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HomeMy WebLinkAbout1992-06-09 - AGENDA REPORTS - JULY 4TH HARTLAND USA (2)AGENDA REPORT City Manager Approval Item to be presentedy: NEW BUSINESS George Caravalho DATE: June 9, 1992 SUBJECT: July 4th "Hartland, USA" Co-sponsorship Request DEPARTMENT: City Manager BACKGROUND Staff is requesting the City Manager's review of a co-sponsorship application from Custom Productions, Inc. to provide law enforcement personnel' and transportation for "Hartland, USA" 1992 July 4th Community Celebration. As per the City's co-sponsorship policy, Section II, Point H, "proposals will be reviewed by the Parks and Recreation Director, who will make a recommendation to the City Manager or designee." Gene Taylor, Custom Productions, Inc., submitted a co-sponsorship application to the Parks and Recreation Department in April 1992 to pay for law enforcement personnel and shuttle bus transportation for "Hartland, USA." This program is scheduled for Saturday, July 4, at College of the Canyons. Gates will open at 5.00 p.m. with the actual show to begin at approximately 7:00 p.m. Planned entertainment includes . a country western band, skydivers, storytelling, magicians, roving barbershop quartets, and the pyrotechnic display at dusk. There will be a charge of.$3 per person.for admission, and a per vehicle charge for parking. The goals of the event stated by Mr. Taylor include the following: 1. Produce and put on a superb local community July 4th celebration, capped by a fireworks show. 2. Provide an avenue for legitimate local non-profit organizations to realize some funding. 3. Insure full protection from public liability. 4. cover all expenses and roll over profit (if any) into next year's planning, plus some local charity distribution. Staff met with Mr. Taylor in April, along with the Sheriff's Department, to discuss specific security needs. Attached is a copy of the request from Custom Productions and the cost estimate of $3,359.71 from the Sheriff's Department to provide security. Mr. Taylor also has requested the City to provide free shuttle bus service from six sites. throughout Santa Clarita to minimize the impact of parking and traffic at the College of the Canyons site. The cost estimate for this service totals $1,980. vpo-OW- Agenda Item: O�C�D These cost estimates are based on the City's co-sponsorship _policy for non-profit organizations. This is a fee charging event. Custom Productions request for $5,340 must be reviewed by the City Manager as it does not maintain a legal non-profit status, disqualifying Mr. Taylor's request according to the co-sponsorship policy. Staff has also received several .phone calls from the Summit Homeowners Association Board expressing their concerns about the production's impact on their neighborhood. Attached is a letter addressing their concerns. You should be aware if the City chooses to fund this program and if there is any notion of negligence regarding insufficient security of the event, it will reflect unfavorably on the City, not on Custom Productions, Inc. The area surrounding College of the Canyons will be greatly impacted because the stadium only holds 10,000 participants, and similar events in the past have drawn 25,000-30,000. Those families not wanting to pay the fee will drive as close as possible to find a location to view. the show. In the past, the Summit homeowners have experienced costly damage to their property. RECOMMENDATION Custom Productions, Inc. does not meet the requirements as a non-profit agency which is necessary to comply with the co-sponsorship policy. Staff recommends not providing funds for the "Hartland, USA" July 4th Celebration as a co-sponsorship program, but per the City's co-sponsorship policy, Section II, Point I, "the City Manager shall make the final decision on whether the City will enter into a co-sponsorship agreement with the requesting organization or individual. Appeal of request denials may be made in writing to the City Council." 1. Custom Productions, Inc. Co-sponsorship Request 2. Sheriff's Department Cost Estimate for Security 3. Shuttle Service Cost Estimate 4. Letter from Valencia Summit Homeowners Association 5. Co-sponsorship Policy CB/RF:skh.2061 03i27/92 13173 S 007 277 4702 UISTR CONTROLS 02 Mr George Catvelho City Manager City of Santa Ciaritn Santa Oarita, CA 91355 May 27tb,1992 iyfi>E 1 respecdully, request an epPm=Nty to address the City Council on the night of Jane 9th. At that time, I will briefly discuss plans for the coming July 4th holiday, and will request 041 Ute city support some of the plumed activities. Spccifrwlly, I will request that the following support bo provided to enable a planned July 4th Celebration and Fireworks show to be bdd at Conejo of dao Canyons in Valencia: i.) Sberirr and now related sewrity =a may bo paid for by cite City of Santa Clarita: 2.) A btu shuttlo transportation program be act up rod available am do night of July 4th: 3.) 7be four public road& giving axes& bo the Summit devdopmentam bo laoporarily closed in the best overall. Imerests of the city, the public, and the Summit stdgbbixthood. These issues have an been dimes" In detail with members of city anlf and othas. it is imperative that we now resolve all remaining tmtstnndiog lum to comtlnue pbma for aJuly 4tb ev=L W John Drislano, COC Sammee zaile, The Signal Carl Gotdtita 4 KBET Sgt Mauer, LA Sheriff Robyn Franklyn, City of SC CUA&M 6Plefil I-*vta. + 22922 Ther& 16.0 + i>A dh CA 91355 + (i305) 297-qW Or,e7,92 09,29 E 005 257 4702 VtSTn CONTROLS 02 R t cachv�esti� - HARTLAMS USA JULY 4th SHOW SECURITY REQUIREMENTS 1.0 INTRODUCTION: This document describes the desired secrtrhy plans in support of the 1992 "HARTLAND. USA" event: the 1992 July 4th Communfry Celebration for the city of Santa Clarlts. This show Is bclng privately sponsored by Custom Noductions, and will be bold at the College of the Canyons Gita is the City of Santa Clarita. Additional descriptive information, and R complete plan summary may M fruind in other documents, available upon request. I have requested financial support from the City of Santa Clarita sufficient to pay for all required law enl'oreement persomtel and other security related expenses. An estimate of the total cost of these expenses can be arrived at by the evaluation of this document, which outlines what I Consider to be a reasonably prudent security force. The manpower estimates detailed here were arrived at through an evaluation of results from previous years showsjoint discussions with city. COC. and sheriff personnel, and consideration of ocw security -related requests by the Summit and folie.. 20 DESIRED SECURITY SUPPORT: The scat of this ducwticm is divWcd up lour the Wlluwing ac411w3; Uniformed Sheriff Off ices Explorer Smuts Taupur ry Feudal Other security measured Command Post 3.0 UNIFORMED SHE,RIEEOFFICERS The minimum requirement is for a total of approximately 12 uniformed officers to be involved in this event: I believe that they should be distributed as f01I0W . 3.1- COC A total of 6 uniformed officers will concentrate on COC:: 2 Officers sumioned In the area of the Sete and carance where tickets arc being sold, and all event- auendees are incoming. These officer would provide immediate security for uses where money is changing bands, ootid would lend the required image of force to insure compliance with no - booze regulations and watches when appsopriatc. These officers should also be cognizant and experienced in the recognition of gang symbols, etc, to help prevent incidents later on in the evening. 2 Officers assigned to'wandee the stadium grounds. These officers would be particularly alert to help prevent and tenet m any of the fnllnwinj arsivitiM. Use of illegal fireworks Gang activity Consumption of alcoholic beverages Other issues similarly related to events of this typo 2 f)fficen axsignet! m "wander" thrmighrnr the. rest of the COC administrative and classroom areas. These officers would concenum on Insuring the ptatttion of the public and protection of COC property. 01.07,92 00.70 a gas 737 1792 UISTn Ce HTRoLs 0+ 31- SURROUNDING HILLS AND LAND OWNED BY NHL&F A total of 2 uniformed officers will concentrate on NHW-. 2 Officers, equipped with, and constantly riding about in a 4•whecl drive typo of patrol vehicle, aro assigned to cove about the NSLAF property surrounding COC. Their primary function will be to cite and proven the citizenry from driving similar 4•whccl vehicles into the hilly area& around COC. Their additional function will be to discourage tndividuab and(7r families on foot from using there area to view the fireworks &bow. 33 - SUMMIT AND PUBLIC 3TREE73 A total of 4 uniformed officers will concentrate on the Summit and other areas; 2 Officers, possibly on horse patrol. should be assi¢acd to Rockwell Canyon, Their atrav of responsibility for public security and protection will include the Summit hillside, Rockwell Cyn parking lots, and the l&rge grassy knoll near by the pbysical educ Boars building as COC. This areas will serve as a secondary location for public access and will have ticket selling locations. 666 well at sono vendor Activity. 2 Officers, also on horse p&trni, will he msigned to Valencia Blvd. Their arem of responsibility will W- luck the hillsides along Valencia Blvd, sad the nearby COC parking lots. This taut of officers will also provide additional visible security for the main gate area, and will do assist in the prevention of public ataxas in the hilly area between COr Rel highway S by monitoring the arca near the real-estate once. 4.0 EXPLORER SCO TC• The LA County Sbertfl Department Explorer Scout face has provided invaluable security assistance In the past Their support for this ovcat is requested. If they an; avaMbie, no less than 20 Scouts aro "nested. and they should be assigned roughly as follows: 4.1 • ROCKWELL CANYON AREA A total of 6 Explorer Scouts will provide Security support to the Fireworks Crew and 6trasty boob area 2 Scouts will be stationed to provide visible security assistance at the ticket booth and vendor arca on the Rockwell Cyn side of COC (this is the "grassy knoll' arca). 2 Smuts will be assigned to insure security of the fireworks actembly arra (the upper RxAbell field). They will &dw ntakutain sawity of the wWo faalluut atria, and inure that no public =xas whatsoever be allowed to the entire upper football field 2 AWILlonai Scouts will provide security by roamlug about this entire area. Their concern &hall be primarily to be alert to, and head off any possible problems 43 COUGAR STADIUM AREA A total of 6 EAplota Saxauts will provWe accurity support to the Stadium arra 2 Scouts will be stationed to provide visible security assistance at the ticket booth and vendor area within the Stadium. 4 Additional Scouts will provide security by roaming about thla entire area. Ther amocan shall be primarily to he alen to. and head arf any pnaihle. problems. This team of 4 Scouts will also be particularly flat to assist leu maintaining the Security of the stage and platform arra, ad also the visitor stand area. which will be used for part of the fireworks show. 01+07,92 09130 a 205 257 1722 wzsrn COHTR04S 01 43 COC CAMPUS ARTA An additional 4 to g Explorer Scouts will provide security support to the COr campus area. These teairtc Of Scouts will Cover the entire inns COC campus arca. and will also provide a visible security force in the two baseball fields if and as appropriate. 2 Senuot will enncentraw on the far southern eatrance areas of COC to prevent unauMo iW public AL=$. 2 Scouts will provide security in the 'buffer tam' area between the 'grassy knoll' and the atadipm. softball and baseball fields. 2 Scouts will roam througbout the two baseball field areas if and as the public gains access to those areas as allowed by COC_ 2 Scouts will primarily be concerned with security support and assistance in the areas at the Dear of the stadium stands, the immediate hillside arras; and all up and down the far west mut. 6.0 TEMPORARY FENCING: Several lengths of temporary fencing will be installed to assist in maintaining security for the complete site and bordering areas. Approximately 2000 feu of temporary fencing will be used to protea the western 6" of the Summit Homeowners Association along Rockwell Canyon Road. An additional 506 to 1000 feet of fencing will be installed along the East road at COC to allow controlled access to she 'grassy knoll" area near the Ptf building. Andy Gump Im a locally owned and operated corporation. bas been contracted to install this fencing, at an approaimm cost of $1.00 per foot. Q.0 OTHER SECURITY MEASURES: In &Witihm w tie aecurity uteasutcs outlined abuvr, utter suppuatiug au utity fuaces will be organieed and used in a cooperative manner. Specifically, the local COC security force will provide additional security for the COC aro, and several ether COC organizations have expressed an interest in providing fur certain odw spetifw security measures, such as vchiclo patting mausgcutert4 gate and entrance monitoring plus ticket -taking, stadium track protection, etc. 7.0 COMMAND POST: A command post for coordination of all aecurity-related issues will be established on the day of the event. It' ill likely be. at the tap of one of the school buildings $.0 SUMMARY This document outlines the recommended security measures needed to safely organize the 1992 'IfARTLAND,USA' July 4th event and show. It does not repn=L the minimum passible atrsptable sceutity mwurC$, not does it represent the ideally desired security force. Ibowever, I believe that it represents a reasonable compromise, bused an past successful similar events. and it can be achieved with eooperallon among all the gtuups and Individuals cooceraod. For questions or comments. please contact W Ocoe Taylor of Custom Productions at any of the numbers shown below: (805) 297.21139 (ROS) 297-7976 (RIBS) 257.44.90 761561H26A . 2H.A0g2A Lanai . COUNTY OF LOS ANGELES �w� a SHERIFF'S DEPARTMENT DATE April 24, 1992 OFFICE CORRESPONDENCE ' FILE NO. FROM: James I. Maurer, Sergeant TO: Jean L. Hindman Santa Clarita Valley Station Recreation Coordinator Recreation and Parks City of Santa Clarita SUBJECT. July 4, 1992 Fireworks After meeting with the Organizer, it was decided that this event would require two (2) Supervisors and eleven (11) Deputies. The cost will be $2,959.71.- We will be using ten (10) Explorers at no cost, but Sergeant Bob Warford (Explorer Advisor), said a $400.00 donation to the Santa Clarita Explorer Post would be appreciated. JM/sks R-Hac.lwv�-P-A .3 CITY OF SANTA CLARITA INTEROFFICE MEMORANDUM TO: Robyn F, Recreation Supervisor FROM: Mike Pri rsportation Manager DATE: May 12, 1992 SUBJECT: SHUTTLE SERVICE FOR JULY 4 DISPLAY The following is a price breakdown of shuttle serfice for the July 4 fireworks display. Costs are based on service from 4:00 p.m. to 12:00 a.m. with 30 minutes before and after for travel time. It should also be noted that the charge from our transit contractor goes up after 8 hours from $35.00/ hr. to $50.00/hr. Hourly Rate $ 35.00 Buses x 6 Subtotal' $210.00 Hours x 8 Subtotal? $1,680.00 Hourly Rate $ 50.00 Buses x 6 Subtotal; $ 300.00 Hours x 1 Subtotal' $ . 300.00 Subtotal? 1,680. Total $1,980.00 V 0 naa Summit HOMEOWNERS ASSOCIATION P.O. BOX.55248 VALENCIA, CALIFORNIA 91385 May 14, 1992 Ms. Robyn Franklin City of Santa Clarita Department of Parks and Recreation 23920 Valencia Boulevard, #120 Valencia, California 91355 Dear Robyn: It was a pleasure talking with you yesterday. As I mentioned the Valencia Summit Homeowners Association Board of Directors has some concerns with regard'to the proposed 4th of July fireworks show to be held at the College of;the Canyons. The following are the major areas of concern: 1. The COC stadium will hold 9,000 people at best. Where will the overflow go? 2. The stadium is -surrounded by hills on three sides. No one will be allowed in the hills due to the fire danger. The Summit slopes which are directly across Rockwell Canyon from COC will offer the best viewing spots. 3. The Fire and Sheriff personnel will be very busy. Parking on the streets within the Summit will not be a priority. 4. The Summit will only support the fireworks show if the following criteria is met: a. all entrance streets to the Summit are to be closed by the Sheriffs Department. b. show management will provide a temporary fence that. will run from Valencia Boulevard to Summit Place to protect the Summit.slopes.and irrigation system. C. show management will provide 5 uniformed guards to patrol the fence along Rockwell Canyon to insure that no one accesses the slopes. 2. While we understand that the City of Santa Clarita does not issue a permit for this event, we are aware that Mr. Taylor has approached the City to obtain sponsorship monies. Although the Summit Homeowners Association is the most immediate neighbor to be impacted by the fireworks show, we believe some of our concerns are areawide concerns, particularly the abilities of the fire and sheriff departments to respond to emergency situations in the area during the show. As such, the City should consider Mr. Taylor's request carefully before granting him monies. If you have any further questions.I can be reached at 295-8494, Ext. 202. Thank you again for taking the time to speak with me on Wednesday and for your consideration of our concerns. Sincerely, VALENCIA SUMMIT HOMEOWNERS ASSOCIATION OdL,(-c4---`�-WQ4 Jeanne Waal Association Management for The Board of Directors cc: Valencia Summit Board of Directors CITY OF SANTA CLARITA NUMBER II-13 SUBJECT POLICY/PROCEDURE ORIGINAL ISSUE EFFECTIVE City Co -Sponsorship Program t.unntM I :JSUE EFFECTIVE CATEGORY SUPERCEDES 8/28/90 Administration STANDARD MANAGEMENT PROCEDURE I. PURPOSE: The purpose of this policy is to establish a procedure and assign responsibility for City sponsorship of special events. II. OLICY: A. City co-sponsorship is available for special events which, in the judgment of the City of Santa Clarita, meet the City's objectives and/or provide a valuable service or resource to the community and its residents. Co-sponsorship generally implies the shared responsibility between those parties entering into a co-sponsorship agreement. Program content, liability, promotions and supervision are shared by the co -sponsoring parties. An individual agreement .for each co-sponsorship will be developed which shall specify th_e details of the agreement between the co -sponsoring parties. Co-sponsored programs and events must agree to abide by the policies, rules and regulations of the City of Santa Clarita. S. Co-sponsored events and services must be in compliance with of the Civil Rights Act of 1964, wherein the community service organization agrees that during the use of, City facilities, they will not exclude anyone from participating in or deny anyone of the benefits of the program or otherwise subject anyone to discrimination because of the person's sex, race, color or national origin. Events and services must not be -of a political or religious nature, nor shall. proceeds from the event go toward political or religious purposes. C. Requests for co-sponsorship of major special events must be submitted a minimum of four months prior to the event, or by a deadline as determined by the, City. The request' for co-sponsorship shall include a .cost estimate showing a breakdown of associated costs of the event, including traffic control and crowd control services to be provided by the Sheriff's Department and/or private security companies. D. All City expenses must be paid out of the event's revenue or by the applicant, unless otherwise. specifically agreed to by the City Council. Such expenses may include, but are not limited to, labor, portable toilets, mass mailings, security, traffic control, sound systems, special lighting, publicity, insurance, etc. Provisions for such items shall be included in the detailed cost estimate for the event or service, and will be discussed at the pre -planning meetings for the event. The written co-sponsorship agreement for the event or service shall specify how these costs will be paid and at what date. E. Annual events which request ongoing consideration for co-sponsorship from the City and provide continuing benefit to the community in the form of services, resources, social or recreational activities, should submit their request for the upcoming year's funding no later than November 15 for activities, services or events which are proposed for the upcoming fiscal year July 1 through June 30. F. All advertising and publicity must be approved by the City Manager (or designee), and must include credit for sponsorship by,the City of Santa Clarita. G. The co -sponsoring organization must provide a $1 million comprehensive liability insurance policy with the City of Santa Clarita, its agents, officers and employees named as additional insureds. This policy is for any liability arising out of the co -sponsoring organization's negligence. The co -sponsoring. organization must agree to hold the City and its appointed and elected officers, agents and employees free and harmless from any claims, demands or judgments arising out of the activity. Further, the co -sponsoring organization must promise to protect and defend the City from any action arising from the activity. S. Co-sponsorship of an event can be initiated by contacting the Parks and Recreation Department. Any organization or individual desiring co-sponsorship must submit a co-sponsorship application to the Parks and Recreation Department. The application must include a summary of the organization, contact person, description of the. event and other information. Proposals will be reviewed by the Director, who will make recommendations to the City Manager or designee. I. The City Manager shall make the final decision on whether the City will enter into a co-sponsorship agreement with the requesting organization or individual. If approved, the City staff. will meet with the co -sponsoring organization to help coordinate the event. This includes follow-up meetings, scheduling permits and arrangements. for City facilities and/or use of City streets. Appeal of request denials may be made in writing to.the City Council. J• $40,000 shall be included in the 1991/92 Fiscal Year Budget for the sponsorship of community special events. This amount shall be adjusted annually to reflect changes in the C.P.I. The City Manager shall recommend the amount .to be allocated for each City co-sponsored event. Proposals for co-sponsorship will be reviewed and assigned a score based on the following criteria. Benefits the community 1 - 20 pts. °Meets social/human service needs 1 - 20 pts. Provides recreation activities 1 - 10 pts. Past attendance 1 - 10 pts. Benefits low & moderate income residents 1 - 20 pts. Non-profit activity 1 - 20 pts. Supplements or replaces a City program or service 1 - 10 pts. MAX. 100 PTS. K. Criteria for the provision of .City funds to pay for co-sponsored event or service costs will be based on the services, benefits and/or money generated by the. activities which benefits the City of Santa Clarita and its residents. Profit-making events and services shall not be eligible for City co-sponsorship, unless they provide significant revenue and/or service benefits to the City of Santa Clarita and its residents. L. Each event or activity shall be evaluated by the co -sponsoring organization and the City after its conclusion. A detailed expenditure report shall be submitted to the City prior to submittal of the next year's funding request. Exceptions to this policy shall be authorized only by the City Manager. IV. " AUTHORITY: Issued by order of the City Manager. CITY OF SANTA CLARITA SPECIAL USE/EVENT.FLOV-CHART: Prior Event Time Required 5 months APPLICANT PICKS UP SPECIAL EVENT CO-SPONSORSHIP APPLICATION - Special Event Policy & Procedures Manual and Application ..(Vhite copy) -"Application for use of public streets for parade (Pink copy) - Application for use of public parks (Green copy) 4 months APPLICANT RETURNS SPECIAL EVENT CO-SPONSORSHIP APPLICATION - To be sent to Director of Parks and Recreation 4 months COPY OF APPLICATION SENT TO APPROPRIATE CITY DEPARTMENTS AND COUNTY AGENCIES Opportunity to list objections/concerns 3 1/2 months `'DIRECTOR OF PARKS AND RECREATIONS DRAWS IIP ROUGH AGREEMENT - Includes local rules/regulations - List of required actions/responsibilities 3 months MEETING BETWEEN APPLICANT AND DIRECTOR, PARKS AND RECREATION DEPARTMENT --Discussion of rough agreement 3 months ROUGH AGREEMENT COPIED'TO DEPARTMENTS INVOLVED 2 1/2 months MEETING BETWEEN APPLICANT AND DEPARTMENT REPRESENTATIVES - Information exchanged - Due dates/times established for fees, refundable deposits/insurance - Fees established 1 month PRE -EVENT CHECK LIST MEETING - Review agreed upon commitments - Final acceptance of deposits/insurance 1 week - On-site pre -event -walk through 0 days * * * SPECIAL EVENT * * * 1 week POST EVENT EVALUATION MEETING 1989-90 C0 -SPONSORED COMMUNITY EVENTS July 4th Parade July 4th 5K Run July 4th Fireworks Frontier Days Parade $ 8,000 (included in parade) $10,000 $ 4,400 Country Fair S 7,600 TOTAL $30,000 CONTINGENCY $10,000 0 RECOMMENDED FUNDING LEVEL $40,000 FOR 1990/91 CULTURAL ARTS Carmen (Guarantee was not required by Arts Council. . Performance fee paid by ticket sales.) $15,000 Santa Clarita Valley Arts Council Operating Grant S 5,000 TOTAL $20,000