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HomeMy WebLinkAboutS11-Parks and Rec City OF SAN BERNARDOlO - REQU'OT FOR COUNCIL 4: From: Annie F. Ramos, Director Dept: Parks, Recreation and Community Services Data: August 11, 1987 Su"bject: AUTHORIZATION TO UTILIZE CITY FORCES AND EQUIPMENT, TO CLOSE PORTIONS OF 7TH AND VICTORIA STREETS AND TO WAIVE THE COSTS IN- CURRED RELATIVE TO ASSISTING INLAND EMPIRE HISPANIC CHAMBER OF COMMERCE WITH THE MEXICAN INDEPENDENCE FIESTA AT LA PLAZA PAR Synopsis of Previous Council action: None Recommended motion: 1. That utilization of City crews and equipment and City Police personnel for assisting the Inland Empire Hispanic Chamber of Commerce in their Mexican Independence Fiesta at La Plaza Park be authorized. 2. That the expenses incurred by the use of City forces and equipment and Police Department per- sonnel in providing assistance to the Inland Empire Hispanic Chamber of Commerce for the ~exican Independence Fiesta at La Plaza Park be waived. 3. That the closing of portions of 7th Street on the north side of La Plaza Park and Victoria Street on the south side from 8:00am on September 10 to 8:00am on September 14, 1987 so that the streets may be used in conjunction with the Inland Empire Hispanic Chamber of Commerce Mexican InGependence Fiesta be approved. Copies to: Police Department Fi re Department Public Services Department Public Buildings Division Iln~tf~~ ~~ ture Annie F. Ramos Contact person: Phone: Su ." d h d Staff Report and Facil ity Use Permi t d pportmg ata attac e : -War : N/A 5030 1 FUNDING REQUIREMENTS: Amount: Source: Finance: Council Notes: 75-0262 Agenda Item No. S -/ / City OF SAN BERNARDOO - REQUIt5T FOR COUNCIL AC,=,ON . AUTHORIZATION To.. UTILIZE CITY FORCES AND EQUIPMENT, TO CLbsE PORTIONS OF 7TH AND STAFF REPORT VICTORIA STREETS AND TO WAIVE THE COSTS INCURRED RELATIVE TO ASSISTING INLAND EMPIRE HISPANIC CHAMBER OF CO~~ERCE WITH THE MEXICAN INDEPENDENCE FIESTA AT LA PLAZA PARK The Inland Empire Hispanic Chamber of Commerce has requested the use of La Plaza Park for their annual Mexican Independence Fiesta. La Plaza Park is located on Mt. Vernon Avenue between 7th and Victoria Street Streets. In addition, the Chamber has requested the closure of the portions of 7th and Victoria Streets which are directly adjacent to the park so that the festivity activities may be expanded into the street area thus providing more space for the expected large crowds. The Chamber estimates that approximately 60,000 local area citizens attended the 3 day fiesta in 1986. The use of La Plaza Park requires that equipment such as picnic tables, trash cans, bleachers, electrical hook-ups for the booths, barricades and other various related items be added to the park. All this requires the use of City forces. In addition, crowd and traffic control during the festivities requires additional man hours for the Police Department. The Chamber has requested that the costs incurred by the City for assisting in the celebration be waived. The Chamber has been sponsoring this event for many years and the City has assisted during all such events. This activity has been extremely successful and beneficial in promoting Hispanic history and culture in our City. The benefits of the event for all the City inhabitants are such that, as in previous years, and in other previously approved activities, the costs incurred could be waived. A meeting was held on August 12, 1987 with representatives of Police, Fire, Public Services and Parks, Recreation and Community Services Department, and with a Chamber representative to discuss the Chamber requests. Each item was discussed and dates and times set for each of the departments and the Chamber to complete their tasks relative to the event. A copy of the Application/Permit to Use Public Park or Recreation Facility with Special Conditions of Permit outlining City and Chamber responsibilities is attached. Also attached is a copy of the Chamber's letter. It is our recommendation that the Chamber's requests be approved with the conditions set forth in the Application/Permit. Justification for Supplemental Agenda In order to assure that the use of City forces and equipment is authorized in sufficient time to finalize fiesta plans, this request needs to be on the Agenda for August 17, 1987. AFR:DTB:ta Attach. August 11, 1987 75-0264 i - I PARKS,OREATION AND COMOITY SERVICES APPLlCATION/PERMIT TO USE PUBLIC PARK OR RECREATION FACILITY o i "1'- I Date: August 11, 1987 Name of organization: Inl and Empi re Hi spani c Chamber of Commerce Facility demed: La Plaza Park Nature of activity: Mexican Independence Fi esta Date of activity: September la, 11, 12, 13, 14, 1987 10:00 11:00 AM 'IW to >m~ 'PM Time of activity: Estimate attendance 60 .OOO( dUI~lrt~vi~ ~:.~ t~~~W?ti 9~~ Admission Fee/Collection: None Will activity require use or display of vehicles, equipment. signs, city personnel? See attached Special Conditions of Permit and letter If yes, describe in detail: Will sound amplification or public address system be used? (S~ct!on 12.80.130, City Municipal Code appJle~) Yes Time of day amplifier is to be used: ~ AM/"* to!.LlU\1/PM Applicant hereby acknowledges that he/she has read, understands, and will comply with all provisions d Chapter 12.80, Municipal Codt', City of San Bernardino. California pertaining to use of Park and Recreation facilities" Applicant hereby assumes all responsibility to leave areas in a neat and clean condition. Applicant agrees to hold harmless and indemnify the City of San Bernardino, California, from any and all liability for injury to persons or property occurring as a result of this activity and agrees to be liable to said City for any and all damage to any park, facility, building, pool, equipment, and furniture owned or controlled by City, which results horr, the activity Of permittee or is caused by any pC:!lcipam In said actiVity. .NOTE. ThiS perrT,:! IS SUbjE:1 to cancelic.;or; b'J' d:':Y Po!ict Ofiicer who determines \ilolatic)r: of a"y p~o','i~;c~' 0':" the City Mu:-,,'':'Pi:ii Codr CLEANING DEPOSIT; If ar€a/tacdity is not left in clean condition, the deposit shali be forfeited. KEY DEPOSIT; KeV5 shall be returned within two (2) working AVAILABLE ~ YES _NO r:~'" ,~'r' ....~ ~\,,,r: fC" ,:,'h;~'-' .,...,~ ~,':'. "1 :, ~'... . -' -, --- S:-LC' ':"~('O:\:;I-:-I-='~S~,r'r-'~Y XX YES_~~C} returned promptly, the depOSit shall be forfeited. Elfredo Enciso, Chairman, Fiesta Committee Printed Name of Applicant lnlanc empire Hispa~ic Cha~ber of Com~erce FEES/DEPOSIT (S) REOUIRED XX YES _ NO FEES RECEIVED BY ON RECEIPT # BY Address 792 North Mt. Vernon San Bernardino, CA 92411 DEPC,~!T (5'__ RECE1\'EC' EV DE~OS'I REluF-:~";ED 10 DATE o APPROVED 0 DISAPPROVED DATE 888-6923 City Zip Phone Number Director, Parks, Recreation & Community Services DISTRIBUTION: WI.'lITE: APPLICAN"r GREEN: FACILITY CANARY; FILE PINK: POLICE DEPT. GOLDENROD: DEPOSIT FILE Signature of Applicant o ~CIAL CONDITIONS ~PERMIT o , ... ... As part of the Public Park Use Permit, the following represents an understanding between the City of San Bernardino, hereinafter referred to as City, and the Inland Empire Hispanic Chamber of Commerce, hereinafter referred to as Chamber, relating to the use of La Plaza Park during the Mexican Independence Day celebration from September II, 1987 through September 13, 1987. The Chamber will begin setting up for the fiesta on September 10. 1987 and will be completing the clean-up processes on September 14, 1987. 1. The Parks. Recreation and Community Services Department will provide on Thursday morning, 8:00am, September 10, 1987, additional seating for 700 people, 20 additional trash cans and 20 additional picnic tables and keys to electrical panels. The Chamber shall supply the manpower for set-up and take down. A responsible representative of the Chamber shall be present at the time of delivery and shall sign the Temporary Eq~iprre~t Use Receipt before ite~s are u~~oaded by the Park Staff. Following the event, the Chamber shall take down and assemble the equipment and panel keys for pick-up by the City. Pick-up shall be at 8:00am on Monday morning, September 14, 1987, so as to require the minimum amount of security time on the part of the Chamber. A copy of the Temporary Equipment Use Receipt, indicating the equipment returned, will be given to the representative of the Chamber at that time. Any shortages will be the responsibility of the Chamber. 2. The Chamber will provide security for the event on a 24-hour basis with a written duty schedule to be provided to the Parks, Recreation and Community Services Department not later than September 4, 1987, together with the name and telephone number of the Chamber representative responsible for security. 3. The Chamber will provide for continuous clean-up during the event and will leave with the Department a $100 cleaning deoosit not later than September 4,1987. This deposit will be utilized to defer potential extra manpower cost which may be required if the park is not left in a cle2n and orderly co~diti0n. Park mU5! be clearied by 12:0J~oor on Septe8ber 14, 1987. Tne Area Supervisor will sign off the deposit upon satisfactory inspection of the site. (a) The City will provide trash cans and a large bin for refuse for the event. r h \ .' ""he Ch,a""'ber aorees to ~)rQvide :Jersc:,nnel to erT'.;:-~.y 30-;allor, ca:;tc';t,y trash receptacles into the trash bin provided by the Refuse Division, prior to 10:00am, Saturday, September 12, 1987 at which time Refuse Division will empty the large bin. 4 During thE hours of activities the Pol ice Depart;:-;ent Ii/ill furnish adeqJat!:' Police Reserve Patrols for crowd contro'l purposes. 5. The Chamber will contact Edison and pay for all temporary electrical power. Laying of the temporary electrical lines from pole will be provided by the Electrical Division by September 10, 1987. 6. The Street Tree Division of Public Services Department will provide a one half truck load of palm fronds to decorate the booths and palm trees for the kiosko. Fronds will be delivered to the park at 8:00am on September 10, 1987. . "0 SPECIAL CONDITIONS OF PERM';> August 11, 1987 Page 2 o o , ... ... 7. In the event of an emergency response by City personnel as a result of the celebration, all salary costs shall be borne by the Chamber, i.e., plugged sewer lines, electrical failure, etc. 8. All necessary permits and licenses required for the various activities and events to be conducted throughout the celebration, shall be the responsibility of the Chamber to obtain 72 hours prior to the commencement of the Festival. 9. The Chamber shall hold the City harmless from any potential liability claims resulting from the sale of alcoholic beverages on park premises. 10. Beer sales shall tE;,,!"inate at 10:00pm on Sertember 11 arid 12 and 13. Celebration festivities shall terminate at 11:00pm on all three dates. 11. The carnival activities to be conducted shall be subject to the following conditions with documentation being furnished to the Parks, Recreation and Community Services Department Administration Office not later than September 4, 1987. (a) Proof of insurance. The City of San Bernardino shall be named as additional insured. (b) Design layout of rides, booths, etc. (c) If food i s to be served, proof of health certificate. (d) Copy of License permitting beer sales. ( e) Copy of Environmental Health Department Itinerant Permit. 12. Chamber shall furnish to the Parks, Recreation and Community Services Depart~ent Ad~inistration Office a copy of the signed contract between the Carnival Operator and the Chamber along with a copy of Carnival Insurance with City of San Bernardino named as additional insured not later than September 4, 1987. 13. Street closures adjacent to La Plaza Park have been coordinated with Police, Fire and Public Service Departments and the Public Services ~e~ert~ert Will p'.o\'ide ba,-ricades for the street and Dark~ng a~eas at 8:00am on September 4, 1987. The streets to be closed are 7th Street on the north side of the park and Victoria on the south side. Fire lanes will be arranged so as to provide for access for emergency vehicles should the need arise. J~~~~~ ~,{Q~ eY~m~ o ~. . o \AUGUST 3, L987 l..ff7 ~'W iJ President GEORGE A. AGUILAR HON. EVLYN WILCOX, MAYOR CITY HALL 300 NORTH "D" STREET SAN BERNARDINO, CA 92401 Vice President ISABel VALENCIA Secretary BRENDA LE MASTER Pro Secretary HIRAM DIAZ DEAR MAYOR AND COUNCIL: Treasurer ANAST ACIO LOZADA THE INLAND EMPIRE HISPANIC CHAMBER OF COMMERCE REQUESTS THE USE OF THE PLACITA PARK LOCATED AT SEVENTH STREET MOUNT VERNON AVENUE ON SEPTEMBER 10, II, 12, AND 13TH 1987. THIS IS FOR OUR ANNUAL MEXICAN INDEPENDENCE DAY CELEBRATION. Pro. Treasurer PEDRO MUNOZ Directors MARIO PORRAS ANTONIO CHAVEZ ERNESTO VASQUEZ ENRIQUE GONZALES Past President ESTHER MATA WE ARE ALSO REQUESTING THE CLOSURE OF SEVENTH STREET AND VICTORIA STREET FROM THE EAST SIDEOF MOUNT VERNON AVENUE TO THE END OF THE PARK, BEGINNING ON THURSDAY, SEPTEMBER 10TH AT SEVEN (7:00A.M.)O'CLOCK IN THE MORNING UNTIL MON- DAY MORNING, SEPTEMBER 14TH AT NOON(12:00). THE FOLLOWING ARE THE ACTIVITIES TO BE HELD DURING THE FIESTA. CARNIVAL ACTIVITY FRI. SAT. SUN. 12 PM TO 11PM 10 AM TO llPM 10 AM TO 11PM ~. , ENTERTAINMENT ACTIVITY FRI. 5 PM TO lOPM SAT. 11 AM TO 11PM SUN. 12 PM TO 10PM BOOTH ACTIVITY-BEER AND FOOD FRI. SAT. SUN. 12 PM TO 11PM 10 AM TO llPM 10 AM TO llPM ,- J.:--:.../ I~.'':;';:- ~_ ? 5'!-', - _ _ .1 ..---- ./ ~ ~-~ c>,v 972 N. Mount Vernon Avenue . San Bernardino, CA 92411 . (714) 888.2188 -4. .a.__..L , . . O' . o . . , IN ADDITON WE ARE REQUESTING ONE-HALF TRUCK LOAD OF PALM LEAVES TO DECORATE THE BOOTHS, A LARGE BIN TO BE LOCATED BEHIND THE CARWASH AT t$L NO. MOUNT VERNON AVENUE, INCLUDING TWENTY TRASH CANS AND PICNIC TABLES AND TWELVE BLEACIIERS FOR THE EVENT. President GEORGE A. AGUILAR WE WILL AS BEFORE HIRE OUR OWN PERSONNEL TO KEEP THE RESTROOKS CLEAN AND WELL SUPPLIED. WE WILL NEED THE KEY TO THE PANEL (ELECTRICAL) ON THE SOUTH SIDE OF THE PARK FOR THE BOOTH FACILITIES. ALSO, WE WILL NEED THE KEY FOR THE KIOSK LIGHTS AND ANOTHER KEY FOR THE RESTROOM SLTPLYROOM. Vice Prf!lsident ISABEL VALENCIA Secretary BRENDA LE MASTER Pro Secretary HIRAM DIAZ WE WILL PROVIDE FOR THE SECURITY AFTER THE PARK IS CLOSED FOR THE NIGHT. Treasurer ANASTACIO LOZADA Pro. Treasurer PEDRO MUNOZ Directors MARIO PORRAS ANTONIO CHAVEZ ERNESTO VASOUEZ ENRIOUE GONZALES Past President ESTHER MATA WE WILL CONTINUE TO MEET WITH ALL THE DEPARTMENT HEADS TO KEEP THEM INFORMED ON ALL PROGRESS. WE ARE LOOKING FOR YOUR CONTINUED COOPERATION AND ASSISTANCE AND ARE ALSO ASKING THAT AS BEFORE YOU WILL WAIVE ALL EXPENSES INCURRED BY THE CITY. WITH ALL OF US WORKING TOGETHER TO BRING PRIDE AND JOY TO OUR GREAT CITY SHOULD MAKES US PROUD OF OUR ENDEAVORS. SHOULD YOU HAVE ANY QUESTIONS REGARDING THE ABOVE MENTIONED REQUESTS, PLEASE CALL ME AT 714/888-6923 SINCERELY OURS, );'ad<J CC: ANN RAMOS, DIRECTOR OF PARKS AND RECREATION DEPT CHIEF BURNETT, POLICE DEPARTMENT CHIEF GERALD NEWCOMB, FIRE DEPARTMENT MANUEL MORENO, SUPERVISOR OF STREET DEPARTMENT ~ 8 0' rr; n "7 r; ~fID AUG 5 1987 ~ , ... J!~ .fleES (714) 888-2188 972 N. Mount Vernon Avenue . San Bernardino, CA 92411 .