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Home My WebLink About23 City AdministratorCITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION ORIGINAL From: Fred Wilson, City Administrator Subject: Request for waiver of fees at the San Bernardino Stadium Dept: Administrator's Office by Easter Seal Society of the Inland Counties. Date: September 23, 1998 Synopsis of Previous Council Action: Recommended Motion: That the request for waiver of fees in the amount of $36,000 for the Easter Seal Society of the Inland Counties' "Fantasy of Lights" event scheduled at the San Bernardino Stadium parking lot during the month of December, 1998, be granted. OR That the request for waiver of fees in the amount of $36,000 for the Easter Seal Society of the Inland Counties' "Fantasy of Lights" event scheduled at the San Bernardino Stadium parking lot during the month of December, 1998, be denied. A ciH! - Contact person: Fred Wilson Phone 5133 Supporting data attached: Ward: 1 FUNDING REQUIREMENTS: Amount: $36,000 Source:(Acct. No.) (Acct. Description) Baseball Stadium Fund Finance: Council Notes: 101-S-1,78- #- 3 Agenda Item No. CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT: Request by Easter Seals of the Inland Counties for a waiver of fees at the San Bernardino Stadium, for their Third Annual "Fantasy of Lights" event during the 1998 holiday season. BACKGROUND: The Easter Seal Society of the Inland Counties has requested a waiver of fees in the amount of $36,000 for use of the San Bernardino Stadium parking lot for their Third Annual "Fantasy of Lights" event (see attached letter of request). This event was held in the San Bernardino Stadium parking lot last year, without charge to the Easter Seal Society. The event drew over 10,000 visitors over the holiday season. It is estimated that the Easter Seal Society grossed between $10,000 and $20,000 in event revenue. Payment of the projected fees for use of the San Bernardino Stadium for the 1998 Holiday Season would create a financial hardship that would jeopardize the viability of the function. This event attracts visitors from all over the Inland Empire, and would enhance the City of San Bernardino's image as being both family- orientated, and supportive of community - based organizations. FINANCIAL IWACT: The breakdown of costs for the $1,500 per day fee for use of the Stadium parking lot is as follows: Utilities $200.00 Maintenance 300.00 Debt Recovery 1,000.00 Rental Charge $1,500.00 per day The Easter Seal Society of Inland Counties will pay for electric costs at a rate of $200.00 per day for each of the twenty -four days that the "Fantasy of Lights" event will be open to the public, and they will provide clean -up services. All other costs, such as security, and operational staffing will be funded by Easter Seals. Further, the Easter Seal Society has committed to reconfigure their light displays to allow for adequate parking in the event that the City has the opportunity to rent the Stadium during the duration of the "Fantasy of Lights" event (currently, there are no events scheduled at the Stadium during this time frame). The only cost, therefore, will be the opportunity -cost of loss of potential revenue from another renter of the Stadium parking lot who may be willing to pay the fee. RECOMMENDATION: Since the Easter Seal Society will be paying for electricity and providing clean -up services for the event, it is recommended that the remaining debt recovery fees in the amount of $36,000 for use of the San Bernardino Stadium parking lot during the period of November 23, 1998, to December 29, 1998, be waived for the East Seal Society of the Inland Counties' Third Annual Fantasy of Lights event. For Children and Adults with Disabilities September 3, 1998 The timeline for this year's event will be as follows: • Set up will begin the week of November 22, 1998 • Grand Opening & Media Kick Off -- Friday, December 4, 1998 • Closing Night -- Sunday, December 27, 1998 • Dismantling will take place on Monday & Tuesday, December 28 & 29, 1998 As we need to move forward with our coordination efforts, scheduling with the local electrical union, and marketing efforts, your prompt approval of this cooperative project would be greatly appreciated. Please feel free to call me with any questions. Sincerely, I 3q Brian ost President /CEO Easter Seal Society of the Inland Counties Main Office: Thrift Stores: 241 East Ninth Street • San Bernardino, CA 92410 575 W. Baseline Street 4033 Chicago Avenue 909 888 -4125 800 922 -7325 San Bernardino, California 92410 Riverside, California 92507 FAX: 909 884 -5741 TDD: 909 8884128 909387-8393 800843-2783 909 341 -3124 Fred Wilson City Administrator 300 North D Street a e,0. San Bernardino, CA 92418 IT ADVISORY BOARD Dear Mr. Wilson: Rabbi Hillel Cohn Henry Coil We are currently planning our 3rd Annual Fantasy of Lights Event for the 1998 James Deskus holiday season. Your assistance and support is requested to continue the partnership Bette Myers Frank Schnetz established in 1997 between Easter Seals Inland Counties and the City of San Bernardino. BOARD OF DIRECTORS Officers Fantasy Of Lights is a unique family oriented holiday festival held throughout the Jan Cotten month of December. Families can drive through and enjoy large Christmas theme Chairman light displays with over 250,000 lights. Displays feature holiday themes, animated John Lonberg scenes and larger than life figures, and is the only event of its type in our area. 1st Vice Chair Ernest Wilson 2nd Vice Chair Easter Seals began hosting Fantasy Of Lights in 1996 at Rancho Jurupa Park in Richard Wapniarski Riverside. Last year, the previous mayor asked us to consider bringing the holiday 3rd Vice Chair event to San Bernardino. A partnership was developed and the 1997 event was held David Moore in the San Bernardino Stadium parking area. Attendance increased and the Stadium Treasurer welcomed over 10,000 visitors during the holiday season. Annorr Gowdy Secretary Easter Seals would like to maintain this relationship and again partner with the City to have the Stadium fees waived so the 1998 Event can be held in San Bernardino. We will pay for any direct costs associated with the event, such as electricity. The timeline for this year's event will be as follows: • Set up will begin the week of November 22, 1998 • Grand Opening & Media Kick Off -- Friday, December 4, 1998 • Closing Night -- Sunday, December 27, 1998 • Dismantling will take place on Monday & Tuesday, December 28 & 29, 1998 As we need to move forward with our coordination efforts, scheduling with the local electrical union, and marketing efforts, your prompt approval of this cooperative project would be greatly appreciated. Please feel free to call me with any questions. Sincerely, I 3q Brian ost President /CEO Easter Seal Society of the Inland Counties Main Office: Thrift Stores: 241 East Ninth Street • San Bernardino, CA 92410 575 W. Baseline Street 4033 Chicago Avenue 909 888 -4125 800 922 -7325 San Bernardino, California 92410 Riverside, California 92507 FAX: 909 884 -5741 TDD: 909 8884128 909387-8393 800843-2783 909 341 -3124 Sep- -22 -98 02 :53P Easter Seals Inland Co. 909 884 5741 P -03 A .. PARKS, RECREATION AND COMMUNITY SERVICES APPLICATION /PERMIT ° TO USE PUBLIC PARK OR RECREATION FACILITY n Date of App'.ir ation: 9-3-98 NameandAdd ressofApplicant/Organizatiory Fasten' Seals Inland Counties 241 East Ninth Street, San Bernardino, CA 92410 FaclityRequested: __S,an Bernardino Stadium Parking Area pate of Aciivily, 12 /'� ti',ru 12_27 -9 9 Time of Acfivry: 6:00 To 9.00 'A Nature Dt Acrvity vent: __Fantasy of Lights D:. ive -Thru Holiday Event Dcjcr•he planned A- tivlties. _ Set up starts week of 11122; Event runs from 12%4 thra 12/27; Dismantling completed by 12/29/98. Estimated Attendance- 12,000+ Is Activity 04en to the Public? Yes Admission Fee? $5. 0 0 ^ @r car ^ Wili Sound Amplification or Public Address System be Used N. 0 Time of Ciay Arnpl Fier ;s to be Used: _ A.M./P.M. TO A.WP,M. (Section 12,90 130. City Municipal Code Applies,) HOLD HARMLESS AGREEMENT Applicant hereby acknowledges that he/she has rear, undorstanbs, and will comply with ai' provisions of Charter 12.80, Municipal vole, City of San Bernardino, California pertaining to use of Park and Recreation facilities.' Applicant hereby assumes all roioonsibility to lea %�e a eas in a neat andclearlcor.dition. Applicantagrees to ho d harmlessand indemnify the City of San Bwriar6no, Californ a, frorn any and all iiabiNy for injury to persons or propery occuring as a result of this activity and agrees to be liable to said City for and all damage to any parK, facility, building, pool, equipment, and furniture ow"d or controlled by City, which results from the activity or permittee or is caused by any participant in said activity. 19 nature ol7�Gcant PP 'NOTE- This permit is subject to cancellation by any Police Officer who dele rrnines violation of any provision of the City Municipal Cade. CLEANING DEPOSIT: If arealacility is not left in c'ean condition, the deposit ShFal be forte ced. KEY DEPOSIT: Kays shall be retLrnec: within two ( ?) working days after the Avert for which the Keys) is issued. If keys) is not returned promptly, the deposit .5i-iai; be forfeited. Easter Seals Inland Counties Printed fame of Applicant 241 East Ninth Street - - - - - - -- - -- Address AVAILABLE: YES ,_,__NO SPECIAL COPJDITIONS APPLY: YES NO FEES/DEPOSIT(S) REOU'RED YES NO RECE'VEDBY. ON RECEIPT a: BY IDFPOSIT(5): v,_ RECEIVED BY. CCPOSIT RE -URNED TO: -- - -,.. CATS: M APPROVED Ll DISAPPROVED DATE: Director, PwKs. Rc- c,oatier & Coinniuniry Services San Berna_r�:ino 92410 909 -888 -4.125 ols-apeuTlWI City � �— Phone Number WHITE CEFi.iFA�!I nv GPEFN: APPLICANT /USEri j 1 CANARY: n T FILE Y PIN: PDLICF E OF. PT L Signature of Applicant COOL DENROD' RISK MCM i. # 23 �.., 3 f +z+cr r C I T Y O F an bernardino R A C H E L C L A R K C I T Y C L E R K October 21, 1998 Mr. Brian Bost, President /CEO Easter Seal Society of the Inland Counties 241 East Ninth Street San Bernardino, CA 92410 Dear Mr. Bost: At the meeting of the Mayor and Common Council held on October 19, 1998, your request for a waiver of fees in the amount of $36,000 for use of the San Bernardino Stadium parking lot for your "Fantasy of Liahts" event during the month of December 1998 was approved. If we can be of further assistance, please do not hesitate to contact this office. Sincerely, Rachel G. Clark City Clerk cc: Fred Wilson, City Administrator P. O. B O X 1 3 1 8, S A N B E R N A R 0 1 N O, C A 9 2 4 0 2 3 0 0 N O R T H D S T R E E T S A N 8 E R N A R 0 1 N O, C A L I F O R N I A 9 2 4 1 8 0 0 0 1 ( 9 0 9) 3 8 4- S 0 0 2 ( 9 0 9) 3 8 4. 5 1 0 2 F A X -( 9 0 9) 3 8 4. 5 1 5 8 TD D I T T Y - (9 0 9) 3 8 4- S 5 4 0 /o #-f 7 I T Y O F an Bernardino R A C H E L C L A R K C I T Y C L E R K October 7, 1998 Mr. Brian Bost, President /CEO Easter Seal Society of the Inland Counties 241 East Ninth Street San Bernardino, CA 92410 Dear Mr. Bost: At the meeting o- the Mayor and Common Council held on October S, 1998, your request for a waiver of fees in the amount of $36,000 for use of the San Bernardino Stadium parking lot for your "Fantasy of Lights" event during the month of December was continued to October 19, 1998. If we can be of further assistance, contact this office. Sincerely, Rachel G. Clark City Clerk CC: Fred Wilson, City Administrator please do not hesitate to P. O. B O X 1 3 1 8, S A N 8 E R N A R D I N O, C A 9 2 4 0 2 3 0 0 N O R T H D S T R E E T S A N 8 E R N A R D I N 0. C A L I F O R N I A 9 2 4 1 8 0 0 0 1 ( 9 0 9) 3 8 4 - 5 0 0 2 ( 9 0 9) 3 8 4 - 5 1 0 2 F A X -( 9 0 9) 3 8 4- S 1 5 8 T D D/ T T Y -( 9 0 9) 3 8 4- 5 5 4 0