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Home My WebLink About06-Parks and Recreation .CI'r' OF SAN BERNARD,~O - REQUPT FOR COUNCIL AC~ON . From: ANNIE F. RAMOS, DIRECTOR Dept: PARKS, RECREATION & COMMUNITY SERVICES Dete: APRIL 15, 1987 Subject: AUTHORIZATION TO UTILIZE CITY FORCES AND EQUIPMEN~ TO CLOSE PORTIONS OF 7TH & VICTORIA STREETS AND TO WAIVE THE COSTS IN- CURRED RELATIVE TO ASSISTING INLAND EMPIRE HISPANIC CHAMBER OF COMMERCE WITH THE CINCO DF MAYO FTF~TA AT IA PIA7A PARK Synopsis of Previous Council action: None . C L ( c...:_ ,~ r- ~ c r LL , u_ co ~ LL D:: Recommended motion: 1. That utilization of city crews and equipment and city police personnel for assist~ng 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 per- sonnel 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 northside of La Plaza Park and Victoria Street on the south side from 8:00 a.m. on April 30 to 8:00 a.m. on May 4, 1987 so that the streets may be used in conjunction with the Inland Impire Hispanic Chamber of Commerce Cinco de Mayo Fiesta be approved. Copies to: Police Dept. Fi re Dept. Public Services Dept. Public Building Div. ~7~~ Signature Contact person: Annie F. Ramos Phone: 5030 Supporting data attached: Staff Report and Faci 1 ity Use Permi tward: 1 FUNDING REQUIREMENTS: Amount: Source: Finance: Council Notes: ,t 75-0262 Agenda Item No. /g .Clt;' OF SAN BERNARQJO - REQU~T FOR COUNCIL A~ON AUTHORIZATION TO UTILIZE CITY FORCES AN~TAFF REPORT EQUIPMENT, TO CLOSE PORTIONS OF 7TH & . VICTORIA STREETS AND TO WAIVE THE COSTS INCURRED RELATIVE TO ASSISTING INLAND EMPIRE HISPANIC CHAMBER OF COMMERCE WITH THE CINCO DE MAYO FIESTA AT LA PLAZA PARK. APRIL 15, 1987 PAGE 2 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 adjac~nt 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 1986. 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 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 assist- ed 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 the City inhabitants are such that, as in previous years, and in other previously approved activities, the costs incurred could be waived. A meeting was held on April 14, 1987 with representatives of Police, Fire, Public Services and Parks, Recreation and Community Services Departments, 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. AFR:DTB:u attachments April 15, 1987 , 75-0264 PARKS. VEATION AND COMMOV SERVICES APPLlCATlON/PERMIT TO USE PUBLIC PARK OR RECREATION FACILITY o :Name of organization: Date: Inland Empire Hispanic Chamber of Commerce April 15, 1987 Facility desired: Nature of activity: Date of activity: April 30, May 1, 2, 3, 1987 Timeofactivity: 1n.nn AM/Mltto 11'00 ~/PM {over the 3 day period) Estimate attendance: 60 .000 Is activity open to public? ~ Admission Fee/Collection: nn Will activity require use or display of vehicles, equipment. signs, city personnel? See attached Soec i a 1 Condi t ions of Permit and letter If yes, describe in detail: Will sound amplification or pUblic address system be used? yes Time of day amplifier is to be used: -.lQ. AM/1(Nl tolLXX,/PM (Section 12.80.130. City Municipal COde applies) Applicant hereby acknowledges that he/she has read, understands, and will comply with ell provisions of Chapter 12.80, Municipal Code, City of San Bernardino, California pertaining to use of Park and Recreation facilities.* Applicant hereby assumes all responsibility to leave areas in a neat and clean condition. Applicant agrees to hold harmless and indemnify the City of San Bernardino, California, from any and all liability for injury to persons or property occurring as a result of this activity and agrees to be liable to said City tor any and all damage to any park, facility, building, pool, equipment, and furniture owned or controlled by City, which results from the activity or permittee or is caused by any participant in said activTty. *NOTE: This permit is subject to cancellation by any Police Officer who determines violation of any provision of the City Municipal Code. CLEANING DEPOSIT: If area/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 (sl is issued. If key (s)'is not returned promptly, the depOSit shall be forfeited. Elfredo Enciso. Chairman, Fiesta Committee Printed Name of Applicant Inland Empire Hispanic Chamber of Commerce 792 N. Mt. Vernon Address San Bernardino, CA 92411 888-6923 City Zip Phone Number Signature of Applicant AVAILABLE --X- YES _NO SPECIAL CONDITIONS APPLY -.L YES _ NO FEES/DEPOSIT (SI REQUIRED-*- YES _NO FEES RECEIVED BY ON RECEIPT # BY DEPOSIT (SI RECEIVED BY DEPOSIT RETURNED TO DATE o APPROVED 0 DISAPPROVED DATE Director, Parks, Recreation & Community Services DISTRIBUTION: WHITE: APPL.ICANT GREEN: FACIL.ITY CANARY: Fll..E PINK: POLICE DEPT. GOLCENROC: DEPOSIT FILE o o 0 SPECIAL CONDITIONS OF PERMIT o 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 His- panic Chamber of Commerce, hereinafter referred to as Chamber, relating to the use of La Plaza Park during the Cinco de Mayo celebration from May 1, 1987 through May 3, 1987. The Chamber will begin setting up for the fiesta on April 30, 1987 and will be com- pleting the clean-up processes on May 4, 1987. 1. The Parks, Recreation and Community Services Department will provide on Thursday morning, 8:00 a.m., April 30, 1987, 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 a.m. on Monday morning, May 4, 1987, 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 short- ages 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 24, 1987, 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 24, 1987. 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 mu~t be cleaned by 12:00 noon on May 4, 1987. 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. The Chamber agrees to provide personnel to empty 30-gallon capacity trash receptacles into the trash bin provided by the Refuse Division, prior to 10:00 ~.m., Saturday, May 2, 1987 at which time Refuse Division will empty the large bin. 4. During the hours of activities the Police Department will furnish adequate Police Reserve Patrols for crowd control purposes. (b) 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 April 30, 1987. 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 a.m. on Apri 1 30, 1987. ~PECIAL CONDITIONS OF PERMIT ,-"age 2 April 15, 1987 o o o 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 the Festival. 9. The Chamber shall hold the City harmless from any potential liability claims resulting from the sale of alcoholic beverages on park premises. 10. Beer sales shall terminate at 10:30 p.m. on May 1 and 2 and at 10:00 p.m. on May 3, 1987. Celebration festivities shall terminate at 11:00 p.m. 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 24, 1987. (a) Proof of insurance. The City of San Bernardino shall be named as additional insured. (b) Design layout of rides, booths, etc. (c) If food is to be served, proof of health certificate. (d) Copy of License permitting beer sales. (e) 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 24, 1987. 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 a.m. on April 30, 1987. 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. .. o President GEORGE A. AGUILAR Vice President ISABEL VALENCIA Secretary BRENDA LE MASTER Pro Secretary HIRAM DIAZ Treasurer ANASTACIO LOZADA Pro. Treasurer PEDRO MUNOZ Directors MARIO PORRAS ANTONIO CHAVEZ ERNESTO VASOUEZ ENRIOUE GONZALES Past President ESTHER MATA ~ - J~4~~~~ ~,{q~ e;/&m~ o April 1, 1987- Hooorab1e Evlyn Wilcox, Mayor and Camon Council City of San Bernardino 300 North "0" Street San Bernardino, CA 92418 The enclosed requests and schedule of activities for the 1987 Cinco de Mayo Fiesta is provided for your review and consideration. We feel confident that this year I s Fiesta will accolll'OCdate more than 60,000 people (last year's attendance), and will add more conun.mity participation and expanded entertainment program. If you should have any questions regarding the Hispanic Chamber's requests, please feel confident to contact Ire at 888-6923. Sincerely, /,~. _/; -{ ~ ~a (c:~~4J;7,t(d ALFRE ENCISO, Chairman Fiesta Committee 972 N. Mount Vernon Avenue . San Bernardino, CA 92411 . (714) 888-2188 '. o . J~~~~~~ -C"Q~ e/~Ht~ o President GEORGE A. AGUILAR Vice p,..ident ISAeEL VALENCIA Secretary BRENDA LE MASTER Pro Secretary HIRAM DIAZ Treasurer ANASTACIO LOZADA Pro. Treasurer PEDRO MUNOZ Directors MARIO PORRAS ANTONIO CHAVEZ ERNESTO VASQUEZ ENRIQUE GONZALES Past President ESTHER MATA April 1, 1987 Honorable Evlyn Wilcox, Mayor and COI1IIOn Council City of San Bernardino 300 North "0" Street San Bernardino, CA 92418 Dear Mayor and Council: The Inland Empire Hispanic Chamber of Ccmnerce will soon be holding their annual Cinco de Mayo Fiesta. We seek your considera- tion for the following requests: (1) use of the Placita Park, loCated at seventh and Mt. Vernon Avenue, from Thursday, April' 30th at noon to Monday, May 4 at noon. (2)closure of Seventh Street and Victoria Street at the east side of Mt. Vernon intersection east to the end of the park. (3)one-half truck load of palm fronds to decorate the booths and palm trees for the Kiosko. (4)a large bin, to be located at the east side of the park on Victoria Street, inclooing tent, 20 trash cans, 20 picnic - tables, and 12 bleachers for entertainment. (5)waiver of all expenses incurred by the city. (6)a key to the electrical panel to the Kiosko and lights, ./ as well as the key to the panel on the south side of the park for the booth facilities. The Chamber will hire personnel to keep the restrooms clean and supplied with paper items; and security personnel after the park is closed. A meeting will be held with the Director and staff of Parks and Recreation, representatives of the Police Department, Fire and Street Departments, to prepare the necessary arrangements. , This year's fiesta will have more conrnunity groups and local government agency participation then ever before, inCluding organizations such as: the Lions Club, the Kiwanis, G.I. Forum, Catholic War Veterans, the Puerto Rican Association, the United Hispanic Jaycee's, California Highway Patrol, and Mental Health Department, plus many more. (please see attached Fiesta activities) Larger crc1<ids are expected this year due to the expanded entertain- ment of Mexican-American super stars. 972 N. Mount Vernon Avenue . San Bernardino, CA 92411 . (714) 888-2188 .... - ., o Page 2 ("') Letter: Aprirwi, 1987 o o Our bi-annual celebration has been a great source of pride, not only to citizens of Mexican decent, but the Charrber feels that during the celebration everyone beCXJmes Mexican, thus, a better understan:1ing of our diverse cultural and ethnic back- grounds which when b1eOOed together make what San Bernardino is today, "The Jewel of the Inland Enpire." If you have any questions or further infonnation, please contact me at 8B8-6923. Sincerely, fLdtJ ~ctdo ENCISO, Chairman Conmittee cc: Arm RaIros, Director, Parks and Recreation Department Chief Donald Burnett, Police Department Chief Gerald Newcomb, Fire Department. Manue 1 Moreno, Supervisor, Street Department L , . o .. - o .. o 1987 CIKD IE MP.YO ~jB R (F JlCTIVITD!S Camivalllctivity Friday: Saturday: Sunday: 12 PM to 11 PM 10 AM to 11 PM 10 AM to 10 PM EntertaiDrentllctivity Friday: Saturday: Sunday: 5 PM to 10 PM 11 AM to 11 PM 12 PM to 10 PM Booth llctivity-Beer and Food Friday: 12 PM to fEliM Saturday: 10 AM to ~ Sunday: 10 AM to 10 Pm . , fa;30 fo:3 cJ L o