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Home My WebLink About09-City Administrator CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Fred Wilson City Administrator Subject: Request for waiver of fees - YMCA Children's Christmas Parade - December 4, 2004 Date: October 15, 2004 ORiGiNAL Synopsis of Previous Council Action: The Mayor and Council has approved waiver of fees for this event for the last several years. 11/17/03 - Council approved the waiver of fees for the 2003 YMCA Children's Christmas Parade 11/05/03 - Ways and Means Committee recommended approval of the 2003 YMCA Children's Christmas Parade Recommended Motion: That the request for a waiver of fees in the amount of $ 3,515 for department, personnel and equipment costs associated with the 27th Annual YMCA Children's Christmas Parade scheduled for December 4,2004, be approved; and that $3,515 be transferred from the civic and promotion fund i to t various City departmental accounts as listed below to recover their curred in assisting with the parade. Contact person: FrArl Wil~nn phnnE"" Fi1?? Supporting data attached: yes Ward: 1 FUNDING REQUIREMENTS: Amount: $ 3,515 Source: (Acct. No.) 001-091-5186 (Ac~t n/3scription) Finance: Council Notes: No. 'I IIIIS/Dt{ CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report SUBJECT: Request from the YMCA of the East Valley for a waiver offees in the amount of$ 3,515 to cover City departmental costs connected with their 2004 Children's Christmas Parade scheduled for December 4, 2004. BACKGROUND: On Saturday, December 4, 2004, the YMCA of the East Valley will conduct its 27th Annual Children's Christmas Parade along E Street, beginning at 6th and E and continuing to Arrowhead Stadium. Over 2500 children are expected to participate and over 5,000 people are expected to attend the event. The event will be filmed live by Channel 3 and re-broadcast at 3 different times. The Committee is requesting a waiver of City fees in connection with the event. These fees include: Department Traffic Engineering: Fees $ 339 labor for barricade placement/removal Police $ 2,588 for personnel/vehicles/equipment Public Services $ 588 refuse collection TOTAL $ 3,515 Non waivable fees and refundable security deposits: Traffic Engineering $1.000 barricade deposit TOTAL $1,000 Previous years' waivers of personnel and equipment costs for the parade approved by the Mayor and Council were as follows: 2000 - $4,212; 2001 - $2,587; 2002 - $4,135; 2003 - $3,848. Attached is the organization's operating budget for 2003. In the attached letter from Mr. Jack Avakian, Chairman of the Parade Committee, he indicates that the Parade is not a fund raising activity for the YMCA. All services and supplies are donated and all workers connected with the event are volunteers. The waiver of fees will allow the children to participate in the parade for free. If approved, $3,515 will be transferred from the civic and promotion fund into the various City departmental accounts as listed above to recover their costs incurred in assisting with the parade. It was the consensus of the Ways and Means Committee to forward this request directly to the Mayor and Council for action. FINANCIAL IMPACT: 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 outlined above. Ol~' to I'- I~ i... I; 01 0 0 I 0 I'- I'- 11 iOlO I~ O~ tO~ N 0 0 0 , 0 '" 11')(0 'coco '" g~ ~..t- ..,: a; a; N 1 .. 0 on It':ici o:io u co", 0 co co co 1 u 0 I'- ,....M OM e: "'en OltO ; a:> 0 ~ ~ ... e: '" ~ ~ C\I~I ,....~ "t CO ~b ojr--: iM cti ri 0 0 cD CO M M re :;;i NI'- !M ii "'0 10 Ol !~(J) I'- to ii '" ~ OlCO ,CO III ~~ :~ III ,~ ~ I "C "C I i 1 e: I 1 e: I 1 ::J ::J .-+'" , u.. .,. ~-~-",. .FHfl ;Efl ... 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September 21, 2004 Mayor Judith Valles & Common Council City of San B~rnardino 300 North D Street San Bernardino, Ca 92418 Dear Mayor & Council The YMCA of San Bernardino is currently planning for the 27th Annual YMCA Children's Christmas Parade. The parade will be on Saturday December 4, and will start at 11 :00 A.M. at the comer of 6th and E Street and proceed south to Arrowhead Stadium. We are again planning to have between 2200 to 2500 children participating in the parade, and an estimated 5,000 people attending the parade. The parade will be filmed live by KCSB-3 and will be re-broadcast at 3 different times. This year their will be fees for police services, trash pickup, and barricades, that will be provided by the City of San Bernardino. Although The YMCA of the East Valley seeks out donations from the community, it is not enough to cover these fees and other costs of the parade. We are asking that the City of San Bernardino waive the 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. Jack Avakian YMCA Children's Christmas Parade Chairman YMCA of The East Valley' 500 E. Citrus. Redlands, CA 92373 909-798-9622 . Fax 909-335-2007 YMCA mission: To put Christian principles into practice through programs that build healthy spirit. mind. and body for all. Oct 14 04 09:33a Jack Avakian 909-794-6975 ",.2 Ymca CDlristmas Parade 2003 Income Busin.-s Bank Carlos Cervantes Carouselllall Cashmere Umo Goddard's (service donated) JaCk"s DispoealtBuJT't8& San Manuel Band of Mission Indians San Bernardino Chamber (flyers) 250 100 250 25 120 250 500 Budgeted 1500 125 Total Income 1620 Expenses Advertising 1200 Equipment Rental 0 Food & RefnlShments 375 Postage 55. Printing 70 Promotion 220 Sanlta1lon: 1I2ot cost donated 120 Trophies & Ribbons 1125 Total- Expenses 3165 ....* Sub Total-Income (Loss) -1545 Cost paid by Parade Chalnnan 1500 Net Income (loss) to YMCA -45 *.... Does not include City of San Bernanlino Fees all of which were waived 1e/e7/2ee4 68:ee 9693845138 SBD CITY ADMIN PAGE 61/il3 SAN BERNARDINO REQUEST FOR CIVIC AND PROMOTION FUNDING (PART I) Address ?O cf"' ~ PhonelF AX - S't9..-' /3€ ;€./!//9-e.J:J/~ /3/1./9 Location ~ <0 Estimated No. of Altel1dees L;. ~ l> .. 70 rf/VlP . ..['" __ J .,.... .r-. -<-. hq /QU PROPOSED CURRENT BUDGET A. REVENUES: (List all aJlticipated revenues other thAn City of Sa. BernardiJlo) AMOUNT TOTAL Sponsorships ,S t<};o/ /JA It)..h. ",I ~oo 5"00 I/?L. A.Jl Te- ~ C.r ~'\.A Ie, "Tv . f,;L -r4.t.lt:oJ/" /lA. /j :2>0 ~ 5'0 17'1/ .Ie.. ~~.../J/V/~An ' _2.> ~ ,D() - R~gistrations Promotions ..- D<mations f,q ~1Ic.ti:/ c..A/.J /11. ~ A.../ /'00 In Kind Services (Other than City Services) /;;1..0 Lor /c/..... /). :....o..f G ~./ ,<;u,,..ff /20 <\ - ~ c..A '" . A "'~IL . Total Dollar AmolDlt R~uested of City A. TOTAL PROPOSED REVENUES 3't? (J 0 ~ Phone , 7'er- Fed 11' 10/07/2004 08:00 9093845138 MUS'T lIE SUIIMI'ITISD TO CITY ADlllfNlSTRA.TOIl'S OFFICE II DA.YS 'IllOll TO EYKNT FOil WHICH FVNDINri IS UO(~D. NO lIICEP17oNS. SBD CITY ADMIN PAGE 02f03 NAME OF ORG..\NlZATION: REQUEST FOR CIVIC AND PROMOTION FUNDING PROPOSED CURRENT BUDGET (pART ll) B. EXPENDITURES: (Include aU DOwn direct expenses eooed witlt event) EXPENSES AMOUNT TOTAL Personnel/Salaries ""\7 Permits . Fire ~ ~ Bus. Lie. ..-kf ABC Other Insurance City of SB Attached (Yes No ) /Y Park Damasre Bond ~ Park Clean UIl De003itfDamaJle Bond Security S.B.P.D /Y Private Security ."./V' Other Advertisin2 Radio Newspaller /"71 /:2 V(') /~otJ Banners Flvers /;2.5" /?-; Other Entertainment ~ Music ~ Sound System . Other Promotional IteMs Tronhies ... .??5 ,? '7<; Plaauc& T-Shirts ~ J -, "2 ?..n 2 ~o .~ Other /.> J" /7 /10. /f 7) ~o "" <"0 Sanitation Portable Restrooms //9 ;() th./A red / ::l () /:::Zo Special Events ; . BanQUet Facilities /h/l/\.f, /3 If /7:_ /-./tFiI V- A .Il..E..<Ik.FA r7" ?Gl ." 3.f.5 Parade . Other B. TOTAL PROPOSED EXPENDITURES 3 j 75' S...nmary: A. Total Revenues B. Total Expenditures - S 3/1(0 S 3/75 s 3 ~/5" D. Total Amount Requested from City s .3 ':;)7 ':r c. Total Fee Waivers - (from Part DI) 10/07/2004 0B:00 9093845138 NAME OF ORGANIZATION: SBD CITY ADMIN PAGE 03/03 REQUEST FOR CIVIC AND PROMOTION FUNDING (pART Ill) REQUEST FOR FEE WAIVERS (List all City services for which you are n:quc:sting fee; waivers) C. Fee Wldvers AmOUDt Police ~ ~ / Security "'\ l T iaffic Control J :J. '1 f'f fire Site Inspections Crowd Control Facilities Sound System Civic Center Use Permit Public ( 1fefuse BiD& ') ~rfR ~lleel ;)weeJ)in~ Development Services / AA7"rJl'..d/Jl2.c; :;:;.Q,'1 PlanninR TUP / BuildinR Other (Explain) refund of insurance payment Total AmoWlt of Fee WId\'eC5 (In-KInd Services) 3';)7S- , For Ollke Use Only: Departmental Costs In: Police Fire Public Services Public Works Development Services Facilities Previous Year's Accounting Reviewed: Admin: Finance OFFICE OF THE CITY CLERK RACHEL G. CLARK, C.M.C. . CITY CLERK 300 North "D" Street. San Bernardino. CA 92418-0001 909.384.5002. Fax: 909.384.5158 www.ci.san-bernardino.ca.us ~.',1 November 16, 2004 Mr. Jack Avakian YMCA of The East Valley 500 E. Citrus Redlands, CA 92373 .', ), ( \rJ.. L-- C' Dear Mv( A'vakian: ( i At the C6uncil meeting held on November 15, 2004, the following action was taken relative to your request for a waiver of fees: That the request for a waiver of fees in the amount of $3,515 for department, personnel and equipment costs associated with the 27th Annual YMCA Children's Christmas Parade scheduled for December 4, 2004, be approved; and that $3,515 be transferred from the Civic and Promotion Fund into the various departmental accounts as listed in the staff report dated October 15, 2004, from Fred Wilson, City Administrator to recover their costs incurred in assisting with the parade. If you have any questions relative to the waiver of fees, please contact City Administrator Fred Wilson at (909) 384-5122. Sincerely, (~), ~)'-Ll j; Cf ~A/'(j "-- Rachel G. Clark, CMC City Clerk RGC:ls cc: Development Services - Traffic Engineering Section Police Department Public Services Department CITY OF SAN BERNARDINO ADOPTED SHARED VALUES: Integrity. Accountability. Respect for Human Dignity. Honesty