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Home My WebLink About19-City Manager I.l CITY OF SAN BERNARDINO - REQUEST FOR COlF:\'CIL ACTION From: Fred Wilson City Manager Subject: Request for waiver of fees - YMCA Children's Christmas Parade - December 1, 2007 M&CC Nov. 19, 2007 Date: October 9,2007 Synopsis of Previous Council Action: The Mayor and Council has approved waiver of fees for this event for the last several years. 11/13/07 Recommended for approval by Ways and Means Committee. 11/06/06 Mayor and Council recommended approval of waiver of fees for 2006 Children's Christmas Parade. Recommended Motion: That the request for a waiver of fees in the amount of $ 5,074 for department, personnel and equipment costs associated with the 30th Annual YMCA Children's Christmas Parade scheduled for December 1, 2007, be approved; and that 55,074 be transferred from the civic and promotion fund into the various City departmental accounts as'listed in the staff report from the C'ty M nager to recover their costs incurred in assisting with the parade. Contact person: I=rprl Wit",,,n Phnn..' '>1?? Supporting data attached: yes Ward' 1 FUNDING REQUIREMENTS: Amount: $5,074 Source: (Acct. No.) 001-091-5186 (A~~t n~crriptinn) Finance: Council Notes: 1I/J,J07 /9 ' I ,_.. CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report SUBJECT: Request from the YMCA of the East Valley for a waiyer of fees in the amount ofS5.074 to coyer City departmental costs connected with their 2007 Children's Christmas Parade scheduled for December I. 2007. BACKGROUND: On Saturday. December I. 2007. the YMCA of the East Valley will conduct its 30th Annual Children's Christmas Parade along E Street. beginning at 6th a~d E and continuing south to Rialto Ayenue, then east on Rialto one block. O\'er 2500 children are expected to participate and from 3.000 to 5,000 people are expected to attend the eyenl. The broadcast will be filmed liye by KCSB-3. San Bernardino and re-broadcast 3 different times. The Committee is requesting a waiyer of City fees in connection with the e\'enl. These fees include: Department Fees. Traffic Engineering: S427 traffic plan design, personnel costs Police S 3.723 personnelyehicles'equipment Public Services S 120 refuse bins S 592 street sweeping S 212 labor for barricade placement/removal, staging, no parking TOTAL 55.074 Non waiyable fees and refundable security deposits: Traffic Engineering S 1.000 barricade deposit Attached is the YMCA's proposed budget for the 2007 event as well as the civic and promotion funding matrix for FY07-08. FINANCIAL IMPACT: These costs will be reimbursed back to the individual departments from the civic and promotion fund (001-091-5186). RECOMMENDATION: Approye waiyer of fees as outlined aboye. IL Y YMCA of the East Valley 808 E. 21 Sl Street San Bernardino. C A 92404 Phone 909-886-4661 Fax 909-886-3151 October 5. 2007 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 30lh Annual Y~ICA Children's Christmas Parade. The parade will be on Saturday December 1. and will start at 11 :00 A.M. at the comer of 61h and E Street and proceed south to Rialto Ave. and then east on Rialto 1 block. We are again planning to have between 2200 to 2500 children participating in the parade. and an estimated 3.000 to 5.000 people attending the parade. The parade will be filmed he by KCSB-3 and we hope it will be re-broadcast at 3 different times. Every year we incur fees for police sef\'ices. trash pickup. and barricades that are 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 s.o 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 sef\'ices 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 Ollr cherished traditions. Thank you, Jack Avakian YMCA Children's Christmas Parade Chairman YMCA of the East Valley Children's Christmas Parade Sat Dee 1st 11 :00 A.M. 8th xxxxxxx 8th E street Section 5 F street Toilets ., Section 2 t Section 2 7th I Victoria Enter II . 6th Toilets PartiCipant & Bus Un.loading Q Check In Table Fr.om 215 Fwy take 5th street exit, you will be on 6th street. Continue straight about 3 blocks enter parade drop-off area on 6th just oast F street 5th 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 "D" 4th Parking Carousel Mall F street 2nd I Rialto Arrowhead Stadium . 1 1 ~ Ii 1 Start ~ I :1...1 x Section 4 . N o street SBPO Section 1 4-wheel Drive Club Toilets Parking Area 4 Section 3 6th , Church SI. I \ 5th I *.. '.- ..,..... r.. _ '"i"""'.'_ ,.-\ 4th I x Court TV Cameras City Hall Parking .. Finish Trophy's 2nd I x Participant & x Bus Pickup x Rialto o street XXXXXXX 8arric;)des SAN BERNARDINO REQUEST FOR CIVIC AND PROMOTION FUNDING (PART I) Name of Organization YMCA of the East Valley (San Bernardino Branch) Address Phone/Fax 909-8866-4661 Designation of 501 c (3) non-profit Yes 808 E. 21 st Street San Bernardino, Ca 92404 Contact Person Jack Avakian Attached: Phone/Fax 909-794-7745 fax 909-794-6975 No Date of Event Dee 1 2007 Purpose of Funding Offset City Costs so that parade is free to all that participate and to all who attend Location E St from 6th to Rialto Estimated No of Attendees 5000 PROPOSED CURRENT BUDGET A. REVENUES: (List all anticipated revenues other than City of San Bernardino) AMOUNT TOTAL Sponsorships Burrtec Waste, Security Bank, San Manuel, Carousel Mall 1250 1250 Registrations o o Promotions o o Donations Marshals, and other Civic Leaders Parade Chairman 1200 1300 1200 1300 In Kind Services (excluding City of San Bernardino) Goddard's Toilets, KCSB 3 250 250 Total Dollar Amount Requested of City of San Bernardino Total Amount needed to offset Request for fee Waiver ( Part III) Police, Fire, Public Service, and Street Barricades A. TOTAL PROPOSED REVENUES 4000 4000 Name of Oraanization: YMCA of the East Valley REQUEST FOR CIVIC AND PROMOTION FUNDING PROPOSED CURRENT BUDGET (PART II) lB. EXPENDITURES: EXPENSES AMOUNT TOTAL Personnel/Salaries Permits o o o o Fire Bus. Lic ABC Other Insurance o o City of SB Attached Yes Park Damage Bond Park Cleanup No~ On File with S.B.P. D. Security S.B.P.o. Private Security Other Parade Marshals (training and assignment) Advertising Radio Newspaper Banners Flyers Other KCSB Channel 3 Enertainment Music Sound System Other Promotional Items Trophies Ribbons T-Shirts Hats 320 320 0 0 1400 1400 0 0 250 250 0 0 0 0 Sanitation 620 620 800 800 275 275 210 210 0 0 125 125 4000 4000 Portable-Restrooms Special Events Banquet Faciilities SB Chamber Office (donated) Parade Other Parade Marshal's Breakfast B.TOTAL PROPOSED EXPENDITURES Summary: A. Total Revenues 4000 D. Total Amount Requested B. Total Expenditures 4000 C. Total Fee Waivers (from part III) s n74 I ' REQUEST FOR CIVIC AND PROMOTION FUNDING REQUEST FOR FEE WAIVERS (PART III) NAME OF ORGANIZATION: YMCA OF THE EAST VALLEY (List all City services for which you are requesting fee waivers) C. Fee Waivers AMOUNT Police Securitv 3723.00 Traffic Control Other Fire Site Insoections Crowd Control . Facilities Sound Svstem Civic Center Use Permit Public Services Refuse Bins 120.00 Street Sweeoina 592.00 Develooment Services Plannina TUP Buildina Other (Exolainl Traffic Enaineerina 427.00 Labor & Eauioment 212.00 Total Amount of Fee Waivers (In-Kind Services) 5074.00 For Office Use Only: Departmental Costs In: Police Fire Public Services Public Works Development Services Facilities Previous Year's Accounting Reviewed: Admin: Finance I I..~..~..-,_ 0 ~ C'C' C' '" 0 ,- ~ . Q Q OV v Q u 0 0 00 0 M < on .. <ON ~ .. . ..; .; M.n N' ..: 1i on ;! ~::; 0 '" ., ~ ~ ." < , ~ .. .. .. .. ... .. ;0 00 15 00 '" 8iii 0 '" 0 "', OM '" C V "';a;) N ,~ M '" 1i 3 u < .. .. .. .. f- 00 8 00 ." gg . c 0("'; ..'":- ..--iro- N . M i; C , 0 ~ .. .. .. 00 15 V 00 ~ gg '" 0 ." N .,; . OM .. ~ ;;; ,.:; a5 . M .~ . 0: '" C S! , ~ 0 00 E Zo < .. .. -z ~~ Ii Zz 0:0 I~ w- ;; .,15 '6 - 13 e z:& u 0 13 < ~ .:: e '6 <0 , "" "'0: f-~ "6 .~ i5 .. ...0. 00 >-z . ~< 0 ~ ." UU . ;; " :; u 0 0. 0 . '" . 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