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~CIT~ OF SAN BERC\RDINO~~r REQUEST~R COUNCIL ACTION
From: Marshall Julian
City Administrator
Dept: City Administrator
Subject: Request for City Co-sponsorship
and waiver of fees for Elks
Parade -- June 23, 1990
Date: May 25, 1990
Synopsis of Previous Council action:
No previous Council action.
Recommended motion:
Form Motion No.1 -
That the Pacific States Elks Parade, June 23, 1990, be co-sponsored by
the City as a promotional event and that the Police Overtime costs and
Overtime Costs of barricade placement by Public Works, in the amount of
$1,408, be funded from Acct. No. 001-092 Nondepartmental.
Form Motion NO.2 -
That the request from the sponsors of the Pacific States Elks Parade
that the City reimburse the organization for insurance costs,
in the amount of $400, be denied.
Contact person: Marshall Julian
Phone:
5122
Supporting data attached:
Yes
Ward:
FUNDING REOUIREMENTS:
Amount: $1.408.00
Source: (Acct. No.)
001-092 -53030
(Acct. DescriPtion) Nondepartmental - Special pro;ects
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Finance: ~= ~
Council Notes:
Aaenda Item No. . "5""::::7 ~
CITi OF SAN BERIORDINO - REQUEST ~R COUNCIL ACTION
STAFF REPORT
The attached information relates to the conduct of a parade
by Arrowhead Lodge No. 896. Insurance and other requirements
are in order.
The costs being requested for waiver are:
1-
2.
3.
Parade law enforcement personnel
Cost for barricades
Reimbursement for liability insurance
$1,108
300
400
Total.....
$1,808
These are costs associated with most parades in the city. If
the Mayor and Common Council wish to absorb these costs, it
is recommended that the funds necessary be an expense against
Account No. 001-092-53030 Non-Departmental Special
Projects.
This is an event-related/occupancy tax-related matter. The
Police Department and Public Works Department do not have
extra budgeted funds for such events. It is felt that such
expenses should be properly accounted for, in order that the
Mayor and Common Council may know how funds are being
expended.
FILED:ELKS.STAFF
OS/25/90
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c: City of San Bernardino
INTEROFFICE MEMORANDUM
9005-706
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TO: Marshall W. Julian
FROM:
Marilyn Dixon, Executive Secretary to the City
Administrator
SUBJECT: Elks Parade June 23, 1990
DATE: May 24, 1990
COPIES:
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Attached is a request from the
1990, requesting a waiver of fees
scheduled for June 23, from 10:00
Elks Club dated April 11,
connected with their parade
a.m. to Noon.
The Traffic Division of the Police Deparment has conducted
their review of the application and notified the pertinent
departments. Their findings are included in the memos I have
attached for your information. The cost factors briefly
summarized are:
Police Dept.
16 traffic personnel for 4 hours - $1,108.16
Traffic Engineering
2 men to set up/remove 56 barricades
approximately 4 hours work at time and
refundable pick-up/delivery charge.
at 17 locations
one-half - $300 non-
Barricades
56 barricades, 4 detour signs, 8 directional arrows - A $5
refundable deposit per barricade - $280
Insurance
An insurance binder naming the City as additional insured has
been received by Risk Management. This cost was $400 and has
already been paid by applicant.
In the letter, the applicant has asked for the waiver of
ancillary fees in connection with the parade. This would,
therefore, be the $280 barricade deposit (the applicant would
get this money back if the barricades are all returned
undamaged) and the reimbursement of his insurance cost.
($400). This would not include the manpower charges listed
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INTEROFFICE MEM~DUM: 9005-706
Elks Parade June 23, 1990
May 24, 1990
Page 2
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above which have historically been absorbed
departments. The Police Department has an overtime
cover this expense; Traffic Engineering does not.
by the
budget to
The request for the waiver of fees will need to be prepared
for the June 4 Agenda to allow adequate time to finalize the
parade actiyities by the Police Department.
~-L/J~
~L~N D~N
Executive Secretary/
/md
Attachments
MOWHEAD ELKS LODGE Nc096
1073 No. Mt. Vernon Ave.
P.O. Box 7069
San B.miardino, CA 92411
(714) 889-6294
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April 11, 1990
City of San Bernardino
Office of Honorable Mayor and Common Council
300 North "D" Street
San Bernardino, CA 92401
Dear Mayor and Common Council:
Please be advised that the I.B.P.O.E.W. Pacific States Elks
(non-profit organization) will hold their Pacific Conference Con-
vention in the city of San Bernardino the week of June 19-24, 1990.
There is an expectation of approximately three to ~our thou-
sand delegates and visitors that will be attending and partici-
pating. These delegates and visitors are from six western states
and Hawaii. The planning committee has reserved meeting rooms and
hotel rooms at the Maruko and Hilton hotels in San Bernardino, and
we anticipate there will be a spillover, and may also utilize
motels in the area.
As in past conventions of the Pacific State Conferences and
conventions in other cities and states, the economic impact has
been tremendous in bringing hard dollars into the local economy,
and also projecting the quality of life of the city where the con-
vention is held. The planning committee has requested that our
legislator(s) on the federal, state, county, city, along with the
Chamber of Commerce and visitors bureau for support in this endea-
vor, and they have agreed to assist us in making the convention
delegates and visitors welcome to our city. Our itinerary and
events are lengthy and extensive, and we have enclosed a program
for your perusal.
One of the highlighted events scheduled is a parade down "E"
Street which the delegates/visitors and public can all enjoy. We
have submitted the parade application through the City governmental
channels and we believe the approval is forthcoming. As pre-
viously forecasted, these many events will pump high dollars into
the local business community and enhance the city revenues through
sales tax and bed tax. Therefore, we are humbly requesting that
the parade feels) and ancillary services be waived by the city of
San Bernardino, as it relates to this specific event.
We thank you for your kind consideration of this matter and
look forward to your favorable response and reply. Thank you again.
Sinc;erely,
~
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Alonza L: rmpson
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