HomeMy WebLinkAboutItem No.37CITY OF LAKE ELSINORE
REPORT TO CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: RON MOLENDYK, CITY MANAGER
DATE: APRIL 27, 1993
SUBJECT: CHAMBER REQUEST /FINANCIAL SUPPORT
AND CO- SPONSORSHIP
BACKGROUND
The Lake Elsinore Valley Chamber of commerce has requested the
City of Lake Elsinore to co- sponsor and share in half of the
$6,000 cost for the Frontier Days Parade scheduled for Saturday,
May 29, 1993.
Last year, the City Council moved to waive all fees for the
parade. In previous years, the City has supported the annual
event and provided staff assistance at no cost. Although not all
volunteers have shown up to man the barricades, last year's parade
saw a better turnout of volunteers and coordination of manning the
barricades.
The Chamber has paid the $200 processing fee, but has not
submitted as yet the $1,000 deposit.
FISCAL IMPACT
The request for $3,000 to assist in providing the Frontier Days
Parade is not a budgeted item and will require Council action to
make the funds available from the City's General Fund reserve.
The $3,000 allocation (if approved) will allow the Chamber to meet
the needed expenses based upon their budget projections as shown
below which does not include the $105 fee for use of the Community
Center:
CITY FEES
Processing Fee $ 200
Required Deposit 1,000
Additional Personnel & Street Signs 700
SHERIFF DEPARTMENT
Deputies and Explorer Scouts 600
GRAND MARSHAL
Montie Montana Fee 1,000
(balance of $1,000 to be paid by Rodeo).
JUDGES
Equestrian
Band (3 and expenses)
Others (8)
AWARDS
Trophies
Plaques for Marshals
ADVERTISING
Radio, Newspapers, Magazines
MISC. COSTS
Printing
Postage
Office Costs
Telephone
copies (forms, flyers, etc.)
TOTAL PROPOSED BUDGET
150
200
200
700
200
450
300
150
100
_ 0
$6,000
REPORT TO CITY COUNCIL
APRIL 27, 1993
PAGE 2
It is recommended the Mayor and the City Council discuss this
request, and if approved, authorize funds to be taken from the
City Council's Community Promotion Account.
PREPARED BY:
APPROVED BY:
APPROVED FOR
AGENDA LISTING:
ccrprt. 7
David W. Sapp, Community
ctl/,
ices Director
AGENDA ITEM NO.3 ` -1�{--
PAGE L O`-�"�
PAGE FIVE - CITY COUNCIL MINUTES - APRIL 28, 1992
Community Services Manager Sapp explained that the City was a co- sponsor
last year and the fees were paid, but this year the City was not asked to
be a co- sponsor and it was requested that the fees be waived.
Councilman Alongi asked that Hilda Barnhart address Council to clarify this
issue.
Hilda Barnhart, representing the Parade Committee, explained that she was
not aware that the committee had to approach City Council each year for
co- sponsorship, since this event has been co- sponsored by the City since
1984. She then read the invitations for this year which did represent the
City as a co- sponsor.
Mayor Washburn expressed his concern regarding the fact that volunteers are
not always there and the City staff ends up doing all the work, with
compensation being paid by the City's General Fund
Councilman Alongi stated that last year there was a break down in
communication, but he was sure that the Chamber would provide the
volunteers to work the parade this year. He further stated that he did not
understand the City's position in regard to supporting the car club event
and not supporting the Chamber in regard to the parade. He explained that
the City should co- sponsor the parade as it is a civic function and is for
the entire community and that the fees should be waived because it is for
everyone.
Councilman Dominguez explained that it is Council Policy not to waive the
fees and if we are going to waive fees on these type of events then it
should be addressed in a Council Policy change to address future events,
but at this time the Policy should stand and Council should follow staff
recommendations.
Mayor Washburn asked what the minimum amount of volunteers would be
necessary to work the parade. Community Services Manager Sapp stated that
a minimum of fifteen (15) are needed for manning the barricades and
working the route.
Councilman Winkler expressed his concern in regard to how many events the
City would be involved in.
Councilman Dominguez stated that the Christmas Parade should be the only
City co- sponsored parade.
Councilman Alongi stated that in other cities the Chambers of Commerce and
cities work closely and there should be no conflict here.
Mayor Washburn stated that Council needed to determine Policy so that the
Budget could reflect these events.
Councilwoman Cherveny stated that the Council should address and change
policy in regard to this issue.
Councilman Winkler explained that there is a policy set and when it is
compromised by waiving fees it weakens the Council's position.
MOVED BY DOMINGUEZ, SECONDED BY WASHBURN TO APPROVE STAFF RECOMMENDATION TO
DENY THE WAIVER OF FEES AND TO CONSIDER A REVISION OF COUNCIL POLICY.
THIS MOTION WAS DEFEATED BY A VOTE OF 2 AYES TO 3 NOES.
MOVED BY CHERVENY, SECONDED BY WASHBURN AND CARRIED BY A 3 TO 2 WITH DOMINGUEZ
AND WINKLER CASTING THE DISSENTING VOTES TO WAIVE THE FEES FOR THE LAKE
ELSINORE CHAMBER OF COMMERCE FRONTIER DAYS PARADE AND TO CONSIDER REVISION OF
THE COUNCIL POLICY.
11. Change of Ownership _ Sahara Dunes Casino, .
City Manager Molendyk highlighted this request for transfer of ownership.
M3-
PW
LAME ELSINORE VALLEY
April 15, 1993
APR 1 9
i.
132 West Grahom Avenue t Lake Elsinore, Co. 92530 * (714) 674 -2577
Mr. Ron Molendyck, City Manager
CITY OF LAKE ELSINORE
130 S. Main Street
Lake Elsinore, CA 92530
RE: nFrontier Days" Parade
Dear Ron:
As per our telephone conversation, I am enclosing herewith a
proposed budget for the referenced parade to be held May 29,
1993 at 10:00 AM.
Please consider this letter as our formal request for the city's
participation with the Chamber of Commerce in the financing
of this parade.
If you have any further comments and /or questions, please
contact me at 674 -1531. Hoping to hear from you in the near
future, I remain
Respectfully,
R. W.-O'Neal
Parade Chairman
Serving the Entire Volley
LAX ELSiNCRE VALLEY
1
Za4e Eeducoae l/aeee# &aw4or ot� c otwezce
CMAMeEA Of COM MFACE 132 West Graham Avenue * Lake Elsinore, Co. 92530 * (714)674.2577
"FRONTIER DAYS PARADE°
PROPOSED BUDGET
CITY FEES:
Processing Fee
Required Deposit
Additional Personnel & Street Signs
SHERIFF DEPARTMENT:
Deputies and Explorer Scouts
GRAND MARSHAL:
Montie Montana Fee
(Balance of $1,000.00 will be paid by Rodeo)
JUDGES:
Equestrian
Band (3 S Expenses)
Others (8)
AWARDS:
Trophies
Plaques for Marshals (Grand, Parade, Division)
ADVERTISING:
Radio, Newpapers, Magazines
MISC. COSTS:
Printing
Postage
Office Costs:
Telephone
Copies (Forms,Flyers, etc.)
TOTAL PROPOSED BUDGET
Serving the Entire Volley
$ 200.00
1,000.00
700.00
600.00
1,000.00
150.00
200.00
200.00
700.00
200.00
450.00
300.00
150.00
100.00
50.00
$6,000.00
LANE
April 8, 1993
Za.4ee Eedeaaze `l/aeee# 6 "iez 4tj 6mme tee
132 West Graham Avenue * Lake Elsinore, Co. 92530 * (714) 674.2577
y Services
. —,eEyro
APR 0 81993
CITY OF LAKE ELSINORE
130 S. Main St.
Lake Elsinore, CA 92530`"
ATTN: Mr. Dave Sapp, Community Services Director
Dear Dave:
We are enclosing herewith the following documents in connection with
the Annual Frontier Days Parade scheduled for May 29, 1993 at 10:00 AM.:
I. Application & Permit forms for the Parade
2. Check in the amount of $200.00 for Processing Fee
3. Chart of Committees (Names will be given to you later)
4. Map of Parade Route, Barricade locations and Detour Route.
5. Copy of Christmas Parade Map with Sheriff's location of
Barricades and Traffic control.(Prepared by Rita Rubio)
We will use the same locations this time.
6. Map showing location of our communication system and persons
maning them.
All of the Committee Sub Chairmen have not yet been appointed but we
will provide the names in the near future.
Thank you for your prompt attention to this request. If you have any
comments and /or questions, please contact the undersigned at (909)
674 -1531.
Sincerely, , y
R WI ea
Parade Chairman
Serving the Enti,e Volley
_37 _
• Official Use Only
Community Services
PCP ..... .N
APR 0 8 1993.
Route To:
[ J Risk Manager
[ ] Sheriff
[ ] Planning
[ J Public Works
[ ] City Manager
CITY OF LAKE ELSINORE
PARADE
APPLICATION 8 PERMIT
By:(Date) Init.
------------------ - - - - -- INSTRUCTIONS AND PROCEDURES ------------------- - - - - --
1. Any application for a parade permit must be filed with the City Manager's
Office not less than sixty (60) nor more than one hundred eighty (180)
days prior to the date of the proposed parade.
2. Said application must be filled out completely with any and all informa-
tion required by said permit and these instructions in order for said
application to be considered valid.
3. To be considered complete, said application must be accompanied by proof
of payment of the permit processing fee.
4. Said application shall be routed to all appropriate departments for review
and comment. The lead department for said review shall be the Sheriff's
Department.
S. Within thirty (30) days of the submittal date of said application, the
Sheriff's Department shall submit a report on the proposed event to the
City Manager. Said report shall contain a recommendation on whether to
approve or deny a permit for the event. If the recommendation is for
denial, the report shall state the grounds for said recommendation. If
the recommendation is to approve, the report shall include a completed
parade permit setting forth recommendation regarding route, time and
other relevant conditions of approval deemed necessary to provide for
public health and safety.
6. Within forty -five (45) days of the submitted date of said application, the
City Council shall consider and act upon the request.
7. Action to approve, approve with conditions, or deny said application,
shall be based, in part, upon the following considerations:
a. Traffic circulation and regulation.
b. Adequate police protection for the proposed parade and remainder of
the City.
S.
4
c. Whether the application allows sufficient time to properly protect
the public interest.
d. Adequate liability insurance to protect the City.
If approved, the applicant is required to pay a deposit, in the amount
specified, as an advance for City costs related to parade administration.
The applicant shall also provide proof of insurance in the form and for
the limits required by the permit. Said advance payment and proof of
insurance shall be provided to the City at least five (5) days prior to
the date of the event for the permit to remain valid.
The applicant shall comply with all of the conditions of approval and
other terms of the permit. Said terms and conditions shall include:
a. The assembly area and the time therefor;
b. The starting time;
c. The minimum and maximum speeds;
d. The route of the parade;
e. What portions of streets to be traversed may be occupied by such a
parade;
f. The maximum number of platoons or units and the maximum and minimum
intervals of space to be maintained between the units of such a
parade;
g. The maximum length of such parade in miles or fractions thereof;
h. The disbanding area and disbanding time;
i. The number of persons required to monitor the parade;
j. The number and type of vehicles, if any;
k. The material and maximum size of any-sign, banner, placard, or
carrying device therefor;
1. That the permittee advise all participants in the parade, either
orally or by written notice, of the terms and conditions of the
permit prior to the commencement of such parade;
m. That the amplification of sound permitted to be emitted from sound
trucks or bull horns be fixed and not variable;
n. That the parade continue to move at a fixed rate of speed and that
any willful delay or willful stopping of such parade, except when
reasonably required for the safe and orderly conduct of the parade,
shall constitute a violation of the parade permit; and,
o. Such other requirements as are found by the City Council to be
reasonable and necessary.
parade -I.app
4icial Use Onlv
Risk Mana er
type
Limits
Other Req.
CITY OF LAKE ELSINORE
PARADE
APPLICATION 8 PERMIT
--------------------------------- APPLICATION
official Use Onlv
Processing ee
Amount
Date PT�
Receipt�
A. APP ICANT
Applicant /Oranization: LAKE ELSINORE VALLEY CHAMBER OF COMMERCE
Agent /Contact: R. W. O'Nela, Parade Chairman
Address: 132 W. Graham Ave. Lake Elsinore CA 92530
Telephone: 674 -2577 or 674 -1531
B. PROPOSED PARADE DESCRIPTION
1. Parade Route (Attach Map)
Line up on Lindsey, Poe, Langstaff S Spring. proceed on
Heald to Spring St., Spring Street to Franklin, Franklin
to Main St., Main St. to Graham Ave. Return on Graham Ave.
to Lake Community Center, turn on Langstaff and disburse.
2. Staging Area Location:
LAKE COMMUNITY CENTER, CORNER OF GRAHAM & LANGSTAFF
3. Staging to Begin. 7:30 AM start Check -in. Equestrian judging
begins at 8:00 AM. Division start lining up between 8:45
and 9:00 AM. Dignitaries will start arriving at the Center
around 9 to 9:30 AM
4. Parade Start Time: 10:00 AM Date: May 29 1993
5. Number of Units or Platoons:
100 — 110 Approximately
6. Number of Individual Participants:
Depending on number of youth groups coule be from 600 to
1,000 individuals.
7. Number and Type of Vehicles:
Floats, Antiques cars, Classic,, Restored, VIP cars,
Stage Coach and possibly other horse drain vehicles
8. Signs, Banners
and Other
Carried
Displays:
CHAMBER OF
COMMERCE
SIGN,
GRAND MARSHAL, PARADE MAARSHAL,
DIVISION I,
II, AND
III.
9. Approximate Lengthh of Parade.
One Hour to One and one —half hours depending on number
of units.
10. Disbanding Area. LAKE COMMUNITY CENTER
11.
12
AWARDS WILL BE GIVEN OUT AT THAT LOCATION ABOUT ONE -HALF
HOUR AFTER THE PARADE HAS DISBANDED. AWARDS USUALLY TAKE
ABOUT 45 MINUTES.
Disbanding Time: BETWEEN 11:30 AND NOON.
Parade Support Staff Proposed (supplied by applicant):
Traffic Control: Marine Recruits, Explorer Scouts and
Sheriff personnel as dictated by Capt. Daniel.
Parade Flow Monitors: Not definite at this time but viii
probably Century 21 Personnel.
Administrators /Coordinators: L.B.V. CHAMBER OF COMMERCE
AS PER ATTACHED LIST OF COMMITTEES.
parade -2.app
city
fficial Use Only
Insurance Reqmts Met
CITY Of LAKE ELSINORE
PARADE
APPLICATION & PERMIT
f' a1 Use only
Administration fee
Amount
Date PT —
Receipt q
L—Date nitia s
PERMIT -------------------------
A. APPROVED PARADE DESCRIPTION
The parade route, staging area, staging time, start time, components and
applicant provided support staff and materials shall be as set forth in
the application except as provided below and on any attached supplementary
requirements.
AM. Ecruestrian Judcri the iot at Langstaff
ara - - - - - - - Rrevious
B. SUPPORT TO BE PROVIDED BY APPLICANT
The applicant shall be responsible for providing staff support for the
event as follows:
Committee list �F �1 °� _.
C. PSU PORT TO RE PROVIDED MY CITY
The City (and /or its Police Authority) shall provide, at the sole cost to
the applicant, the following event support.
Placina of Detour b No Parking Signs, place barricades on corners,
tables and chairs for Center, Judging Stand on Bain Street and a
small bleacher for Bevieving Stand across Graham Ave from the Center.
We will make arrangements for Sheriff personnel directly with Capt.
Daniel City staff to oven and close Community Center
Pr+C>�
D- CONDITIONS OF APPROVAL
I. The maximum speed for any unit in the parade shall be
FIVE (5) MILES PER HOUR
2. The amplification of sound permitted to be emitted from sound trucks
or bull horns is to be fixed at a decided level subject to approval
by the City and shall not be variable.
3. The parade must move at a fixed rate of speed without any willful
delay or willful stopping of such parade, except when reasonably
required for the safe and orderly conduct of the parade.
4. The permittee will advise all participants in the parade, either
orally or by written notice, of the terms and conditions of this
permit prior to the commencement of such parade.
E. FEES
The Application processing fee previously paid is $200.00
The Advance deposit to cover event administration
support efforts by the City due at least five (5)
days prior to the event is . . . . . . . . . . , $1,000.00
Within thirty (30) days from the date of the event an accounting shall be
made of said administrative costs and a refund or billing will be sent to
the applicant.
F. INSURANCE REQUIREMENTS
The applicant shall provide to the City, at least
five (5) days prior to the event, proof of insur-
ance in a form consistent with the attached
Certificate for Liability Insurance Coverage
with coverage in excess of . . . . . . . . . .. .
In addition, said Certificate shall provide for
$1,000,000.00
the following: coverage for City, County, Chamber of Commerce
parade -3.app
PARADE COMMITTEE BREAKDOWN
Parade Date:
COMMITTEE CHAIRMAN COMMITTEE MEMBER
BARRICADES
CHECK IN
JUDGING
CAR SIGNS
QUIET ZONE
STEP OFF
SPEARHEAD
DIVISION I
DIVISION II
EJ
DIVISION III
COMMUNICATIONS
CROWD CONTROL
DIGNITARY HOSTING
PUBLICITY
JUDGING STAND
BANNNERS
PARADE MONITORS
AWARDS CHAIRMAN
ANNOUNCERS
37-
PARADE COMMITTEE BREAKDOWN
C STAGING AREA
C of C LIAISON
PARADE CHAIRMAN - Hilda Barnhart
PARADE CO- CHAIRMAN -
-------------- -- - -- - -- _
------------------------------
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----- - sxasaaxas�
PARADE COMMITTEE MEETINGS
ORGANIZATIONAL
MEETING
September
15
Tuesday
September
29
Tuesday
October
6
Tuesday
October
20
Tuesday
November
3
Tuesday
November
10
r' Tuesday
l
November
17
Tuesday
November
24
Tuesday
December
1
Friday
WRAPUP
December
4
EACH CHAIRMAN MAY APPOINT HIS /HER COMMITTEE MEMBERS OR ASK FOR SUGGESTIONS
FROM PARADE CHAIRMAN.
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COMMUNITY SERVICES DEPARTMENT C' Jfl�� Services
130 S. Main Street
Lake Elsinore, CA 92530 9 3
(714) 674 -3124 AIPR 6 s B93 Date Submitted
LAKE ELSINORE CAT�ON FOR USE OF FACILITIES TMENT
APPL
PLEASE READ THE CITY OF LAKE ELSINORE COMMUNITY SERVICES DEPARTMENT POLICIES FOR USE OF FACILITIES ON
REVERSE SIDE BEFORE FILLING OUT APPLICATION. (TYPE OR USE BLACK INK ONLY)
APPLICATION IS NOT APPROVED UNTIL SIGNED BY THE DIRECTOR.
DAY AND DATE OF ACTIVITY:
NAME OF FACILITY:
do & �id�narxing area
AUDITORIUM: X MEETING ROOM: KITCHEN: OTHER:.zsU--_ ---- -M
SET -UP TIME: 21_ AM STARTING TIME: a'ng AM ENDING TIME:
r Parade & °Minn ac9a rAc
PURPOSE FOR WHICH FACILITY WILL BE USED: S taQina area f0
ESTIMATED ATTENDANCE: 1(1(1-1_50 ADMISSION CHARGE: YES: _- NO:-.X- AMOUNT: j
TO BE PROVIDED BY CITY: (IF AVAILABLE) NUMBER OF TABLES 4 NUMBEROFCHAIRS 20
We are also requesting 3 tables & 12 chairs for the Judging Stand on Main Street.
WILL ALCOHOL BE CONSUMED IN THE FACILITY? YES:— NO: Y FREE:— CHARGE: S
NO SMOKING AT ANY TIME W ITHIN THE FACILITY (EXCEPT IN DESIGNATED AREAS)
ORGANIZATION REDUESTING FACILITY: T LTtF FT S -
-•
PERSON PHYSICALLY IN CHARGE OF FUNCTION: R . W - O'Neal HOME PHONE: 678-1353
ADDRESS:
--E-0. 0. Box 776 Wildomar, CA WORKPHONE:674 -1531
APPLICANT. FOR HE /SHE AND THE ABOVE ORGANIZATION AND ALL MEMBERS THEREOF, AGREES TO ABIDE BY THE POLICIES
AND PROCEDURES STATED ON T Li ATIO
APPLICANT'S SIGNATURE:
DATE: a..ri T R' 1923
PRINT NAME:
RT rh rA T* ()I Now T T F V Chamber of CwwrOBOME PHONE: 674 -2577
ADDRESS: 139 Wact Gr '
_ _ V15171110ra. rA WORK PHONE: 674_2577
W YIIYINIIIYdY111W1YY1Y1tl1Y11pppYXYpppYYYIIOYpppppplWppWININIp W IpIpp111Y�pY11pI1pW11Y1NYp111p1YIppBN1YlY1M W IM��Iplllpp
SPACE BELOW IS FOR DEPARTMENT USE
FACILITY RENTAL FEE:
MEETING ROOM:
KITCHEN:
EXTRA SUPERVISION /CUSTODIAL TIME:
FACILITY CLEANING FEES (NON - REFUNDABLE):
DAMAGE DEPOSIT (REFUNDABLE):
TOTAL FEES AND DEPOSITS:
....._......._ ................................_...... ....._.....__................_.
AUTHORIZED BY:
APPROVED: DENIED:
DEPOSIT PAID: $ DATE:
REASON:
INSURANCE: YES:_ NO:_— AMOUNT
S �A MRS @ $ XS Od /HR
NRS @ $ /HR
I+RS @ $ /HR
SRS @ S 10- Dr.? /HR
$ NBC
j S-r. c7o
j 50. a®
j= lay 00
BALANCE: $ DATE:
DATE:
WHITE - FILE YELLOW - PUBLIC WORKS PINK - SHERIFF GOLDENROD - APPLICANT
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