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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 6, 2003
ORiGINAL
Date: November 5, 2003
Synopsis of Previous Council Action:
The Mayor and Council has approved waiver of fees for this event for the last several
years.
12/02/02 - Mayor and Council approved the request for waiver of fees for the 2002
parade.
11/5/03 - Ways and Means recommended approval of fee waiver for 2003
Recommended Motion:
That the request for a waiver of fees in the amount of $ 3,848 for department,
personnel and equipment costs associated with the 26th A ual MCA Children's
Christmas Parade scheduled for December 6, 2003, be
Contact person: I=r..rl Wil"nn
Phnn..'
'\1??
Supporting data attached:
yes
Ward:
1
FUNDING REQUIREMENTS: Amount:
$ 3,848
Source: (Acct. No.)
001-091-5186
(4,..,..+ n~Cl,...ril'tinn)
Finance:
Council Notes:
.:IF -;; 'I
11/1'1/03
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$ 3,848 to
cover City departmental costs connected with their 2003 Children's Christmas Parade scheduled
for December 6, 2003.
BACKGROUND:
On Saturday, December 6, 2003, the YMCA of the East Valley will conduct its 26th 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 Committee is requesting a waiver of City fees in connection with the event. These fees
include:
Department
Fees
Traffic Engineering:
$ 980 labor for barricade placement/removal
Police
$ 2,500 for personnel/vehicles/equipment
Public Services
$ 368 refuse collection
TOTAL
$ 3,848
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. Attached is the
organization's operating budget for 2002.
Mr. Jack Avakian indicated to the Ways and Means Committee during their November 5
meeting, that he is seeking a sponsorship from a community organization in the amount of
$1,000. Ifhe receives that funding, he will reimburse the City's civic and promotion fund in
that amount to offset the cost of his waivers.
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.
"
\~
YMCA
We build strong kids,
strong families, strong communities.
September 23, 2003
Mayor Judith Valles & 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 26th Annual YMCA
Children's Christmas Parade. The parade will be on Saturday December 6, and will start
at II :00 A.M. at the corner of 6th and E Street and proceed south to Arrowhead Stadium.
Weare again planning to have between 2200 to 2500 children participating in the parade,
and over 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. Weare 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.
Ee-L.
Jack Avakian
YMCA Children's Christmas Parade Chairman
YMCA of the East Valley' 500 East Citrus Avenue' Redlands, CA 92373
(909) 798-9622 . Fax (909) 335-2007
YMCA mission: To pllt Christian principles into practice through programs that build health spirit, mind, and body for all.
/
Ymca Christmas Parade 2002
Business Bank
Carlos Cervantes
Carousel Mall
Clear Channel
Ed Mauel
Jack's DisposallBurrtec
Joan Serrao
Morgan Framing
Neal Waner
San Manuel Band of Mission Indians
Ward & Ward
Total Income
Income
250
50
250
100
30
250
25
50
25
o Budgeted 1500
25
1055
Expenses
Advertising 694
Equipment Rental 126
Food & Refreshments 263
Postage 54
Printing 68
Promotion 219
Sanitation: 1/2 of cost donated 110
Trophiea & Ribbons 1077
Total Expenses 2611 ***
Sub Total Income (Loss) -1556
Cost paid by Parade Chairman 1246
Net Income (Loss) to YMCA -310
*** Does not include City of San Bernardino Fees all of which were waived
SEP 2 9 2003
CITY OF SAN BERNARDINO
REQUEST FOR WAIVER OF FEES
FOR CITY SERVICES. PERSONNEL &; EQUIPMENT
ADDrowzl of f~~ lfNIiwn tin "rtllIl~d b" the M.WJr ad CD.IICU. AIM", 60 till" fro", ~l1Jt.f .""Iklllio,. Iw Ciw
AtI",illhtrIIt.,', Offk. for IJrllaui"ll.
Conllel City AdminillralOl'" Office
909 384.SI221FAX 909 384-5138
Oat. Submitted SF,pT:";,....I3E"- ;}"3 .;("'03
Name of APplicantlOrganizationy,..,.,,,. Cl Of. ill/:-
Contact Penon ,IAc..K t!lU/i!;"I1d.
Addres.fol' e;- ;urT $-/3. 9.:l.Yc'l
E~ sT t/,qt~ ~
( 1~~ - ) C'f2L<L-
9 1;- "I
PhoneIF AX
Activity for which Waiver(s) are requested YMC'A t:::.t,..kll'l~~_j' c..hJl.;t'7~ 5 AIl~-
Date(s) ofeventlactivityOG<: ~ :20173 Locarionofcvent/accivity.e.!'T b A; ~lilfet .t71IO/ll:,,",
Date and Time of Set Up and Take Down of Event 9: 01.1 1'9,.,1 /0 :1..' OtJ ~ of'''''.
Oeo:.. ~ ;;z.o.. 3
PART I: MUST BE COMPUTED AND SVBMrrfED BY ORGANIZATION BEFORE REVIEW BY CITY DEPARTMENTS
Pronosed BudDe. for Event Etdmate
PCr:!onnel (Salaries, Overtime etc.) /5"0 /-Iv" .,: J /,]O-1/~'O
Office Supplies 30
Postage 'SQ
Printing 'io
Equipment Rental '> 5
Security
Food/Refreshments /),. ....a7'h/~'?n7
/J1A" rl, /,i I('.~" N to',,!:. /}~ :;( 00
Facility Rental '" I ~
A'Ut~1.o/ J.. ."'&" .r:;~;AJj." ~..... /I,)~ 'i'n-n ~"
Insurance -4 C.~AM';L".I\, ()"':~/cE- .,
Decorations
Utilities p",/';" "'11J:.'IJ
/.))"1,
Advertising A/l'.;~-'Y"':l;.)':;;"'l ;1.,/,'f '/ C;o
Promotion ,:250
Trophies gSo
Scholarships
Special Equipment r~.Ic.v))'. ;;J -)1:)0 /) {.i"k ;r1t., I)
~--
Sanitation Facilities ~ /),), v/;t -: j. /~O /5'0
1./
Other
SUBTOTAL :2'-160
Anticl ated Revenue from Other Sourcel list lource b name
I.
ElthDllte
J('J;v1j,.,,,,,,, " I
/ !; O~
2.
/!xJ ,_hJ f ;j;h,.k C
"0i,.Ji'I'l\/1il J'AC.( J 1);0
'?5~'
3.
/J~r'.C /,..,( ,..->i';'J ~
"
"ji
::\ 'i '"
SUBTOTAL:
SUMMARY: COST OF EVENT TO APPLICANT BUDGET - REVENUE
TOTAL: /Vi. T'1f! I fJ {7 'tfl"i" /I/o r;r& s '}o
",-
PART II: TO BE COMPLETED BY CITY DEPARTMENTS PRIOR TO CON'SmERATlON IY WAYS AND MEANS
COMMITI'EI'JMA YOR AND COUNCIL AcnON
Applicant is responsible/or cOlUtlcti1Ig City ~,,"""e"l$ IUd""" .,,"itle .._cia/",. nt"an /.,."rvius.
Citv Deoartmental Services R-unted Fee Waivers
Administration 909 384-5122 Estimate
Filming Pennit
Street Banner
Police 909 384.5735
Traffic Control 930
Security Penonnel d( SOD
Ocvelonment Services 909 384-5057
Generatorffemporary Power Pole
TUP
Public Services 909384-5140
Trash Services (boxes, bins,liners) ;J,j., R
Street Sweeping
After Event Cleanup
Parks, Recreation, Communitv Services 909 384.5031
Park Use
Stadium Use
Facility Use
Public Worksffraffic Engineering- 909 384-5084
Signs
Barricade Placement/Removal
Facilities Manuement 909 384-5244
Civic Center Use
Custodial Services
SoundlP A System Use
TOTAL AMOUNT OF CITY SERVICES ~ :;t/R
NON WAlV ABLE FEES
County Environmental Health 909 884-4056 (food service)
Alcoholic Beverage Control 909 7824400 (alcohol sales)
BalTicade Deposit I, NY! Perfonnance Bond Clean Up/Security Deposit
Fire Inspection Fee Fire Pennit Fee Fire Persoanel Stand-by Fee
Business Registration Vendor Fee
2
MUST-BE SUBMITTED TO CITY ADMINISTRATOR'S OFFICE 60 DA YS PRIOR TO EVENT FOR ~ICH FUNDING IS REOUESTED. NO EXCEPTIONS.
'7 /i/} P' rJ '
NAME OF ORGANIZATION: . / I C
UEST FOR CIVIC AND PROMOTION FUNDING
PROPOSED CURRENT BUDGET (PARTIij
B. EXPENDITURES: (Include aU known direct expenses connect with event)
EXPENSES AMOUNT TOTAL
Personnel/Salaries
Permits
Fire
Bus. Lie.
ABC
Other
hlsurance
City of SB Attached (Yes No )
Park Damage Bond
Park Clean Up DepositJDamaJ1;e Bond
Security
S.B.P.D
Private Security
Other
Advertising
Radio
Newspaper
Banners
Flyers
Other
Entertainment
Music
Sound System
Other
Promotional Items
Trophies
Plaques
T-Shirts
Other
Sanitation
Portable Restrooms
Special Events
Banquet Facilities
Parade
Other
B. TOTAL PROPOSED EXPENDITURES
Summary:
A. Total Revenues
C. Total Fee Waivers-
(from Part Ill)
$ c2soo
,
$d-%O
$ ?/ gtJg
/
D.
Total Amount Requested from City
B. Total Expenditures -
$ 313'-/SJ
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OFFICE OF THE CITY CLERK
RACHEL G. CLARK, C.M.C. - CITY CLERK
300 North "0" Street. San Bernardino' CA 92418-0001
909.384.5002. Fax: 909.384.5158
www.ci.san-bernardino.ca.lls
'"
November 18, 2003
Mr. Jack Avakian
YMCA Children's Christmas Parade Chairman
YMCA of the East Valley
500 East Citrus A venue
Redlands CA 92373
Dear M[~:
At the ll~cil meeting held on November 17,2003, 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 $3,848 for department, personnel
and equipment costs associated with the 26th Annual YMCA Children's Christmas Parade
scheduled for December 6, 2003, be approved.
If you have any questions relative to the waiver of fees, please contact City Administrator Fred
Wilson, at (909) 384-5122.
Sincerely,
~h.~
Rachel G. Clark, CMC
City Clerk
RGC:lIs
cc: City Administrator
Development Services - Traffic Engineering
Police Department
Public Services Department
CITY OF SAN BERNARDINO
ADOPTED SHARED VALUES; Integrity' Accountability' Respect for Human Dignity' Honesty