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HomeMy WebLinkAboutCC AG PKT 2008-10-13 #GAGENDA STAFF REPORT DATE: October 13, 2008 TO: Honorable Mayor and City Council THRU: David Carmany, City Manager FROM: Patrick Importuna, InterimAssistant City Manager Prepared by: Tim Kelsey, Acting Recreation Coordinator 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 co-sponsor the annual Holiday Parade, Spring Fest Parade, Seal Beach 5/10K Run and the Seal Beach Car Show. Staff recommends adding the Founder's Day Celebration as a City of Seal Beach co-sponsored event. 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. On March 10, 2008 council added the Seal Beach 5/10K and the Seal Beach Car Show as City of Seal Beach co-sponsored events. The Seal Beach Founder's Day is a community event that celebrates the town's history. The Founder's Day Celebration is organized by the Founder's Day Committee which is comprised of volunteer community members. The Founder's Day Celebration raises money for recreational activities and programs in town. During the 85th celebration the event raised over $100,000 to help save the McGaugh Pool. The event is scheduled to take place every fifth (5th) year. On April 11 ~ 2005 the City Council voted 5-0 to co-sponsor the 90~h Anniversary Founder's Day Celebration. This was done with the objective of encouraging a safe and entertaining event for residents and local businesses. The Parks and Recreation Commission endorse the co-sponsorship of the Founder's Day Celebration. Agenda Item Ci Page 2 The Seal Beach Founder's Day Celebration requires street closures and other services. In the past volunteers have been tasked with closing the streets and providing security for the event. 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 e{derly 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 this event 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 Founder's Day Celebration is a well attended event that supports the community and brings notoriety to the city. By co-sponsoring the City can make this event safer and more enjoyable for those who live, work and visit Seal Beach. FINANCIAL IMPACT: None at this time. Financial impact to the Public Works and Police Departments are estimated to require $3,000 in additional overtime funding to provide traffic control and police services. RECOMMENDATION: Staff recommends the City Council amend Council Policy section 400 index number 03 adding the Seal Beach Founder's Day Celebration as a City of Seal Beach co-sponsored event. SUBMITTED BY: atrick Importuna, Interim Assistant City Manager NOTED AND APPROVED: 8~ David Carma y, City Manager Attachments: A. Resolution No. 5788 B. Council Policy 400-03 C. Staff Report April 11, 2005 RESOLUTION NUMBER $7H8 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEAL BEACH APPROVING AMENDMENT TO CITY COUNCIL POLICY NO. 400-03, PUBLIC WORKS LABOR/RESOURCES FOR SPECIAL EVENTS THE CITY COUNCIL OF THE CITY OF SEAL BEACH HEREBY RESOLVES AS FOLLOWS: SECTION 1. The City Council hereby approves the amended City Council Policy No. 400-03, Public Works Labor/Resources for Special Events to include co-sponsoring the Seal Beach Founder's Day Celebration. PASSED, APPROVED AND ADOPTED by the City Council of Seal Beach, at a meeting hereof held on the 13th day of October , 2008 by the following vote: AYES: COUNCILMEMBERS NOES: COUNCILMEMBERS ABSENT: COUNCILMEMBERS ABSTAIN: COUNCILMEMBERS Mayor ATTEST: City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Linda Devine, City Clerk of Seal Beach, California, do hereby certify that the foregoing resolution is the original copy of Resolution Number 5788 on file in the office of the City Clerk, passed, approved, and adopted by the City Council of the City of Seal Beach, at a regular meeting thereof held on the 13th day of October , 2008. City Clerk Copy AGENDA REPORT DATE: April 11, 2005 TO: Honorable Mayor and Members of the City Council FROM: June Yotsuya, Assistant City Manager THRU: John B. Bahorski, City Manager sUBJECT: Official Recognition of City's Founder's Day Celebration, Co-Sponsorship of Founder's Day Activities and Consideration of Request for Funding Support SUMMARY OF REQUEST City Council is requested to officially recognize the Founder's Day Celebration planned for Sunday, October 9, 2005, provide co-sponsorship of the Founder's Day activities and consider authorizing up to $5,000 to support of the Founder's Day program. DISCUSSION The Seal Beach Founder's Day Committee has been meeting regularly to plan for the City's Founder's Day Celebration. Members of the Parks and Recreation Commission and City staff participate on the committee in various roles. October 2005 marks the City of Seal Beach's 90th birthday of its incorporation. At one time, the community held Founder's Day activities each year. However, at the conclusion of the 85th birthday, the committee determined that it would be more cost effective and volunteer friendly to host Founder's Day every five years. Accordingly, 2005 will be the first major "City birthday" celebration hosted in five years. The attached calendar of events represents the list of activities currently being planned to celebrate our City's birthday. In addition, the committee and the Parks and Recreation Commission are exploring a project goal for the Founder's Day fundraising activities. Part of the goal for the Founder's Day Committee fundraising activities (i.e. t- shirt/sweatshirt sales, golf tournament and Founder's Day Ball) will be to raise funds to support the birthday celebration and to leave a reserve balance as startup funds for a future Founder's Day program. In addition, the Committee and Commission are considering a commemorative project to benefit recreation activities in the community. The Parks and Recreation Commission endorses the Founder's Day Celebration and requests that the City Council officially recognize and co-sponsor the Founder's Day Agenda Item U April 11, 2005 City Council Agenda Report -Founder's Day Celebration Page 2 Celebration planned for October 9, 2005. Past celebrations have been held on the City's Greenbelt in Old Town and this year's program is also planned for that location. The City's co-sponsorship of the event will make available in-kind City services such as staff support as well as providing various no-fee permits for the Founder's Day activities. Additionally, the City Council may wish to consider allocating up to $5,000 from the General Fund to support the Founder's Day program. FISCAL IMPACT The projected fiscal impact would be the cost of providing in-kind services of staff, supplies and equipment for the Founder's Day Celebration and approving up to $5000 from the General Fund to be used by the Seal Beach Founder's Day Committee on behalf of the City of Seal Beach. Budget Amendment OS-15 will increase the promotional account within the City Council Department budget from $5,500 to $10,500. Approval of the amendment would decrease the General Fund's undesignated estimated fund balance from $5,287,072 to $5,282,072. RECOMMENDATION Council to approve the following resolutions: Resolution Number 5320 officially recognizing and co-sponsoring the October 9, 2005 Founder's Day Celebration; and 2. Budget Amendment OS-15 Resolution Number 5321 approving in-kind services of City staff, supplies and equipment and waiver of fees in support of the Founder's Day Celebration and authorization to City Manager to provide up to $5,000 to the Seal Beach Founder's Day Committee. Submitted by: June Yotsuya, Assistant City Manager NOTED AND APPROVED: John B. Bahorski, City Manager Attachments: Founder's Day Celebration-Calendar of Events CITY OF SEAL BEACH COUNCIL POLICY SUBJECT: PUBLIC WORKS LABOR/RESOURCES FOR SPECIAL EVENTS SECTION INDEX NO. ISSUE REVISION COUNCIL CITY MANAGER DATE DATE APPROVAL APPROVAL 1 400 03 05/09/05 % 09/23/02 ------ 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, the annual Spring Fest Parade in the Spring, and the Seal Beach Founder's Dav Celebration. 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 (400-03) 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. 5. ISSUANCE Approved by City Council September 23, 2002 Revision approved by City Council May 9, 2005 Revision approved by City Council October 13, 2008 2of2 (400-03)