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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Charles McNeely
City Manager
Subject: Request for waiver of fees -
YMCA Children's Christmas Parade -
December 5, 2009
Dept: City Manager
Council Date: December 7, 2009
Date: November 17, 2009
Synopsis of Previous Council Action:
11/18/09
Ways and Means Committee recommended approval of waiver of fees to the
2009 annual Christmas parade.
12/01/08
Mayor and Council approved of waiver of fees for 2008 Children's Christmas
Parade.
The Mayor and Council has approved waiver of fees for this event for the last
several years.
Recommended Motion:
That the request for a waiver of fees in the amount of $8,912.54 for department personnel and
equipment costs associated with the 32nd Annual YMCA Children's Christmas Parade
scheduled for December 5,2009 be approved; and that $8,912.54 be transferred from the Civic
And Promotion Fund into the various City departmental accounts as listed in the staff report
from the City Manager to recover their costs incurred in isting with the parade.
Contact person:
Kathleen Wheeler
Phone"
x:'\fi4:'\
Supporting data attached:
ves
Ward:
1
FUNDING REQUIREMENTS:
Amount: $8,912.54
Source: (Acct. No.)
001-091-5186
(A"r.t n..""riptinn) r.ivi" and Prnmntinn Fllnding
Finance:
No, ;</p
p.. /7 joq
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
Request from the YMCA of the East Valley for a waiver of fess in the amount of $8,912.54 to
cover City departmental costs connected with their 2009 Children's Christmas Parade scheduled
on December 5, 2009.
Backl!:round:
On Saturday, December 5th, 2009 the YMCA of the East Valley will conducted its 32nd Annual
Children's Christmas Parade along E Street, beginning at 6th and E and continuing south to
Rialto Avenue, then east on Rialto one block. Over 2,500 children were in participation and
2,500 to 3,500 people were expected to attend the event. The broadcast was filmed live by
KCSB-3, San Bernardino and will be re-broadcast 12 different times.
The YMCA Committee requested a waiver of City fees in connection with the event. These fees
include:
Deoartment
Fees
Traffic Engineering:
$2,006.52 traffic plan design, personnel costs
Police
$3,257.68 personnel/vehicles/equipment
Public Services
$ 497.62 refuse bins
$ 608.36 street sweeping
$2,542.36 personnel costs & Equipment for barricade
placement/removal, staging, no parking
TOTAL
$8,912.54
Refundable security deoosit:
Traffic Engineering
$1,000 barricade deposit
Attached is the YMCA's proposed budget for the 2009 event as well as the Civic and Promotion
Funding matrix for FY 09/10.
Financial ImDact:
These costs will be reimbursed back to the individual departments from the Civic and Promotion
Fund (001-091-5186).
Recommendation:
Approve waiver of fees as outline above.
- . '.~ ~', >' ," '~~~::~':;.1'{!~i ......)..-'-''-l:>f''.,:i.,.
" ,:'Y"f-,:"/ '-"it.:'.'
.... Indirect cos~ -:"::'i
(waived fees)
to be
Direct cos~ ' relmburs~ ~. 'Total allocal8cl
to be paid'.. DepaitmilntS from Civic &
from Civic & . from Civic & , """"QtIonaI. _. . Budget
M&CC Date Descrintlon Promotional Promotional 001.091-5188 Balance YTD
FY 2009-2010 Adonted Budaet S 153,500.00
7/612009 EI Mercardito at La Plaza $0 $ (3,800.00 $ 13.800.00 $ 149,700.00
8/312009 Western ReQional Little Leaoue $ -(5,00000\ $ 138,400.00 $ (43,400.00 $ 106.300.00
8/1712009 Rockabillv 66 Car Show $0 $ (2,600.00 $ (2,600.00 $ 103,700.00
--'- 2009 YMCA Christmas Parade $ 18,912.54 $ 18,912.54\ $ 94.787.46
1l1/512009
Total Year to Date ($5,000) ($53,713) 1$58,713\ S 94 787.46
Attachment "A"
Y MeA of the East Valley
808 E. 21" Street San Bernardino, CA 92404
Phone 909-886-4661 Fax 909-886-3151
/(tCE'/VE'D
Ocr"T
CIIy 1200g.,.
Clly {;' sOn B
On &fr]o
ClgSr' 'ClIf'J.
s Office 0
October I, 2009
Mayor Patrick J Morris & Common Council
City of San Bernardino
300 North D Street
San Bernardino, Ca 92418
Dear Mayor & Council
The YMCA of San Bernardino is currently planning for the 32nd Annual YMCA
Children's Christmas Parade. The parade will be on Saturday December 5, and will start
at II :00 A.M. at the corner of 6th and E Street and proceed south to Rialto Ave. and then
east on Rialto I block. We are again planning to have between 2200 to 2500 children
participating in the parade, and an estimated 2,500 to 3,500 people attending the parade.
In the past, the parade has been filmed live by KCSB-3 and re-broadcast at 3 different
times. .
Every year we incur fees for police services, street sweeping, and barricades that are
provided by the City of San Bernardino. Although The YMCA of the East Valley seeks
out donations from the community, however it is not enough to cover these fees. We are
asking that the City of San Bernardino waive their fees so that we may be able to
continue letting all kids participate in the parade for free.
The Parade was not meant to be a fund raising activity for the YMCA; it was intended to
be a way to involve our children and their families in a fun event. The YMCA does not
judge during the parade, therefore all children receive a blue ribbon. The YMCA also
hands out over 40 trophies to the various youth groups that participate. All services and
supplies for the parade are donated, or are paid for with donated money. Everyone who
works the parade is a volunteer and no one receives any compensation of any kind.
We at the YMCA believe now more then ever, that we take pride in, and showcase our
community, that we hold dear to its values, and that we continue with our cherished
traditions.
Thank you,
?~~
Jack Avakian
YMCA Children's Christmas Parade Chairman
a'
....;
YMCA of the East Valley Children's Christmas Parade Sat Dec 5th 11 :00 A.M.
8th xxxxxxx 8th
E street
Section 4
F street
x
x 7th
I
x Victoria
Toilets
Section 2
I
Car Club Sta in Area
:, ,,0'; ~ ::: " ?
Enter x
x 6th
BCea~:Tast Toilets
Participant &
Bus Un-loading
@
Check In Table
From 215 Fwy take 5th street
exit, you will be on 6th street.
Continue straight about 3 blocks
enter parade dl'OfH)ff area on
6th iust cast F street
5th x
Check In starts at 9:30 a.m.
Parade starts at 11 :00 a.m.
Parade route is about 3/4 mile
Pickup area for all participants
will be on Rialto just west of "0"
4th
Parking
Carousel
Mall
F street
2nd
I
Rialto
Arrowhead Stadium .
1 1
.
1
Section 5 .
N o street
SBPO
Section 1 4-wheel Drive Club
Toilets ParkinQ Area
x
6th x
.
Start Section 3
~
x x
x x
;1..1
x
y
Church St
I
x x
x x 4th
I I
* POliCE PA
x Court
I TV Cameras
City Hall
Parking
I
x
x
5th
2nd
-.: Finish
Trophy's
I 0 street
x Participant &
x Bus Pickup
x Rialto
XXXXXXX Barricades
2009 YMCA Children's Christmas Parade - Police Related Costs
Position # Required Hourlv Rate # Hours Total
Sergeant 1 $79.52 4 $318.08
Officers 4 $61.49 4 $983.84
Motor
Officers 4 $61.49 4 $983.84
Bicycle
Officers 2 $61.49 4 $491.92
Total Costs $3257.68
Wheeler Ka
From:
Sent:
To:
Subject:
Lugo_An
Monday, November 02, 20098:02 AM
Wheeler Ka
RE: YMCA of the East Valley Civic & Promotion Funding Request
Here it is
Tech Fee $11,18
Archival Fee $ 1,00
Rd Closure Permit fee $ 514,00
PW Issuance Fee $ 45,00
After Hours Labor cost $ 1.435,34
Ref Deposit BarrilSigns $ 1.00000
Tony
-----Original Message-----
From: Wheeler_Ka
Sent: Monday, November 02, 2009 7:48 AM
To: Lugo_An
Subject: RE: YMCA of the East Valley Civic & Promotion Funding Request
Tony
I have the total cost, however, I need it broken down to present the waiver to the Ways & Means Committee
and then to the Council meeting of November 16th.
Thank you
Kathleen Wheeler
Administrative Assistant
to the City Manager
San Bernardino, CA
909-384-5122, fax: 909-384-5138
From: Lugo_An
Sent: Monday, November 02, 2009 7:44 AM
To: Wheeler_Ka
Cc: Ross_Va; Morford_Ke; Eisenbeisz_Ro; Romo_Ta
Subject: RE: YMCA of the East Valley Civic & Promotion Funding Request
Kathleen:
The total cost for closing the street is $ 3.006,52 this includes a $ 1. 000 refundable deposit for barricades and
signs, You will have to ask Public Services for the cost of refuse bins & street sweeping,
Let me know if you have any questions.
Tony
-----Original Message-----
From: Wheeler_Ka
Sent: Monday, November 02, 2009 7:32 AM
To: Lugo_An
Cc: Ross_Va; Morford_Ke; Eisenbeisz_Ro; Romo_Ta
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Wheeler Ka
From:
3ent:
To:
Subject:
Ochiqui_Ja
Tuesday, November 17, 2009 10:45 AM
Wheeler Ka
FW: San-Bernardino WORK ORDER # 16358
Here you go.. see CNG Broom sweeper costs
Javier Ochiqui
Administrative Analyst II
City of San Bernardino
Public Services Department
Tel (909) 384-5140 ex. 3420
Fax (909) 384-5190
och,au, ia@sbcitv,ora
-----Ori9inal Message-----
From: Dortch_Li
Sent: Monday, November 16, 2009 4:07 PM
To: OchiquUa
SUbject: FW: San Bernardino WORK ORDER # 16358
'rom: Dortch_Li
Sent: Monday, November 16, 2009 4:06 PM
To: Dortch_Li
Subject: San Bernardino WORK ORDER # 16358
Work Order Infonnation [Print WO]
Date 12/6/2008
Work Order Number 16358
Problem Code 00 Special Event
Work Description YMCA Christmas Parade
Location of Problem
Nearest Cross Street
Crew 00 General
Citizen Name T onv LUGO
Citizen Address
Citizen Phone
Special Instructions No Contact Required
Priority of Call Routine
Source of Request Development Services
CRM#
CRM Date Closed
Ward
Graffiti District 0
iWorQ Status Closed
iWorQ Date Closed 12/6/2008
1
Warrant # or Police Report #
Amount Units
Completed Amount 0
Amount Units 2
Completed Amount 2 0.00
Grid I Route I Bin
Direction
Manhole 10 I Moniker
Assigned Activity Code
Activity Code
Signs
Signs & Barricades
Assigned Employees
Emplovees Amount Multiplier Rate Total
Cortez, Salvador 16 1 $31.16 $498.56
De Angelis, Alberto 6 1 $32.68 $196.08
Saldecke, Julie 16 1 $25.52 $408.32
ZOT - Cortez, Salvador 8 1 $31.73 $253.84
ZOT - De Angelis, Alberto 6 1 $33.29 $199.74
ZOT - Jackson, Danielle 10 1 $27.29 $272.90
ZOT - Saldecke, Julie 8 1 $25.99 $207.92
Cost: $2,037.36
Assigned Equipment
Equipment Amount Units Rate Total
0211 - 3/4 ton Pick Up 24 Hourly $3.97 $95.28
0227 - 1/2 ton Pick Up 8 Hourly $3.97 $31.76
0407 - 10ft Trailer 8 Hourly $3.81 $3Q.48
0478 - CNG Broomsweeper 6 Hours $75.14 $450.84
Cost: $608.36
Assigned Material
Material Amount Units Unit Cost Total
Barricade 146 day $2.50 $365.00
Safety Cone 0 each $0.50 $0.00
Temp No Parking Sign 125 ' each $1.00 $125.00
Temp Parking Si9n Tape 2 roll $7.50 $15.00
Cost: $505.00
Total Cost: $3,150.721
Signature:
Date:
2
SAN BERNARDINO
REQUEST FOR CIVIC AND PROMOTION FUNDING (PART I)
Name of Organization
;",t:) /34...-9."'<:"(
Address
o '? e. S7 S7 Sf/A/ /3,€Il..../f./AI(j)/.1/0 CA
Contact Person Phone
,L.4A/ 909?J.5 C-r97 }i,,9 '1"-7")'(5
Designation of 5-1 c (3) non-profit status of Organization (Attached:
€>
9:2'/0'/
Fax
909
Yes
')~y- ~9?S
No X
Date of Event ~ Location
/l€e- ~ ~o i?/ So",~ I", ~,'.,tIlh
Purpose of Funding 3;1.-""<-( A,v...v<l/'!I c.1...1'~/'u:A/S
Estimated No. of Attendees "3500
-i-. ~5'''' ~'..v "'t:oO ~ r
c... J., 1'1./ .iT......./'! f ;'C'f/ -'t.~ c( .,-
O;:':F;;~-T C/7.. C
\/':0 / -1,"17 "9 J'l./Ic'JE I'S ~fi..€~' -;:,
PROPOSED CURRENT BUDGET
A. REVENUES: (List all anticipated revenues other than City of San Bernardino)
AMOUNT TOTAL
Soonsorshios r- '
Reaistrations ......---. .::;..;.-
,
Promotions, concessions, souvenirs, nrOQram sales .- .-"
Donations /, I ?,J "
r
In Kind Services (Other than CItY Services) ::- . '1?~
,
,.
,
Total Dollar Amount Reauested of citY
A/I ,.-_,J~/ " .C :..- r . .-- v ,~-~) E rT
A. TOTAL PROPOSED REVENUES 1, .:, .J ~
.
.:: ,-< - -,
-' . ".
REQUEST FOR CIVIC AND PROMOTION FUNDING
PROPOSED CURRENT BUDGET (PART II)
IlUST BE. SlJB..rTFD TO cnv IMNAr~R'S OFFICE ltO DAYS PRIOR TO EVENT FOR WHICH FUNDING IS REOUESTED NO E1CCEPnONS
NAME OF ORGANIZATION: \//VIc.A 01= ;/u,- 5;&1.17' {/,q/t-y
, /
B. EXPENDITURES: (Include all known direct expenses connected with event)
EXPENSES AMOUNT TOTAL
Personnel/Salaries +- ~
Permits ~.- ~
Fire
Business license
ABC
Other
Insurance r /:- -':::' .- . "--.- -'-
-- v .
Citv of San Bernardino (attached Yes No \
Park Damaoe Bond
Park Clean Uo DeposiUDamaQe Bond
Securitv
S.B-P.D. .- / ,....... --
- ,-,. -
Private Securitv
Other
Advertisina / ,,:. . J ;e- :
Radio
Newspaner
Banners
Fivers
Other
Entertainment
Music
Sound Svstem
Other
Promotional Items
Trophies ,-' . --
. .
Ribbons and/or Plaaues /, -- f..; .~ r
v
T-Shirts
Other - ,- --
-- .-
Sanitation
Portable Restrooms - Public Services ~;25
Special Events
Banauets Facilities / . - J " <-- / ~...'-
j "_. /
Parade
Other - Parks, Recreation
B. TOTAL PROPOSED EXPENDITURES ** ISEEATTACHEDI -- .) ,~.~:..' [
. -
Summary:
A. Total Revenues
B. Total Expenditures
C. Total Fee Waivers--
$
$
$
,,-
D. Total Amount Requested
$'
- -J
REQUEST FOR CIVIC AND PROMOTION FUNDING
REQUEST FOR FEE WAIVERS (PART III)
NAME OF ORGANIZATION:
YMCA of the East Vallev
(List all City services for which you are requesting fee waivers)
C. Fee Waivers
AMOUNT
Police $3,257.68
Securitv
Traffic Control
Other
Fire
Site Insoections
Crowd Control
Facilities
Sound Svstem
Civic Center Use Permit
Public Services
Refuse Bins 497.68
Street Sweeoina 608.36
Traffic Enaineerina 2.542.36
Development Services
Plannina TUP
Buildina ,
Traffic Plan Development 2,006.52
Other (Exolain)
Total Amount of Fee Waivers (In-Kind Services) $8,912.54
For Office Use Only:
Departmental Costs In: Police
Fire
Public Services
Public Works
Development Services
Facilities
Previous Year's Accounting Reviewed: Admin:
Finance