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Home My WebLink AboutCC AG PKT 2008-03-10 #V AGENDA STAFF REPORT e DATE: March 10, 2008 TO: Honorable Mayor and City Council THRU: David Carmany, City Manager FROM: Lieutenant Tim Olson SUBJECT: Amend City of Seal Beach Council Policy Section 400 Index Number 03, Public Works Labor/Resources for Special Events SUMMARY OF REQUEST: . The proposed City Council action will amend Council Policy section 400 index number 03 titled "Public Works Labor/Resources for Special Events." The City of Seal Beach currently is co-sponsor of the annual Holiday Parade and Spring Fest Parade. Staff recommends adding the annual Seal Beach 5/1 OK Run and the Seal Beach Car Show as City of Seal Beach co-sponsored events. BACKGROUND: On May 9, 2005 City Council amended section 400 index number 03 of the City of Seal Beach Council Policy to only recognize the Annual Holiday Parade and Spring Fest Parade as events the City of Seal Beach will co-sponsor by providing City Staff and support. The Seal Beach 5/1 OK run is a non-profit organization whose charter is to raise funds and awareness for recreation programs, services, and facilities in the greater Seal Beach community. In 2007, a record $80,000 was awarded to 17 organizations across a wide range of community program needs. The City of Seal Beach itself has received $83,481 from the Seal Beach 5/10K Run Committee over the past 6 years. This money was given to the City to purchase items and sponsor programs that directly benefit the local community. e The Seal Beach Chamber of Commerce is made up of merchants, businesses and organizations in and around the Seal Beach area. The Chamber's mission is to provide a healthy environment to sustain, promote and grow businesses, civic and community organizations in the area, while providing opportunity to enhance the quality of life of the greater Seal Beach community through local events. The Sear Beach Chamber of Commerce main fund raising effort is the Seal Beach Car Show. Agenda Item ~ e The Seal Beach 5/1 OK run and Seal Beach Car show both require street closures. In the past volunteers have been tasked with closing the streets for both of these events. In October 2007 the California Court of Appeals ruled against the City of Santa Monica for the Farmer's Market tragedy that occurred in July of 2003. In this case an elderly male drove through a barricade and into a crowd of people. The Court found the City of Santa Monica could be brought to trial for "the details surrounding" a handwritten sketch offered as a traffic control plan. Due to this ruling, cities should now have all special event traffic control plans certified by a traffic engineer. The City of Seal Beach co-sponsoring these events is a prudent risk management tool; it will ensure that traffic control plans are certified. The City will maintain control over street closures and implement traffic control plans properly. The Seal Beach 5/1 OK and Seal Beach Car Show are both well attended activities that support and benefit our community. These are both extremely worthwhile events that benefit our local recreation programs and our local business community. By co-sponsoring the City can make these events safer and more enjoyable for those who live, work and visit Seal Beach. FINANCIAL IMPACT: e Fiscal impact to the Public Works Department for the two events is estimated at $4700 for traffic controls rentals and $3000 in labor costs. The traffic control rentals will be funded through the normal operating budget. The labor costs require a budget amendment. Fiscal impact to the Police Department for the two events is estimated at $3100 in labor costs. These expenses will come from the normal operating budget. RECOMMENDATION: Staff recommends the City Council amend Council Policy section 400 index number 03 adding the Seal Beach 5/1 OK Run and Seal Beach Car Show as City of Seal Beach co-sponsored events. Staff recommends the City Council approve Resolution No. authorizing Budget Amendment No. 08-13 u NOTED AND APPROVED: ~.~ , David Carmany, City Manager Attachments: e A. Draft of amended City of Seal Beach Council Policy section 400 index number 3. (changes underlined) B. Resolution Number e e e CITY OF SEAL BEACH COUNCIL POLICY SUBJECT: PUBLIC WORKS LABORlRESOURCES FOR SPECIAL EVENTS SECTION INDEX NO. ISSUE REVISION COUNCIL CITY MANAGER DATE DATE APPROVAL APPROVAL 400 03 03/10/08 03/10/08 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 5/1 OK Run. and the Seal Beach Car Show. 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) e 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 controVbarricades. 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 5/1 OK Run. and the Seal Beach Car Show. 5. ISSUANCE e Approved by City Council September 23, 2002 Revision approved by City Council May 9, 2005 Revision Approved by City Council March 10, 2008 e 20f2 (400-3) e RESOLUTION NUMBER A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEAL BEACH, CALIFORNIA, AUTHORIZING A BUDGET AMENDMENT, NO. 08-13 FOR PUBLIC WORKS STREET MAINTENANCE OVERTIME WHEREAS, the fiscal year 200712008 budget requires budgetary amendments as outlined below: THE CITY COUNCIL OF THE CITY OF SEAL BEACH DOES HEREBY RESOLVE: The budget for the Public Works Department for Street Maintenance Overtime Is hereby Increased as follows: REVISEDI ADOPTED PROPOSED BUDGET (dill) DESCRIPTION ACCOUNT BUDGET BUDGET AMENDMENT pw-Street Malntenance Overtime 001-044-40003 $2000 $5000 $3000 e PASSED, APPROVED, AND ADOPTED by the City Council of the City 01 Seal Beach on the 10lh day of March. 2008 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Mayor ATTEST: City Cieri< STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I. Linda Devine, City Cieri< of Seal Beach, Califomla, do hereby certify that the foregoing resolution Is the original copy 01 Resolution Number on file In the office of the City Cieri<, passed, approved, and adopted by the City Council of the City 01 Seal Beach, at a regular meeting thereof held on the 10th day 01 March. 2008. e City Cieri<