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HomeMy WebLinkAbout01-Parks and Recreation CIlC OF SAN BERNARDCO - REQUO FOR COUNCIL AC'..~N From: Annie F. Ramos, Director Subject: AUTHORIZATION TO UTILIZE CITY FORCES AND EQUIPt1ENT TO CLOSE PORTIONS OF 7TH AND VICTORIA STREETS AND TO WAIVE THE COSTS INCURRED RELATIVE TO ASSISTING INLAND EMPIRE HISPANIC CHAMBER OF COMMERCE WITH THE CHICO DE MAYO FIESTA AT LA PLAZA PARK. Jfd. /1 Dept: Parks, Recreation & Community Services Date: Ma rch 29, 1989 Synopsis of Previous Council action: None. (:<5 :::0 (,.0 m 4;,,:;) C"> ". 0 .'" =-> t 3>0 N 0 X ..u :x :!C <H 0 .." ..,.. :'" w Recommended motion: 1. That utilization of City crews and equipment and City Police personnel for assistinq the Inland Empire Hispanic Chamber of Commerce in their Cinco de Mayo Fiesta at La Plaza Park be authorized. 2. That the expenses incurred by the use of City forces and equipment and Police Department personnel in providing assistance to the Inland Empire Hispanic Chamber of Commerce for the Cinco de Mayo Fiesta at La Plaza Park be waived. 3. That the closing of portions of 7th Street on the north sideof La Plaza Park and Victoria Street on the south side from 8:00 AM on May 4, 1989 to 8:00 At, on t1ay 8, 1989 so that the streets may be used in conjunction with the I nd Empire Hispanic Chamber of Commerce Cinco de Mayo Fiesta be approved. /' J ,? Copy to: PF?liCeD Dept. Public Bldg. { "-to 1 re, ept. . Si' nature PubllC Servlces Dept. 9 Contact penon: Anni e F. Ramos, Di rector Phone: 5030 Supporting data attached: Staff Report & Facil ity Use Permit Ward: 1 FUNDING REQUIREMENTS: Amount: Sourca: (ACCT. NO.) (ACCT. DESCRIPTION) Finance: Council Notel: ......111:" Agenda Item No, (() 'CIQ OF SAN BEANAADCo - AEQUlC)r FOR COUNCIL AC\...ON AUTHORIZATION TO UTILIZE CITY FORCES AND EQUIPMENT TO CLOSE PORTIONS OF STAFF REPORT 7TH AND VICTORIA STREETS AND TO WAIVE THE COSTS INCURRED RELATIVE TO ASSISTING INLAND IMPIRE HISPANIC CHAMBER OF COMMERCE WITH THE CINCO DE MAYO FIESTA AT LA PLAZA PARK. The Inland Empire Hispanic Chamber of Commerce has requested the use of La Plaza Park for their annual Cinco de Mayo Fiesta. La Plaza Park is located on Mt. Vernon Avenue between 7th and Victoria Streets. In addition, the Chamber has requested the closure of the portions of 7th and Victoria Streets which are directly adjacent to the park so that the festivity activities may be expanded into the street area thus providing more space for the expected large crowds. The Chamber estimates that approximately 60,000 local area citizens attended the 3 day fiesta in 1988. The use of La Plaza Park requires that equipment such as picnic tables, trash cans, bleachers, electrical hook-ups for the booths, barricades and other various related items be added to the park. All this requires the use of City forces. In addition, crowd and traffic control during the festivities requires additional man hours for the Police Department. The costs are: Fees $ 705 Additional costs not listed in fee schedule 6,908 TOTAL $7,613 The Chamber has requested that the costs incurred by the City for assisting in the celebration be waived. The Chamber has been sponsoring this event for many years and the City has assisted during all such events. This activity has been extremely successful and beneficial in promoting Hispanic history and culture in our City. The benefits of the event for all City inhabitants are such that, as in previous years, and in other previously approved activities, the costs incurred would be waived. A meeting was held with representatives of Police, Fire, Public Services and Parks, Recreation and Community Services Department, and with a Chamber representative to discuss the Chamber requests. Each item was discussed and dates and times set for each of the departments and the Chamber to complete their tasks relative to the event. A copy of the Application/Permit to Use Public Park or Recreation Facility with Special Conditions of Permit outlining City and Chamber responsibilities is attached. Also attached is a copy of the Chamber's letter. It is our recommendation that the Chamber's requests be approved with the conditions set forth in the Application/ Permit. March 29, 1989 75-0264 The the and Pro Treasurer for ANASTACIO "TATY" LOZADA .. r I. " PresIdent ALFREDO GONZALEZ VICf' PfEsdt.:"lr MINA ROMERO St-CfPtary GEORGE AGUILAR Pro Secreta'y JOSIE ZERMENO Treasure. FRANSICO NAVARETTE Directors DR JORGE ZARAGOZA CARMELO "CHICO' SOlO ART NUNEZ JOHN RODRIGUEZ F~,T'-!E1=' r,~t::-:: / fYir;xuw CIIO/NbCr q/' (/mll/lu/'C'-e REC'O.-l<OMIN. OFF. " 1989 APR 18 p", 3: 53 Hon. Evlyn Wilcox, Mayor/Common Council City Hall 300 Horth D street San Bernardino, Ca 92401 Dear Mayor and Council: Inland Empire Hispanic Chamber of Commerce requests use of the Placita Park located at the Seventh St. Mt Vernon Ave. On May 5, 6 and 7th, 1989. This is our annual Cinco De Mayo celebration. We are also requesting permission for the sale of beer. It is also imperative that we provide for the closure of 7th and Victoria Streets at the Eastside of Mt Vernon to the end of the park beginning on Friday May 5th at noon till rlonday morning May 8th at noon. We will also be hav- ing the Cinco De Mayo Parade on May 6, 1989 from 11:00 a.m. to 1:00 p.m. We are requesting a waiver on permits and fees. The following are the activities to be held during the fiesta. CARNIVAL ACTIVITY Fri: 12 p.m. to 11 p.m. 8at: 10 p.m. to 11 p.m. Sun: 10 a.m. to 10 p.m. ENTERTAINMENT ACTIVITY Fri: Sat: Sun: 5 p. m. to 11 p. m. to 12 pm. to 10 p.m. 11 p.m. 10 p.m. Booth Activity Beer and Food Fri: Sat: Sun: 12 p.m.to 10 a.m.to 10 a.m.to 11 p.m. 11 p.m. 11 p.m. IN ADDITION WE ARE REQUESTING ONE HALF TRUCK lOAD OF PALM 972 N, r,10lJnt Vernon A','enue . San Bernardino, CA 92411 . (714) 888-2188 , \.., Presldem ALFREDO GONZALEZ ~..,.:(- Pres ~,": rJ.i~M ROr;,'ERO Sf:~'C;'. GEORGE AGUILAR p,(. Sf';'I;~a',' JOSIE ZERMENO TreasurE" FRANSICO NAVARETTE 6hO/lllxr /!! (/mll/lu/yX Leaves to decorate the booths. A large Bin to be located behind the carwash at 641 ~. Ht Vernon.. Including twenty trash canS and picnic tables and twelve bleachers for the event. We would as before hire our own personnel to keep the restrooms clean and well supplied. We will need the key to the panel on the south side of the park for the booth facilities. Dept Heads to keep them :~;;;;~cto "TATV' LOZADAWe will continue meeting with all informed on all progress. Direcrors DR JORGE ZARAGOZA CARMELO "CHICO" soro ART NUNEZ JOHN RODRIGUEZ r:-"':E~" ".'-: We are looking forward for your continuing cooperation and assistance in making this celebration for the entire San Bernardino area. All of us working together to bring pride and joy to our great city. Should you have any questions regarding 'he above mentioned requests, please call me at (714) 8852065. Sin~ r:..~~. Zuel Morales Fiesta Chairman CC: Ann Ramos, Director Parks and Recreation Chief Burnett, Police Dept Chief Gerald Newcomb, Fire Dept Manuel Moreno, Supervisor, St. Dept 972 N Mount Vernon AJenue . San Bernardli1o, CA 92411 . (714) BBB-21BB ~,....\ /"'"'' PARKS, REVATION AND COMMU,,-,", SERVICES APPLlCATION/PERMIT TO USE PUBLIC PARK OR RECREATION FACILITY Name of organization: Date: March 29. 1989 Inland Empire Hispanic Chamber of Commerce La Plaza Park Cinco de Mavo Celebration Facility desired: Nature of activity: Date of activity: Mav 5. 6. 7. 1989 Timeohctlvity: 10'00 AM/Illho 11'00 _/PM (3 day period) Estimate attendance: 60.000 Is activity open to public? ves Admluion Fea/Collactlon: (See Attachments - Special conditions Will activity require use or display of vehicles, equipment, signs, city personnel? &! I!ttl!r) If yes, describe in detail: Carnival Rides. Food Booths. Entl!rtainmpnt. Will sound amplification or public addreu system be used? Yps ISection 12.80.130, City Municipal Code applies) Time of day amplifier Is to be used:...1.Q.. AMIPM to11-AM/PM Applicant hereby acknowledges that he/she has read, understands, end will comply with all provisions of Chapter 12.80. Municipal Code, City of San Bernardino, Colifornia pertaining to use of Park and Recreation facilities." Applicant hereby assumes all responsibility to leave areas in a neat and clean condition. Applicant agroas to hold harmless and indemnify the City of San Bernardino, Colifornia. from any and all liability for injury to persons or property occurring IS a result of this activity and agreas to be liable to Mid City for any and all damage to any park, facility, building, pool, aquipment. end furniture owned or controlled by City, which resulu from the activity or permittee or is caused by any participant in Mid activity. "NOTE: This permit Is subject to cancellation by any Pollee Officer who determines vloletlon of any provision of the City Municipal Code. CLEANING DEPOSIT: If are./facility is not left In clean condition, the depoSit shall be forfeited. KEY DEPOSIT: Keys shall be returned within two (2) working days after the event for which the key Is) is Issued. If key (sl is not returned promptly, the deposit shall be forfeited. Manuel Morales. Fiesta Chairman Printed Neme of Applicant 972 N. Mt. Vernon Avenue AVAILABLE_YES _NO SPECIAL CONDITIONS APPLY _ YES_NO FEES/DEPOSIT IS) REQUIRED_ YES _NO FEES RECEIVED BY ON RECEIPT # BY DEPOSIT ISI ~ 1 nn RECE IVED BY DEPOSIT RETURNED TO DATE D APPROVED D DISAPPROVED DATE Address San Bernardino, CA 92411 City Zip Phone Number Director, Parks, Recreation I< Community Services D,STR"\JT'DN, WHITE: APPLICANT PINK: POLICE DEPT. GREEN: FACILITY GOLDENROD, DEPOSIT FILE CANARY, FILE Signature of Applicant c r '- ,e"" -..., '-' SPECIAL CONDITIONS OF PERMIT As part of the Public Park Use Permit, the following represents an understanding between the City of San Bernardino, hereinafter referred to as City, and the Inland Empire Hispanic Chamber of Commerce, hereinafter referred to as Chamber, relating to the use of La Plaza Park during the Cinco de Mayo celebration from May 5, 1988 through May 7, 1989. The Chamber will begin setting up for the fiesta on May 4, 1989 and will be completing the clean-up processes on May 8, 1989. 1. The Parks, Recreation and Community Services Department will provide on Thursday morning, 8:00 AM, May 4, 1989, additional seating for 700 people, 20 additional trash cans and 20 additional picnic tables and keys to electrical panels. The Chamber shall supply the manpower for set-up and take down. A responsible representative of the Chamber shall be present at the time of delivery and shall sign the Temporary Equipment Use Receipt before items are unloaded by the Park Staff. Following the event, the Chamber shall take down and assemble the equipment and panel keys for pick up by the City. pick up shall be at 8:00 AM on Monday morning, May 8, 1989, so as to require the minimum amount of security time on the part of the Chamber. A copy of the Temporary Equipment Use Receipt, indicating the equipment returned, will be given to the representative of the Chamber at that time. Any shortages will be the responsibility of the Chamber. 2. The Chamber will provide security for the event on a 24- hour basis with a written duty schedule to be provided to the Parks, Recreation and Community Services Department not later than April 28, 1989, together with the name and telephone number of the Chamber representative responsible for security. 3. The Chamber will provide for continuous clean up during the event and will leave with the Department a $100.00 cleaning deposit not later than April 28, 1989. This deposit will be utilized to defer potential extra manpower cost which may be required if the park is not left in a clean and orderly condition. Park must be cleaned by 12:00 noon on May 8, 1989. The Area Supervisor will sign off the deposit upon satisfactory inspection of the site. (a) The city will provide trash cans and a large bin for refuse for the event. <.- r '- .-, -I (b) The 30-gallon provided Saturday, empty the Chamber agrees to provide personnel to empty capacity trash receptacles into the trash bin by the Refuse Division, prior to 1:00 PM, May 6, 1989 at which time Refuse Division will large bin. 4. During the hours of will furnish adequate control purposes. activities the Police Reserve Police Department Patrols for crowd 5. The Chamber will contact Edison and pay for all temporary electrical power. Laying of the temporary electrical lines from pole will be provided by the Electrical Division by May 3, 1989. 6. The Street Tree Division of Public Services Department will provide a one half truck load of palm fronds to decorate the booths and palm trees for the kiosko. Fronds will be delivered to the park at 8:00 AM on May 4, 1989. 7. In the event of an emergency response by city personnel as a result of the celebration, all salary costs shall be borne by the Chamber, i.e., plugged sewer lines, electrical failure, etc. 8. All necessary permits and licenses required for the various activities and events to be conducted throughout the celebration, shall be the responsibility of the Chamber to obtain 72 hours prior to the commencement of of the Festival. 9. The Chamber shall potential liability alcoholic beverages hold the City claims resulting on park premises. harmless from any from the sale of 10. Beer sales shall terminate at 10:00 PM on May 5, 6 and 7, 1989. Celebration festivities shall terminate at 11:00 PM on all three dates. 11. The carnival activities to be conducted shall be subject to the following conditions with documentation being furnished to the Parks, Recreation and Community Services Department Administration Office not later than April 28, 1989. (a) Copy of permit authorizing carnival and other outdoor entertainment. (b) Proof of Insurance. The City of San Bernardino shall be named as additional insured. (c) Design layout of rides, booths, etc. c c ~ ~ , (d) If food is to be served, certificate. proof of health (e) Copy of License permitting beer sales. (f) Copy of Environmental Health Department Itinerant Permit. 12. Chamber shall furnish to the Parks, Recreation and Community Services Department Administration Office a copy of the signed contract between the carnival Operator and the Chamber along with a copy of Carnival Insurance with City of San Bernardino named as additional insured not later than April 28, 1989. 13. Street closures adjacent to La Plaza Park have been coordinated with POlice, Fire and Public Service Departments and the Public Services Department will provide barricades for the street and parking areas at 8:00 AM on May 4, 1989. The streets to be closed are 7th Street on the north side of the park and Victoria on the south side. Fire lanes will be arranged so as to provide for access for emergency vehicles should the need arise. 14. Outdoor entertainment, i.e., food booths, game booths, entertainment rides, must be approved by the Police Department (Vice and Narcotics Division. Police Department will determine fees and issue a permit. Copies of all licenses and permits with evidence of fee payments will be furnished to Parks, Recreation and Community Servics Department by April 28, 1989.