committee to proceed with the 1997 July 3 event. Additionally, Council directed that the committee provide an evaluation of the 1997 event and recommendations for future fireworks events. This agenda report serves that purpose. Event History In 1995 the Ventura County Star approached Moorpark Unified School District, the Moorpark Chamber of Commerce and the City, with a proposal for co- sponsoring a community fireworks show. The four entities co- sponsored this event which was held at the high school football stadium. In 1996 the Star declined to co- sponsor the event but donated $1,000. The co- sponsors were the School District, the Chamber and the City. Business sponsors were solicited to help offset costs. Once again, the event was held at the high school football stadium. Holding the event at the stadium created additional work to ensure minimal impacts to the track and turf area. Spectators were not allowed on A:\97ERF1R5.VvrPD O '0 1 1997 Fireworks Event Evaluation Page 2 the turf or track area. At the post event evaluation meeting, the School District representative requested that the committee identify an alternate site for future events. The 1997 event was scheduled to take place at Arroyo Vista Community Park. Though the School District and the Chamber were again listed as co- sponsors, the City assumed the lead for funding, planning and organizing the event. With the exception of $4,500, the City funded the cost of the Fireworks Event. The Chamber assisted with obtaining insurance (which was reimbursed by the City) and donated the use of some event supplies. The School District agreed to allow the use of Moorpark High School parking lots at no cost. 1997 Fireworks Event Description The 1997 Fireworks Show took place on July 3, 1997. The gates opened at 6:00 pm and the concert began at 7:00 pm. The twenty minute fireworks show began at about 9:05 p.m. Activities took place at Arroyo Vista Community Park and neighboring parks. Community organizations signed up to sell food, sodas, candy and other items. At Arroyo Vista Community Park exclusively, the activities included a rock & roll concert featuring The Hodads and carnival games. The event was free to the public. Based on input from Moorpark Police, event volunteers and staff, it is estimated that over 8,000 people enjoyed the show at Arroyo Vista and the outlying sites. The City depends in large part on volunteers to carry out many of the functions needed to run the event. Organizations that volunteered included Moorpark Rotary (security), Moorpark Kiwanis (security), Moorpark Presbyterian Church (clean up), Girl Scout Troop 916 (carnival games), Shiloh Church (carnival games). HAM operator services were provided by MACES. Radios were donated by Evans Trade Show Management and security jackets were donated by the Chamber of Commerce. John Casillas and Todd Henderson, two of the City's EMTs, also volunteered at this year's event. Other support services included parking and traffic control, provided by the Moorpark Police Explorers and the Ventura County Sheriffs Department, and the Fire Department sent a unit from Station 40 to cover this event. 'A 40 cubic yard bin and 20 trash containers were donated by Moorpark Rubbish. Additionally, this event depends on securing a number of vendors so that the attending public can purchase and enjoy food and drink items. As in the past, local nonprofit organizations were invited to submit an application to operate food booths. Once the interested groups were confirmed, we solicited for - profit businesses to create a balance in our food item offerings and ensure that there were enough vendors to satisfy the expected turn out. At this year's event, there were six nonprofit groups and three local businesses providing food services to our visitors. A:197ERFIR5. WPD 00U,0 ra 1997 Fireworks Event Evaluation Page 3 Consistent with past Fireworks Events, the Ad Hoc Committee was tasked with securing donations to offset the costs of the event. The committee succeeded in raising a total of $4,500 from the following donors: Kavlico Corporation ($1,000), the Ventura County Star ($1,000), CT Financial ($500), Blue Cross of California ($500), Charles Abbott & Associates ($500), Moorpark Rubbish Disposal ($250), Vortech Engineering, Inc. ($250), XP Systems ($250) and Marketplace Properties ($250). Staff originally estimated that the costs for the 1997 Fireworks Event would be approximately $14,000. Actual costs for the event were approximately $11,000. Some of the savings can be attributed to the use of Sheriff's Explorers and reserve officers in place of sheriff deputies. To implement the recommendations of the committee (below), staff estimates that the appropriate budget for the 1998 Fireworks Event is closer to $15,000. Since the fireworks event falls so close to the beginning of the fiscal year, expenses typically occur in two fiscal budgets. Expenditures associated with deposits to secure the fireworks company, band, advertising and some minimal supplies (pre -event expenses) are paid in the months of May and June. All other remaining expenses are paid in July and August. Of the $11,000 spent on the 1997 fireworks event, the City expended approximately $3,000 in fiscal year 1996/1997 on pre -event expenses. Staff anticipates that the City will incur about the same amount of pre -event expense in 1998 and, therefore, no additional funds are needed in the FY 1997/1998 budget. Event Participation in Other Jurisdictions Staff has contacted individuals in other Ventura County jurisdictions to gather information about how their fireworks events are coordinated, and what role the local public agency plays. The Simi Valley Rotary and Rancho Simi Valley Recreation and Park District have collaborated for 27 years of the Simi Valley fireworks event. Over the years, the Rotary has taken on a progressively larger role in the event. In 1997, the district's involvement was minimal. The City of Simi Valley assists with permits and provides police services for security and traffic control at no cost to the event organizers. The City of Ojai participates in the Ojai fireworks event at a nominal level by providing insurance and police services at no cost to the event coordinators. The Ojai Independence Day Committee, an independent non -profit organization, raises money to pay for the fireworks and coordinates the event. Staff is in the process of surveying the City of Thousand Oaks/Conejo Recreation and Parks District, Pleasant Valley Park and Recreation District (Camarillo) and the City of Ventura on the organization of their fireworks events. A:\97ERFIR5.WPD 0000 73 1997 Fireworks Event Evaluation Page 4 Committee Recommendations For Future Events The 1997 fireworks committee included Councilman John Wozniak, Rick Tate of RACES, Debra Ryono, member at- large, Maibelle Ramirez from Moorpark Unified School District and, City of Moorpark Community Services Department staff members. The committee also had input from the City's police representatives. The committee met on July 17 to conduct an evaluation of the event and identify recommendations for the future. Due to a conflict in his schedule, Councilmember John Wozniak was not able to attend this meeting. The following memorializes the committee's discussion and recommendations: Over all the committee was pleased with many aspects of the event. • Location: Arroyo Vista Community Park offers the perfect venue for this event. Wide open grass areas encourage informal picnicking and interaction between groups. The on- site facility provides restrooms and a secure staging area for volunteers and security. Amenities such as play equipment for children, access to electricity and controlled access makes this park perfect for an event of this size. • Traffic Control: The flow and manageability of traffic, for this event was excellent. The layout of the parking facilities, combined with the expertise of the Sheriff's department made the ingress and egress quick and well controlled. • The Fireworks Show: Unlike past years, there were no major problems with this year's show. The start time was not delayed, the fireworks fired without a hitch and the clean up sweep produced no problem shells. The Fire Department was in attendance and reported no problems with this year's show. In fact, the Fire Marshall used Moorpark's July 3 show as a training session for his staff. • Security Lighting: This year the committee rented security lighting to be placed strategically throughout the field to assist patrons in finding their way safely to the parking lot. The lights were conservatively priced and a definite asset to the safety of the event. • Volunteer Coordinator: This year a volunteer coordinator was implemented to direct and assign the security teams, coordinate communications and manage equipment check in and out. This position was an excellent addition to the volunteer team. Furthermore, the security volunteers performance is to be commended. They did a wonderful job directing traffic, manning the perimeter and assisting with crowd control. A:\97ERFIR5.WPD OOL0i4 1997 Fireworks Event Evaluation Page 5 Recommendations include the following: Though Moorpark enjoys a number of active community groups, none of the groups have emerged as a lead for an event of this magnitude. Additionally, these active groups are committed to a number of community activities which further hampers their ability to take over this event. Therefore, the Committee recommends that this event be a City sponsored and funded event. While this event would be sponsored and funded by the City, an event of this magnitude cannot be a success without a wholehearted community effort. This means enlisting the support of community groups to serve on a planning committee and assisting with the event as well as soliciting donations and support from local businesses. In order to effectively plan and implement this event, the Committee recommends that City Council, at this time, commit to sponsoring and funding this event and direct staff to form a committee to begin the planning process. Planning for this event should begin nine months preceding the event. The committee should begin meeting in January. In future, the City should commit to holding this event at the start of the previous fiscal year and allocate funds at the time it adopts its budget. Recognizing the importance of offsetting costs for this event, the committee recommends that Council direct staff to solicit corporate sponsors. It is further recommended that the committee begin solicitation of donations in January. The Council should consider providing direction to the committee on the establishment of donation centers at the event itself to encourage financial support from the community for this event. The Committee suggested that other creative means of raising donations be explored next year. The committee recommends investing more funds into the fireworks and offering a longer show. The committee recommends increasing the number of family activities offered from 7:00- 9:00 pm. Consider adding old fashioned family games such as the three legged race, watermelon eating contest, water balloon toss, tug of war, etc. Invite moonbounce and other attractions to participate. The pedestrian bridge and Eastern half of the access road should be lit to avoid injuries. There is a potential for additional parking on the far side of the bridge; however, in the interest of safety and the need to maintain a perimeter around the fireworks staging area, A.\97ERFIR5. WPD AvVWS 1997 Fireworks Event Evaluation Page 6 the road will have to be sectioned off to assure that spectators do not wander into the restricted area. • The committee recommends that Council consider charging $5 for AVCP parking and $2 for N USD parking. Further, the parking lots should be barricaded earlier (at 12M noon) to assure that lots are not clogged with improperly parked cars when the gates open. • The committee recommends that Country Trail Park be discontinued as a remote location since no one used this park to watch the fireworks. • The committee recommends that a drop -off zone be identified for handicapped persons to avoid problems with a full restricted lot. • The committee recommends that the City rent a more powerful sound system which could carry the sound throughout the park. • The committee recommends incorporating local talent to expand the entertainment element. • The committee recommends committee coordination with the City's summer camp staff to relocate extended care pick up to Tierra Rejada Park. The Fireworks Committee recommends that City Council consider the above recommendations when determining the direction for the 1998 fireworks event. Due the fact that the background research on this project is not yet complete, staff requests that the City Council grant additional time to gather information on how such events are handled in local jurisdictions. Staff, working with Councilmember Wozniak will present final recommendations on November 19. Staff Recommendation Staff recommends that City Council receive and file the Committee recommendations and direct staff to present final recommendations for the 1998 fireworks event at the November 19 City Council meeting. A:197ERFIR5. WPD (AXA M