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Home My WebLink About08 SPECIAL EVENT EXP 06-17-02AGENDA REPORT NO. 08 06~17-02 MEETING DATE: JUNE 17, 2002 330-20 TO: FROM: SUBJECT: WILLIAM A. HUSTO'N, CITY MANAGER PATRICK SANCHEZ, DIRECTOR, PARKS AND RECREATION SERVICES SPECIAL EVENT EXPENDITURES SUMMARY: Advise the City Council on City organizations and special events. Contributions and direct cost to community RECOMMENDATION: Pleasure of the City Council DISCUSSION: On June 3, 2002, the City Council requested information on the cost of contributions to community special events and organizations. The City of Tustin has provided assistance to organizations with direct monetary contributions and/or direct City labor and services. Resources provided these organizations and special events have come from appropriations budgeted for in Community Outreach, Community Promotion, Redevelopment Agency appropriation, Community Development Block Grant and the General Fund. In addition, the City has provided assistance to community organizations and special events through Facility Use Waivers for the utilization of City facilities. Over the course of the last 12-month period, allocations provided by Council Action through the Community Outreach and Community Promotion appropriations are identified in Appendix A. Community organization support that has been provided by the Redevelopment Agency allocations are identified in Appendix B. Community Development Block Grant appropriations over the course of the last 12 months are identified in Appendix C. Facility Use Waivers for other agencies and community organizations since July 1,2001 are identified in Appendix D. The total of direct contributions, indirect cost and/or fee waivers provided in Appendices A through D is $208,849.00. Two specific events have current pending requests through the City Council: 1. Additional labor and services costs associated with the Veteran's Day Parade and Celebration special event 2. Scholarship contribution for the Miss Tustin Pageant 1. Costs associated with the Veteran's Day Parade and Celebration at Peppertree Park, scheduled for November 11,2002, include: · Police and Traffic services · Public Works Department logistical support · Parks and Recreation Department staff and coordination · Facility Use Fees · Special Event Insurance The Community Veteran's Day Committee has submitted a special event application to include: · A parade involving road closures of 1.8 miles of public streets · Security services for approximately 4,000 spectators and participants · Traffic control and barricades for the parade route · Facility Use Waiver for Peppertree Park · Staff and equipment for the Peppertree Park program The total cost of delivering the services mentioned above and fees requested of the Community Veteran's Day Committee are as follows: Police Department Labor Public Works Department Labor' Parks and Recreation Staff Facility Use Waiver and Equipment Special Event Insurance Total Requested $3,480.00 2,160. O0 410.00 135.00 181.00 $6,366.00 . The Miss Tustin Pageant provides an opportunity for young women students to represent our community at special events and Chamber of Commerce functions. Annually, the Miss Tustin Pageant requests the City Council to provide a scholarship support donation of $2,500. The City Council has provided this direct contribution out of Community Outreach for the past four (4) fiscal years. Patrick Sanchez Director, Parks and Recreation Services sc Attachments APPENDIX A COMMUNITY PROMOTIONS & COMMUNITY OUTREACH ALLOCATIONS July 1, 2001 through June 5, 2002 TUSTIN HIGH GRAD NITE FOOTHILL HIGH GRAD NITE TUSTIN HIGH DANCE TEAM MISS TUSTIN SCHOLARSHIP TUSTIN CHAMBER OF COMMERCE TUSTIN COMMUNITY FOUNDATION VETERAN'S DAY SPECIAL EVENT INSURANCE TILLER DAYS SPECIAL EVENT INSURANCE 75TM ANNIVERSARY PROMOTION* TUSTIN AREA COUNCIL FOR FINE ARTS HISTORICAL SOCIETY TUSTIN HIGH "EVERY 15 MINUTES" $2,500.00 2,500.00 500.00 2,500.00 245.00 2000.00 181.00 818.00 7,564.00* 319.00 5,700.00 2,500.00 *Total spent to date on Anniversary events APPENDIX B REDEVELOPMENT AGENCY DIRECT CONTRIBUTIONS Over the course of the last four (4) fiscal years the Redevelopment Agency has provided the Tustin Old Town Association: 1997-98 $15,000 1998-99 $10,000 2000-01 $15,000 Annual Operating Expenses Operating Expenses & Marketing Study Main Street Application 2001-02 $15,000 Operating Expenses APPENDIX C COMMUNITY DEVELOPMENT BLOCK GRANT APPROPRIATIONS FISCAL YEAR 2001-02 FEEBACK FOUNDATION ORANGE CHILDREN & PARENTS TOGETHER BOYS AND GIRLS CLUB ASSESSMENT & TREATMENT SERVICES CENTER LAUREL HOUSE TAFFY DENTAL PROGRAM GRAFFITI REMOVAL* $20,000.00 7,500.00 25,000.00 8,000.00 5,200.00 5,000.00 5,000.00* *A City direct service program APPENDIX D FACILITY USE WAIVERS AND DIRECT LABOR & SERVICES CONTRIBUTIONS The City regularly offers the use of facilities and support for special events through waiver of direct fees, labor and/or services. Costs recovered in facility use fees are designed to offset staff costs, maintain public facilities and make minor outlay and improvements for the continuance of public utility of public facilities. Many organizations and special event organizers ask for consideration in the reduction and/or waiver of fees for common public benefit. Developing fund raising support, community awareness and providing services to the total Tustin community population has resulted in fees being waived and costs absorbed into existing departmental budgets. Revenue projections, budgeted allocations, and specific appropriation targets may not be met as a result of continued waiver of fees. Following is a list of waived fees and/or labor costs absorbed from July 1, 2001 through June 5, 2002. SAFE HARBOR CHURCH TUSTIN HIGH SPORTS AWARD BANQUET TUSTIN AREA COUNCIL FOR FINE ARTS (BROADWAY IN THE PARK) CHOC ANNUAL HOLIDAY BAZAAR ORANGE COUNTY LEAGUE OF CITIES ORANGE COUNTY MUNICIPAL ATHLETIC ASSOCIATION TUSTIN HIGH SCHOOL DANCE TEAM FOOTHILL HIGH SCHOOL LACROSSE MUSCULAR DYSTROPHY BANQUET TUSTIN TILLER DAYS COMMITTEE SPECIAL EVENT TUSTIN CHAMBER OF COMMERCE CHAMBER MIXER DEPARTMENT OF TRANSPORTATION (TRAIN) MAKE A WISH FOUNDATION VETERAN'S DAY COMMUNITY PARADE & CELEBRATION TUSTIN COMMUNITY FOUNDATION MEETINGS TUSTIN YOUTH FOOTBALL BANQUET FOOTHILL H.S. CROSS COUNTRY BANQUET ORANGE COUNTY SOCIAL SERVICES DEPARTMENT CUB SCOUT TROOP PINEWOOD DERBY CALIFORNIA PARK & RECREATION SOCIETY DISTRICT 10 TUSTIN AREA COUNCIL FOR FINE ARTS MEETINGS NPDES MEETINGS BOY SCOUT PACK 233 MEETING $490.00 910.00 1,863.OO 1,645.00 2,860.00 180.00 465.00 693.00 960.00 7,611.00 175.00 294.00 961.00 6,140.00 1,200.00 840.00 680.00 680.00 416.00 295.00 530.00 416.00 260.00 CHAMBER OF COMMERCE BUSINESS EXPO WHEELCHAIR SPORTS ASS'N TUSTIN H.S. ACADEMIC BOOSTER SCHOLARSHIP AWARDS ORANGE COUNTY LIBRARY MUNICIPAL WATER DISTRICT AWARDS PROGRAM TUSTIN H.S. BAND BANQUET STREET FAIR COMMITTEE AND CELEBRATION TUSTIN PRIDE COMMITTEE MEETINGS TUSTIN LIONS CLUB TUSTIN WESTERN LITTLE LEAGUE MEETING TUSTIN ROTARY CLUB TUSTIN WOMEN IN CHAMBER TAFFY MEETINGS TUSTIN KIWANIS CLUB TUSTIN H.S. BASEBALL BANQUET CHILDREN'S BUREAU TUSTIN ART LEAGUE TUSTIN ADULT EDUCATION SEMINAR ABILITY PLUS HOLIDAY PARTY ORANGE COUNTY HEALTH SERVICES DENTAL CLINIC CHAMBER OF COMMERCE CANDIDATES FORUM AYSO REGISTRATION TUSTIN HIGH "LITTLE CHEER" CAMP TUSTIN OLD TOWN ASSOCIATION TUSTIN PRESBYTERIAN CHURCH BOY SCOUT PACK 233 TUSTIN POP WARNER PEPPERTREE HOMEOWNERS ASSOCIATION COMMUNIDAD CRISTIANA FOOTHILL HIGH LA CROSSE CLUB CALVARY CHURCH TUSTIN SCHOOLS FOUNDATION (DINO DASH) BIG BROTHERS/BIG SISTERS OF ORANGE COUNTY MAKE A WISH FAMILY FESTIVAL APPENDIX D Page 2 965.00 660.00 890.00 861.00 556.00 891.00 5,960.00 900.00 465.00 130.00 435.00 395.00 1,180.00 435.00 961.00 210.00 180.00 437.00 392.00 180.00 480.00 480.00 75.00 75.00 50.00 75.00 75.00 75.00 50.00 75.00 50.00 5,340.00 75.00 75.00 MISS TUSTIN SCHOLARSHIP PAGEANT 1100 la'vine Blvd. #134 Tustin, Ca 92780 May 20, 2002 Mayor Jeff Thomas 300 Centennial Way Tustin, Ca 92780 Dear Mayor Thomas I would like to thank you and the Council for their support of the Miss Tustin Scholarship Pageant over the last four years. We have been able to award some scholarships to our outstanding young ladies of Tustin. The contestants must live in the Tustin Unified School District, be between the ages of 17 & 24. Miss Tustin then goes on to the Miss California Pageant where she competes to go on to the Miss America Scholarship Pageant. We give Miss Tustin $2500.00 in Scholarship Money and she receives $1000.00 just for being in the Miss California Scholarship pageant. All contestants receive some scholarship money. The money can only be used to further their education. Miss Tustin is truly a representative of Tustin. She knows when she is crowned it is a job for a year. Miss Tustin is our representative to the Garden Grove Strawberry Festival, she visits the Mayor of Fresno (brings a gitt fi-om the City of Tustin). She goes to all of the Southern California Pageants as Tustins representative. She is expected to be at most of the ribbon cuttings and mixers for the Chamber of Commerce. She will be at the Street Fair and Chili Cook-off, all three days at Tustin Tiller Days, Tustin Meadows Parade, Forth of July Celebration, most of the Golf Tournaments in the City, Police Open House, the Santa Cop Program and any where else she is requested. The Tustin Community Foundation cut our funding this year from $5000.00 to $2500.00. When I first approached the Foundation four years ago I was told that the reason for the foundation was for them to go to the Corporations and ask for funding. They in turn would support the organizations in Tustin. Because of the funds from the City of Tustin, The Tustin Community Foundation, The contestant sponsors and ticket sales to the event we are one of the top ten Scholarship Pageants in the Miss California Organization. We are again asking The City of Tustin to help us with $2500.00 since she is truly a representative of the City ofTustin. I will be asking other groups for money and doing fund raisers this year and hopefully we will have enough for Miss Tustin Pageant 2003. IfI do not get enough funding I might have to open our pageant to cities that do not hold a pageant to help with funding. I would love to bring Miss Tustin and her court to a Council Meeting so you can meet these talented and intelligent young Ladies. They are our furore. Sincere/ /? ;' Cherrill Cady Executive Director