HomeMy WebLinkAboutCC AG PKT 2015-10-12 #D AGENDA STAFF REPORT
DATE: October 12, 2015
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Jim Basham, Director of Community Development/
Community Services
SUBJECT: AMEND COUNCIL POLICY 400-03
SUMMARY OF REQUEST:
That the City Council add the annual Veterans Day and Memorial Day
ceremonies that take place in Eisenhower Park to Council Policy 400-03.
BACKGROUND AND ANALYSIS:
On May 9, 2005, the City Council amended Section 400 index number 03 of the
City of Seal Beach Council Policy to recognize the Annual Holiday Parade and
Spring Fest Carnival as City of Seal Beach co-sponsored events by providing
staff support and city resources. On March 10, 2008, the City Council amended
the policy to additionally include Run Seal Beach and the Seal Beach Car Show.
On the Veterans Day and Memorial Day holidays the local VFW and American
Legion have traditionally hosted a patriotic ceremony in Eisenhower Park. The
two annual events are free to the public and have little impact on the surrounding
community. In past years both events have been supported through the City's
non-profit grants. At this time the event organizer is requesting permanent
support of the event. As both groups are non-profits with little opportunity for
fundraising, staff feels it is in the City's best interest to offer this support to ensure
that these events continue.
As with all other events included in Council Policy 400-03, the organizer will be
responsible for submitting a special event permit application for review and
providing an insurance policy that meets the City's requirements for a special
event.
On the attached, revised policy, the proposed revisions are underlined for
identification.
Agenda Item Q
ENVIRONMENTAL IMPACT:
There is no environmental impact related to this item.
LEGAL ANALYSIS:
No legal analysis is required for this item.
FINANCIAL IMPACT:
The fiscal impact of each event will be included in the annual budget.
RECOMMENDATION:
That the City Council add the annual Veterans Day and Memorial Day
ceremonies that take place in Eisenhower Park to Council Policy 400-03.
MITTE BY: NOTED AND APPROVED:
M
im Basha .dil �. Ingram, City k a eager
Cirector of Community Services/
Community Development
Prepared by: Tim Kelsey, Recreation Manager
Attachment:
A. Draft of Amended Council Policy 400-03
Page 2
CITY OF SEAL BEACH
COUNCIL POLICY
SUBJECT:
PUBLIC WORKS LABOR/RESOURCES FOR SPECIAL EVENTS
SECTION INDEX NO. ISSUE REVISION COUNCIL CITY MANAGER
DATE DATE jAPPROVAL APPROVAL
400 03 10/12/15 10/12/15 9/23/02 ------
1. SCOPE
Applicable to Special Event Permit Petitioner
2. PURPOSE AND INTENT
To establish a policy addressing use of City labor and/or resources relating to
permitted special events for the purposes of full cost recovery of such services.
3. POLICY
The Public Works Department has in the past provided labor and other resources
for many special events permitted in the City. Due to the department's
decreasing work force, the focus is on core maintenance activities. Unscheduled
special events impact and strains regularly scheduled maintenance activities.
It is the intent of this policy to provide for full cost recovery for those City services
utilized during special events. Any City-sponsored special event or events
authorized by City Council will be exempt from this provision if costs are waived
by Council. The City Council is a co-sponsor of the Annual Holiday Parade in
December and the annual Spring Fest Parade in the Spring, the Seal Beach
5/10K Run, the Seal Beach Car Show, Veterans Day Ceremony and Memorial
Gray Ceremony.
4. PROCEDURE
1) Applicants will apply for special event permits..
2) The City will determine what services, if any, are required for approval of
the permit.
1 of 2
(400-3)
3) It is at the discretion of the Public Works Director as to whether in-house
labor forces and services will be provided for the event. If in-house labor
and services are required, an estimate of such services will be provided to
the applicant.
4) The applicant may elect to substitute a private contractor or vendor for
those services through an approved Public Works Permit. The City will
provide a list of vendors offering services relating to special events, such
as setup/take-down of stage/seating, janitorial, banners, traffic
control/barricades. In many instances, the use of private sector vendors
will be less expensive than using in-house forces, especially at overtime
rates.
5) The City shall provide traffic control and police services for the parade
portion of the Annual Holiday Parade and the Annual Spring Fest Parade.
the Seal Beach 5/10K Run, the Seal Beach Car Show, !Veterans Day
Ceremony and Memorial Day Ceremon
5. ISSUANCE
Approved by City Council September 23, 2002
Revision approved by City Council May 9, 2005
Revision Approved by City Council March 10, 2008
Revision A1212roved by Cit y Council October 12 2015
2 of 2
(400-3)