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Home My WebLink About24 T. TILLER DAYS RPT 02-22-94DATE: February 9, 1994 TO: FROM: SUBJECT: WILLIAM A. HUSTON, CITY MANAGER COMMUNITY SERVICES DEPARTMENT TUSTIN TILLER DAYS BLUE RIBBON COMMITTEE REPORT' RECOMMENDATION: 1. Adopt the Tustin Tiller Days Blue Ribbon Committee Report. · Authorize staff to publicize recruitment of a Tustin Tiller Days Organizing Committee. · Transfer from the non-departmental budget $6,000 seed money for the Tustin Tiller Days Organizing Committee to be deposited in the Tustin Community Foundation's account. · Ask that the Tustin Community Foundation formally agree to act as · an organizational "umbrella" for the Tustin Tiller Days Festival and receive event proceeds. FISCAL IMPACT: The immediate fiscal impact is the appropriation of $6,000 seed money for the Tustin Tiller Days Organizing Committee (TTDOC). The Blue Committee Report model budget provides for City reimbursement of seed money and in-kind costs. All other TTDOC activities will be financially self-sustaining with proceeds benefitting the Tustin Community Foundation. BACKGROUND: On April 5, 1993 the City Council appointed the Tustin Tiller Days Blue Ribbon Committee. The City Council asked the Committee to prepare a report addressing the following issues: Define the relationship between the City and -an organizing- committee; Provide for a financially self-sufficient operation; Establish administrative procedures which guide festival business; and Establish a theme consistent with Tustin's heritage. Attached is a copy of the Tustin Tiller Days Blue Ribbon Committee Report. The City Council appointed the Blue Ribbon last spring to prepare the report. The Community Services Department provided technical support and assistance to the Committee. The Blue Ribbon Committee recommended that the Parade Committee be kept separate from the TTDOC. The administration and organization of this portion of the event has gone very smoothly and is not in need of major reform. DISCUSSION: The Blue Ribbon Committee began meeting in May of 1993. The Committee met seven times and completed a draft report in November of 1993. To provide background for the report, the Committee also conducted a survey of festivals in surrounding Orange County cities and selected events throughout California. To receive public input, the Committee conducted a survey at the one day Tustin Tiller Day event on October 9, 1993. Highlights of the rep6rt are outlined below: The Committee recommends the formation of TTDOC under the Tustin Community Foundation's umbrella. A goal of the' event should be to raise money for the Foundation and the causes the Foundation supports. The Committee felt this type of arrangement will assist in procuring sponsorships and private sector support of Tustin Tiller Days. The Tustin Community Foundation has informally agreed to this responsibility. The Blue Ribbon Committee provided a model budget for 'the TTDOC. This budget provides for an entirely financially self-sufficient operation. It also reimburses the City for any in-kind and out-of- pocket expenses, such as Field Services Division and Police Department overtime, necessary to stage the event. In the recent past Tiller Days have featured small carnival ride attractions. These attractions included small rides targeted toward young children. Concern has been expressed regarding the quality and safety of some of the attractions presented in the past. The Blue Ribbon Committee has suggested that this theme be expanded to generate revenue and attract young people and children. The size and nature of the carnival has not been specified. These details would be determined by the event location, the focus-the TTDOC determines for the event and the company with whom the TTDOC contracts for service. However, the Blue Ribbon Committee is concerned that any carnival used is of highest quality, does not-- present significant event and community security problems and will generate notable revenue for the event. The Police Department has indicated that no decision on any · carnival attractions should be made until any concerns they might have with types of attractions and the carnival contractor are resolved. Past practices with the festival organizing have included informal procurement of goods and services. With the recent expansion of the event, these practices have not been formal enough to ensure that the best bids were obtained, that all qualified providers had an opportunity to participate and that an adequate audit trail was maintained for post-festival accounting. The Blue Ribbon Committee recommends that City staff provide the TTDOC with technical assistance in the area of procuring goods and services. This will assure that formalized bidding and proposal procedures are used to give all businesses and local nonprofit groups an opportunity to do business with the TTDOC. Such procedures will provide an audit trail to help to better account for festival expenses. The Blue Ribbon Committee felt that a strong theme is necessary to make the event a long-term mainstay in Tustin history. "Tustin Tiller Days - A Hometown Celebration" was selected as a general guideline. The Committee did not want to tie the hands of the TTDOC by providing detailed themes. However, the City's agricultural heritage and small town image were discussed at length. The Blue Ribbon Committee discussed moving the event from Columbus Tustin Park to a variety of venues in the Downtown/Old Town area. It was felt that this area is better suited to the "hometown" atmosphere the Committee recommends as a theme. Recent Old Town study groups have suggested that the Third Street corridor between "C" Street and City Hall might connect the Civic Center with the Senior Center/Pepper Tree Park area. This might be an item of discussion for the TTDOC. Such venues present considerable logistical and neighborhood impact problems for the event. Past attempts to reorganize the event for relocation to make room for a Columbus Tustin Park construction project proved to be very difficult. While staff does not support changing the venue for the 1994 celebration, staff will continue to work with the TTDOC and appropriate City departments concerning the possible move. The Blue Ribbon Committee feels strongly that the efforts to organize future events should not rest solely on TTDOC. This new Committee should be a catalyst for community participation. To best organize Tustin Tiller Days, the TTDOC should marshal the support of local service and civic organizations, nonprofit groups, businesses and individuals. Tustin Tiller Days is an important part of the quality of life in-- Tustin. The event provides the community with an opportunity to come together and celebrate a common heritage. The Blue Ribbon Committee and staff are confident that the attached report provides a blueprint for the future Tustin Tiller Days Organizing Committees to return this event to the deserved prominence. ~~j r Susan M. Jones Supervisor Recreation Superintendent Attachment February 9, 1994 TUSTIN TILLER DAYS...A HOMETOWN FESTIVAL Prepared for TUSTIN CITY COUNCIL from TUSTIN TILLER DAYS BLUE RIBBON COMMITTEE TU~T~'N T'rLLF~ D~Y~ BLUE RIBBON CO~TTEE Leslie Pontious city Council Chuck Puckett Tustin CommunitY Foundation Margarete Thompson Parks and Recreation Commission Todd Ferguson Tustin Unified School District, Board of Trustees Charly Kimm Rotary Club of Tustin Linda Andrews Past Chair, Tustin Tiller Days Festival Committee Cherrill Cady Tustin Tiller Days Parade Chair Cathy Cecala Tustin Area Chamber of Commerce Don Biery Tustin Area Historical Society Christine Shingleton Assistant City Manager Susan Jones Recreation Superintendent Randy Westrick Recreation Supervisor I. HISTORY OF TUSTIN TILLER DAYS Tiller Days has been a regular event in Tustin since 1957. The event provides an opportunity for Tustin to celebrate Orange · County's agricultural heritage. It is also an opportunity for local nonprofit groups to raise funds. Over the years, local civic organizations have raised thousands of dollars to benefit a wide variety of local needs. Tiller Days was organized through cooperation of a variety of ' individuals, groups, and businesses with help from the City of Tustin and the Tustin Unified School District. The event is traditionally held annually the second weekend of October. Typical Tustin Tiller Days celebrations attracted a crowds of 25,000 to 30,000 over three days. The events featured a parade, vending and display booths, entertainment, food and beverages, children's rides and games, and contests. II. ESTABLISHMENT OF THE BLUE RIBBON COMMITTEE In April of 1993 the City Council appointed the Tustin Tiller Days Blue Ribbon Committee to study Tiller Days and provide recommendations to the City Council about the organization of future Tustin Tiller Day events. The Committee consisted of representatives from the City Council, Parks and Recreation Commission, Tustin Area Chamber of Commerce, Tustin Area Historical Society, nonprofit organizations, past Tiller Days Committee members and the public at large. The mission of this Committee was to recommend to the City Council a plan for Tiller Days. The City Council asked the Committee's plan address the following concerns: Define the relationship between the City and an organizing committee; Provide for a financially self-sufficient operation; Establish administrative procedures which guide festival business; and Establish a theme consistent with Tustin's heritage. III. THE PLAN FOR TILLER DAYS A DEFINITION OF THE RELATIONSHIP BETWEEN AN EVENT ORGANIZING COMMITTEE AND THE CITY OF TUSTIN. 1. The Tustin Community Foundation "Umbrella" A grass roots organization should be developed to plan and implement Tustin Tiller Days. The Tustin Tiller Days _1 Organizing .Committee (TTDOC) should operate under the corporate umbrella of the Tustin Community Foundation. The City Council founded this FoundatiOn to help promote and support cultural, recreational and human service needs of the community. The Foundation will benefit from all proceeds the TTDOC generates. The Blue Ribbon Committee recommends that the Parade operate independently of the TTDOC. However, there would be a liaison appointed to coordinate parade and festival efforts. ~. TTDOC ORGANIZATION The Blue Ribbon Committee provided general direction about the make up and by-laws under which the TTDOC operates. This organization is outlined below: The standing committees of the TTDOC should include: Executive Council including: Chair Vice Chair Secretary/Treasurer Committee Chairs (see below) Ex Officio - Staff Liaison Ex Officio - Community Foundation Liaison Car show, Contests, & Entertainment Procurement & Sponsorships Carnival rides & Childrens' & Families' Fair Publicity Security &-Maintenance · Stage & Technical Parade Liaison The Blue Ribbon Committee suggested the following guidelines for the TTDOC by-laws: Any exceptions to the rules established by TTDOC must be approved by a 3/4 vote of the executive council. Ail finances should be handled through the Tustin Community Foundation. - TTDOC FINANCES - PROVIDE FOR A FINANCIALLY SELF-SUFFICIENT OPERATION When the City Council established the Blue Ribbon Committee, the Committee was asked to develop a plan which provided for a self- sufficient operation. The proposed budget provides a model for the TTDOC as annual operating budgets are prepared. One of the key elements of the budget is that in-kind City services are factored into the operating cost. The event has a neutral impact on the City's budget. The Blue Ribbon Committee was also careful to over estimate expenses and under estimate revenues. The Committee felt that Tustin Tiller Days also has the potential to raise significant funds for the Tustin Community Foundation. A potential budget for the 1994 event is proposed below. This budget takes into account City in-kind expenses and proposes to reimburse the City for these expenses. As a Committee is formed and specific plans are finalized the budget will change. However, this model conservatively estimates revenues and liberally estimates expenses. Model Tiller Days Budget - 1994 Festival Only Revenues (Receipts): Start-up Cost for Festival Carnival Rides (net after expenses) Kids Rides (net after expenses) Booth Space Rental Car Show Contests Beer Sales (net after expenses) Beer Sponsorship Sponsorships $ 6,000 25,000 6,000 15,000 50O 200 8,000 5,000 4,300 Total Festival Revenue 70,000 Expenses: Booth Rental Electrical/Utilities (Generator rental or lighting cost) Entertainment Contests Stage/equipment Rentals · Printing, supplies, support costs Seed Money Reimbursement ,' Security/Tustin P.D. , Maintenance/operations personnel , Community Services Department , (Part-time support & printing) Postage ~ $ 12,000 6,500 7,500 200 2,000 2,500 6,000 5,000 5,000 3,000 300 Tot&l Festival Expenses <$ 50,000> Parade Expenses: Police Department overtime Field Services overtime Start up cost/CSD administrative support $ 1,500 5,000 5,000. Total Parade Expenses <$ Xl,500> Net Return to Tustin Community Foundation $ 8~500 Expenses to be reimbursed to the city's general fund. An accounting of TTDOC revenues and expenditures will be presented to the Foundation Board in January. At the second city Council meeting in January, the City Council will be presented with a full accounting of festival expenses at this time reimbursements will be made. C.PROPOSEDADMINISTRATIVEPROCEDURESWHICH GUIDE FESTIVAL BUSINESS. Procedures for contractinq for event qoods and services Any Contractors or vendors for the event must be acquired through a request for proposal or bid process consistent with City of Tustin purchasing policies. This process is the responsibility of City staff assigned as Ex officio- Staff Liaison. The development of specifications for and the review and selection of vendors/contractors shall be the responsibility of the committee and approved by the executive committee. Depending on the contract amount, the City Council or authorized City Staff shall sign all Tustin Tiller Days contracts. · Procedures for selectinq "nonprofit partners" TTDOC will establish procedures for selecting local nonprofit partners to help produce events. These -- procedures will set forth the following: A description of the services the partner will provide including the number of volunteers required and any special talents needed. Public notice to all qualified nonprofit organizations of the partnership opportunity. Establishment of standards for evaluating partnership applications and performance of selected groups. proposed guidelines ~or defining TTPOC produces events and TTDOC endorsed events ~ The Blue Ribbon Committee recognized the need to involve as many different community entities as possible. To increase local community participation, it would be advantageous for organizations to produce associated Tustin Tiller Days activities under the TTDOC umbrella. TTDOC events and activities are planned, financed, promoted, and operated under the direct supervision and operation of the TTDOC Executive Committee. · TTDOC endorsed are events which: Are produced by local nonprofit organizations, by local members and for the benefit of local charitable causes; Are consistent with Tustin Tiller Days themes and the local heritage; and ! Do not conflict with events and activities produced by TTDOC. TTDOC endorsed events and activities may use Tustin Tiller Days logos in promotional efforts. TTDOC endorsed events and activities will receive promotion in general promotion and publicity produced by TTDOC. Responsibilities of Ex Officio staff representative Coordinate all purchasing for goods and services to ensure consistency with City policy. Act as an interagency/departmental coordinator for TTDOC with such agencies as: Orange County Health Agency; Orange County Transit District; Orange County Fire Department; and Various City departments such as Police Department, Field Services Division and Business License. · Coordinate the filing of permits such as: · Business licenses; · Health permits; · Encroachment permits; and · Conditional/temporary Use Permits. Do EVENT THEMES CONSISTENT WITH TUSTIN'S HERITAGE 1. A central theme for Tustin Tiller Days The Blue Ribbon Committee did not recommend specific themes for the event'. However, the Committee did provide some general parameters. The theme, "Tustin Tiller Days - A Hometown Celebration" was suggested as an expanded title which provides a guiding focus which leaves TTDOC room to develop specific annual themes. The Blue Ribbon Committee suggested that other appropriate themes might celebrate Tustin's farming and agricultural past and other significant local historical events. 2. Guidelines for parade themes The Blue Ribbon Committee recommended that the "Hometown" theme also provide be adopted by the Parade Committee. This theme provides general direction to the Parade Committee as specific annual themes are selected. The Blue Ribbon Committee also suggested that specific themes for the parade and other elements of the event be coordinated to consolidate promotional opportunities. 3. Establish event dates, times and places Tustin Tiller Days should continue to be held the second weekend in October. This is a time which has informally evolved within the Orange County as Tustin ' s turn to celebrate. The Blue Ribbon Committee recommends that the event run Friday, Saturday and Sunday and that it operate into the evenings Friday and Saturday and into the late afternoon -- Sunday. Some local organizations may choose to organize endorsed events or activities the week prior to the Tustin Tiller Days weekend. The event dates in 1994 will be October 7-9. Even though surveys received at the 1993 event support leaving the event at Columbus Tustin Park, the Blue Ribbon Committee recommends that TTDOC give serious consideration to moving the celebration to the Old Town area of Tustin. The Committee 6 feels that the atmosphere in Old Town lends itself to the more pastoral, hometown themes proposed. Conceptual plans for using Old Town as an event venue include linking the Civic Center and Pepper Tree Park with Third Street. Recent public forums the Community Development Department and Planning Commission conducted on Old Town indicated a need for more community and cultural events in that area. Third Street was identified as a potential festival corridor for such activities. While Old Town might present a more appealing venue, it poses new problems for event producers. The current Columbus Tustin Park location allows for the event to operate with minimal disruption to local businesses and residents. The surrounding neighbors know that Tiller Days annually operates at the park and tolerates the disruption to their neighborhood with very little complaint. Staging the event in Old Town will introduce throngs of people into a residential/business neighborhood. The potential impacts on the "peace and quiet" of the neighborhood, disruptions to local transportation, possible damage to private property and perceived-negative economic impacts for businesses must be addressed. Guidelines for local and non-local nonprofit participation at Tustin Tiller Days The Blue Ribbon Committee focused most concern in this area on fund raising opportunities through sales of food, operation of game booths and other elements of the exhibit portion of the celebration. To encourage local nonprofit participation the Blue Ribbon Committee recommends: Local nonprofit will receive an "early application window." During this time, only applications from local nonprofit organizations will be taken. The TTDOC should consider providing local nonprofits discounted rates on space rentals. Space rentals for all nonprofit organizations should be discounted from commercial or business rental rates. Ail nonprofit booths must be consistent with the themes -- for the event. Guidelines need to be established and enforced which reduce the duplication of food items or games. This will provide all organizations with better fund raising opportunities while allowing for a more interesting event for the public. 7-- 5. Guidelines for business and commercial participation at Tiller Days The Blue Ribbon Committee felt that business and commercial participation in Tustin Tiller Days is an important reflection of the community's identity and heritage. The Committee recommends that business and commercial participants adhere to the following guidelines: Local business will receive an "early application window." During this time, only applications from local businesses will be taken. The TTDOC should considered providing reduced space rental rates to local business. Limits on the types of commercial exhibits need to be established. This is so that the festival is not dominated by any specific interest group or groups. It also will make for a more interesting event for the public. Guidelines need to be established so that commercial exhibits are not in competition with nonprofit funding raising efforts. All business or commercial booths must be consistent with event themes. If the sales product or service promoted is not consistent with the theme, then the booth decor or costumes of those in the booths must be. The TTDOC needs to develop evaluation criteria to determine if exhibits are consistent themes. Those which are not, should not be invited to return. E. DESCRIPTION OF CELEBRATION ELEMENTS The Blue Ribbon Committee suggests that elements of the celebration should be divided into TTDOC produced and TTDOC endorsed activities and events. !_=. TTDOC produced activities Music & entertainment Food & beverages Games & contests Commercial exhibits Nonprofit exhibits Carnival rides & attractions 2. T~DOC endorsed activities Tustin Tiller Days Parade Tustin Fine Arts Council Show Others: Historical Society heritage walk, Miss Tustin Pageant, Chamber of Commerce golf event, etc. V. RESEARCH & APPENDIX Ri,/: T ,'D R EPRT. BRC APPENDIX LIST OF APPENDICES A. TILLER DAY 1993 SURVEY RESULTS Be COUNCIL REPORT - RECOMMENDATIONS FOR FUTURE TILLER DAYS CELEBRATIONS C. COUNCIL REPORT - TILLER DAYS BLUE RIBBON COMMITTEE D. TILLER DAYS BLUE RIBBON COMMITTEE MISSION STATEMENT E. TILLER DAYS BLUE RIBBON COMMITTEE MEETING SUMMARIES Fe Ge FESTIVAL RESEARCH TILLER DAYS 1992 BUDGET H. TILLER DAYS 1992 SUMMARY OF CITY EXPENSES DATE: October 18, 1993 lnter-Com TO' RANDY WESTRICK, RECREATION SUPERVISOR FROM: SANDY VAN RIPER SUBOEC/: TILLER DAY SURVEY RESULTS & COMMENTS The following is a list the results of the Tiller Day Survey, along with comments made on the form: · Total number of surveys received: 254 e · Remain at Columbus Tustin Park: 234 Various locations in Old Town: 25 Other: 4 · TIMING Daytime only Daytime & Evening TILLER DAYS SHOULD BE: One day festival: Weekend festival: 0THgR EVENTS: YeS-~28, No-4 Golf Tournament Battle of the Bands Cultural Activities Softball Tournament Beauty Pageant Art Show Carnival Rides Arts/Crafts & Other Booths Other 26 224 22 234 . 39 147 121 61 92 116 195 106 6 · · MUSIC Country & Western 111 80's & 90's 86 New Age 21 Military Band 50 Oldies Rock & R011 125 Jazz 71 Big Band 62 Combination 117 ~MPROVEMENT Comments below 7. V,O~UNTEER: Yes 57 No 90 MOST COMMON COMMENTS MADE.ON_SURVEY F0.~ Make it more like last year Return to previous format (most common comment) This year was a disaster,~and a disappointment More booths.needed More Arts & Crafts Booths, jewelry, etc. · No Commercial Booths No Political Booths More kiddie rides Keep Camera men out of the marching area for the parade Make parade shorter and better - Too many gaps in the Parade Should last longer than 6 hours More activities needed for children, teenagers, and adults More publicity needed Ask for more volunteers Needed more food vendors Need local groups to get involved Strolling entertainers, and family entertainment More women's bathrooms Taped music during band intermission 3 E N APPENDIX COUNCIL REPORT Inter-Corn ~,TE: February 10, 1993 ): WILLIAM A. HUSTON, CITY MANAGER |OM: COM}4UNITY SERVICES STAFF JBJEC~ RECOMMENDATIONS FOR FUTURE TUSTIN TII.LRR DAYS CRLRBRATIONS RECOMMENDATION: 1. Limit the 1993 Tiller Days celebration to include only the parade and a one day festival to coincide with the dedication of the Civic Center· · Establish a Blue Ribbon committee to study Tiller Days and provide recommendations to the City Council about the organization of future Tustin Tiller Day events.. BACKGROUND: Tustin Tiller Days has served as the Tustin area's annual civic celebration for the past 35 years. Over the years the event has been organized by a variety of individuals, groups, and businesses as well as the City of Tustin and the Tustin Unified School' District. The event is traditionally held annually the third weekend of October. The most recent Tustin Tiller Days celebration was held on October 9-11, 1992. Tiller Days attracted ~ crowd of 25,000 to 30,000 over three'days. The'event' featured'.a parade~ vending' and display booths, 'entertainment, 'food and beverages, children's rides and games, and contests. In 1992, Tiller Days attracted a family crowd. DISCUSSION: On February 8, 1993 staff received a letter from Tustin Tiller Days chair Jim Carr indicating that he and the Committees's Executive Council and Board of Directors have chosen not continue with their -participation in Tiller Days activities. Mr. Carr cited the major reason to end participation as the enormous commitment of time and effort to successfully stage the event. He also said that there is frustration related to an unclear description of the relationship that exists between the City and the Committee. The letter also included a refund to the City of the $6,000 seed account provided for the 1992 event. The Committee is donating the proceeds'from last year's event and the balance of their accounts to the Boys and Girls Club of Tustin. Staff understands the Committee's concerns about the large commitment necessary to organize Tiller Days. This Committee spent countless hours to organize past Tiller Days events. Staff also shares the Committee's frustration with the lack of clear definition of roles. This problem created very difficult situations for the City. The Community Services Department commends the Committee for their dedication to Tiller Days. This Committee haS'~orked diligently to organize an annual celebration which has brought enjoyment to thousands of people. Staff encourages everyone on the Committee to continue to volunteer to serve Tustin. This change in Tiller Days represents an opportunity for the event to grow and change with the times. Therefore, staff has. recommended the appointment of a Blue Ribbon Committee to rebuild Tiller Days from the ground up. Representatives from the City Council, Parks and Recreation Commission, business community,. nonprofit organizations, past Tiller Days Committee members,-the public at large and City staff co61d make up this Committee. -. To keeP the spark of Tiller Days alive, staff proposes scheduling the 1993 event, including the parade, to coincide with the dedication of the civic Center. A community-based festival could be organized With this event. Tiller Days would continue in 1994 and into the future based on a plan developed by the Blue Ribbon ' Committee. Should the City Council concur with the recommendation, staff will provide the City Council with a detailed proposal regarding the Blue Rib.bon Committee and the 1993 celebration at a future meeting. · . ~n estrick R~~ion Supervisor Attachments ~: T~D F13T~R . ~C Susan M. Jones Recreation Superintendent February 8,~ 1993 Randy Westrick City of Tustin 15222 Del Amo Avenue Tustin, C~lifornia 92680 Dear Randy: This is to inform you and the City of Tustin that I will no longer be involved in the Tustin Tiller Days activities. Also, all of the Executive Council and most of the Board of Directors of this Association have-dedided not to.~onttnue with their participation.in the Tiller Days activities. At this time the only member of the Board that I know of that will continue is Cherrill Cady of the parade committee. While there are a few reasons for everyone resigning, I would suggest that the major reM~on is simple. Tiller Days take~ a lot of time and effort to put on. The fact is that a.few people end up with the bulk of the work. Actually that may be fine if one has the time and financial resources to do that. The case is those of us who find ourselves in this position can no longer devote the time necessary to get it done. The other issue is frustration. 'The role of the City and of the volunteer organization needs to be clearly defined. Perhaps this will be an opportunity to look at that issue. We had t~e best year that I know of with regard to finances at Tiller Days. I have enclosed two checks made out to the City. The one for $493.75 is for the city license f~es collected for the 1992 event. The other check is for $6000.0.0 and is b~ing given back to the city.for.next year~s.evCnt. ~he remainder.of the ~unds received this year has been donated to the Boys and Girls club of Tustin. I will do what ever can to assist you in this tranststion.. I know that I speak for the entire Tiller Days orga~ization when I tell you that you are appreciated and respected. You truly are the best~ .Regards: Jim Carr JC/hf Tustin Tilter Days Fair & Parade · ! 5222 Del Arno Ave. · Tustin, California 92680 APPENDIX C: COUNCIL REPORT Inter-Gore DATE: March 31, 1993 .. TO' WILLIAM A. HUSTON, CITY MANAGER FROM' COMMUNITY SERVICES STAFF SUBJECT: TUSTIN TILT.RR DAYS BLUE RIBBON COMMITTEE RECOMMENDATION: Appoint a Blue Ribbon committee to study Tiller Days and provide recommendations to the City Council about the organization of future Tustin Tiller Day events. FISCAL IMPACT: The Blue Ribbon Committee will have no fiscal impact. Existing · staff will provide staff support to the Committee." Staff will proVide the City Council with a financial analysis of the scaled back 1993 event as plans become more concrete. BACKGROUND: · At the March 1, 1993 meeting, the City Council authorized the establishment of a Blue Ribbon Committee to study Tiller Days. -The mission of the Blue Ribbon Committee is to make recommendations on 'rebuilding the event ~rom the ground up beginning in 1994. ,, .. , · . The City:Council also authorized organizing a scaled back Tiller Days in 1993. This celebration will include dedication of the new · civic Center, the parade and a small, one-day, community-based festival. '"' DISCUSSION' Staff suggests that the Blue Ribbon Committee consist of representatives from the City Council, Parks and Recreation Commission, Tustin Area Chamber of Commerce, Tustin Area Historical Society, nonprofit organizations, past Tiller Days Committee members and the public at large. The group should have no more than eight membgrs. This group needs to be small so that members can focus on the task. The Committee can gather information from · the public through one or two meetings specifically designed for public input. Some organizations and individuals have expressed an interest in serving on the Committee. April 28, 1993 is proposed for the first Committee meeting. The mission of this Committee should be to recommend to the City Council a plan for Tiller Days which: defines the' relationship between the City and an organizing committee; provides for a financially self-sufficient operation; . establishes administrative procedures which guide festival business; and establishes a theme consistent with Tustin's heritage. The Blue Ribbon Committee will also work with staff to develop plans for the scaled back 1993 'celebration. Tentative plans for 1993 include the Civic Center Dedication Ceremonies on Friday, October 8, aftgrnoon and evening. The parade and a small family/children's festival will be.Saturday, October 9, during day time hours. Staff is looking into organizing a softball tournament on Sunday, October 10. Randy st~ ' ~~n ~upervisor RW: ]~TD~RCOK. C~ Susan M. Jones Recreation Superintendent - APPENDIX D: MISSION STATEMENT TUSTIN TILLER DAYS BLUE RIBBON COMMITTEE MISSION: AS DEFINED BY THE CITY COUNCIL The mission of this Committee should be to recommend to the City Council a plan for Tiller Days which: defines the relationship between the City and an organizing committee; provides for a financially self-sufficient oPeration; · establishes administrative procedures which guide festival business; and · establishes a theme consistent with Tustin's heritage. A DIX E: >'.EEi[~:G ~%~.2._-.kiE_~ MEETING SUMMARY TUSTIN TILLER DAYS BLUE RIBBON COMI~ITTEE April 28, 1993 4:30 p.m. Tustin Area Senior Center Introductions Blue Ribbon Committee members Present: Leslie Pontious Charyl Kimm Linda Andrews Todd Ferguson Don Biery Cherrill Cady Margarete Thompson City staff present: Susan Jones Randy Westrick . Direction from the City Council The City Council's direction to the BRC were outlined as follows'. Define the relationship between the Organizing Committee and the City. Provide for a self-sufficient operation. Establish administrative procedures for the festival. Establish a theme for the festival consistent with- Tustin's heritage. 3." Steps in the Process to Develop Recommendations sUrVey other Orange County festivals. Ail major Orange County festival will be surveyed. In addition, the BRC identified other festivals which should also be surveyed. Avocado Festival - Fallbrook Garlic Festival - Gilroy Apple Festival - Julian Walnut Festival - Walnut Creek Autumn Festival - Calico Western Days - Norco Fiesta.- Santa Barbara Potential topics the festival survey should cover include: Activities/themes at the festival Number of days and hours of operation · Cost structure for vending booths · Income sources · Local vs. regional/statewide participation · Leadership - City, Service Org., Cham]~er, Schools, nonprofit organization? · Are professional event organizers Or agents used for all or part of the event organization Local government in-kind/cash support Cost saving/volunteer participation Insurance Carnival Would a visitation to board meeting be possible? Does the event make a profit? · How are profits used, donated to charity, put into following year's event? Public input. T° gain 'local opinion on the future of Tiller Days, the BRC suggested a public survey. Responses could be gathered through the following resources: Tustin Today TUSD parent mailers · Realtors · PTO's · Local weekly newspapers · At 1993 parade and publicized through publicity for scaled back 1993 TTD events Analyze potential event revenue and expense sources. This portion of the BRC responsibilities will be conducted after the new event is -designed." Develop event themes. The BRC expressed dreams for an "ideal"- event. Small town event Street Faire - In Olde Town, involving merchants, Pepper Tree Park could be used No script Animals - horses, a petting zoo, shade Hayride Local benefit first] Carnival - Family Oriented Tractors/farm theme Heritage Faire - Multi-cultural, ethnic CLASSY~ -COMMUI~PRIDE Tournament festival for bands and drill teams in parade Sporting events - golf, softball, tennis Parade a major event - Themes consistent with festival Compact time - only one or two days Middle School activities - Mass band and drill team numbers, interscholastic contests TTD a centerpiece for other community activities - e.g. Miss Tustin Recommend organization and administrative structures. These recommendations will also be made after the event is designed. Meeting Schedule and Timetables For the time being, the BRC will meet monthly. meeting will be: Wednesday, May 26, 1993 4:30 p.m. Tustin Area Senior Center Conference Room The next Se Tentative Plans for Scaled Back 1993 Event Staff reported to the BRC that the parade planning is now underway for October 9, 1993. A small family/children's festival will be planned for after the parade if sponsorships and vendor fees will cover the expenses. Plans for the Civic. Center dedication are still up in the air. MEETING SUMMARY TUSTIN TILLER DAYS BLUE RIBBON COMMITTEE May 23, 1993 4:30 p.m. Tustin Area Senior Center Blue Ribbon Committee members present: Linda Andrews Todd Ferguson Don Biery Cherrill Cady City staff present: Susan Jones Randy Westrick Chris Cormack (volunteer) 2~ Update on Research of Other Events Chris Cormack reported that she has conducted research on other events based on the questions and'events provided by the Committee. A compilation of the results of her research will be provided at the next meeting. Theme Development - What is Tiller Days The Co_mm_ittee discussed different aspects of Tustin's heritage and past which could define the theme of Tustin Tiller Days. These included: Orange grove Harvest festival Agricultural CoBs Plow Rake Overalls Farmer's market "Farmer Fred" Garden harvest Oranges Grown locally "sale" by local nonprofits Tractors Hayrides Campfire Celebration themesbasedTustin's reaction to Significant national/international events; e.g. V-J Day, man on the moon, Lindberg crossing the Atlantic. SchoOls' heritage Pitchforks ~ Hay bale throwing "Bossy Bingo" Corn shucking Water melons Apple bobbing Migrant agricultural heritage Hometown Small town Families Horseshoes Fun Fundraising Local entertainment Local art (Fine Arts Council activities) Update on 1993 Plans Staff reported to the BRC .that the parade planning is now underway for October 9, 1993. A small family/children's festival will be planned for after the parade if sponsorships and vendor fees will cover the expenses. Plans for the Civic Center dedication are still up in the air. MEETING SUMMARY TUSTIN TILLER DAYS BLUE RIBBON COMMITTEE June 23, 1993 4:00 p.m. Tustin Area Senior Center le 2. Event Administration Committee - The committee shoul~ be made up of'a number of subcommittee each with special areas of responsibilities. Previous committee structures might work well with the new reformed committee. Structure - The structure of the event should be determined after an analysis of the City and Committee budget for the event. 1993 Event Planning Staff updated the BRC on plans for a scaled back one day celebration for 1993. It will consist mainly of an "after parade community party." RU: 623AGEN. BRC M~ETING SUMMARY TUSTIN TILLER DAYS BLUE RIBBON COMMITTEE August 25, 1993 5:00 p.m. · ustin Area Senior Center 1. Relationship of Committee to City A committee operates as a steering committee advising staff on event operations and assisting with operation. A committee operates the event under the nonprofit "umbrella" and for the benefit of the Tustin Community Foundation. Guidelines should be developed which are reviewed and revised annually when the City Council approves the budget. Requests for proposals and bids should be used when securing goods and services. There must be a mechanism for smooth transition of leadership. I~: 825SUI4. BRC Randy Westrick Recreation Supervisor MINUTES TUSTIN TILLER DAYS BLUE RIBBON COMMITTEE SEPTEMBER 22, 1993 TUSTIN AREA SENIOR CENTER I. Meeting called to order at 5:00 p.m. Members present: Don Biery Cheryl Cady Gary Magill Leslie Pontious II. Old Business 1. Development of questionnaire Randy is to develop a questionnaire for distribution at Tiller Day. The committee suggested the following questions: How many days should the festival last? One, two ~r three. Location of event: Columbus Tustin Park, Peppertree Park, other. ~ What type of entertainment? Different activities - Carnival, dance, or a week of activities to ihclude a Golf Tournament, Beauty Pageant or other activities. Include space for comments. Would ycu be willing to volunteer to help with Tiller Days? Include a space for name and address. 2. Information booth personnel Leslie Pontious, Cheryl Cady and Margarete Thompson will distribute the questionnaires at Tiller Day. III. Agenda for next meeting 1. Rec~u~ltment of new volunteers. 2. Budget. Randy to bring expense report from last year. · Establish by-laws. Define relationship with Community Foundation. Define sub-committees and sub-committee functions. · Gather information on carnival companies to determine anticipated revenue and possible terms. IV. Adjournment The meeting was adjourned at 5:45 p.m. The next meeting will be held on Thursday, October 28 at the TUSTIN ARF2% SEN~OR CENTER, 4:30 p.m. APPENDIX FESTIVAL SUI~RY FESTIVAL RESEARCH SL.%tMARY Festivals mn by Chambers of Commerce Julian Apple Festival Gilroy Garlic Festival Fallbrook Avacado Festival & Harvest Hoedown Walnut Creek Wine Festival & Walnut Festival Norco Labor Day Fair & Horse Week (Western Days) Fountain Valle3.' 4th of July Festh,~s fun b)' City and Independent Groups Garden Grove Strawberry Festival Santa Barbara Old Spanish Days' Anaheim Cinco de Mayo Fullerton Founder's Da2,.' Parade and Street Fair Professional nm Festivals .- Huntington Beach Juh.' 4th Country Faire San Bemardino Huck Fin Days(Fathers Day Weekend) & Calicoi Ghost Town Costa Mesa** No longer have flare for special events or festivals When are festivals held? Througlmm the spring, summer and fall. How many days are events held? Some are one dm' ex,eats and they vary from weekends to the Julian festival which lasts ever).' weekend from Sept thru the end of Nov. -Profits All groups attempt to make a profit. Most of the funds go to fund the next year's event Some funds go to a charity and also into the general Chamber funds. All groups accept and use as much as posa'ble the community volunteers. Ail Groups make use of corn miue~ and subcommittees Huntington Beach July 4th Country Faire This event is run entirely by a professional event organizer: Pagent Productions (310) 5374240 Ronnie Gilroy Garlic Festival This event is mn by the Chamber of Commerce Dates are July 23,24,25 Call (408) 842-6437 and leave a message Anaheim 254-5274 Sue Richmond Walnut Creek (510) 934-2007 Chamber of Commerce Wine Festival in June at the Heather Farms Walnut Festival contact Evelyn Reed ( on vacation 5/20 - 6/3) (510) 935-6766 San Bemardino Count3.' FOr information regarding Calico Ghost Town (619) 2122 For information regarding Huck Finn Days on Fathers Day Weekend contact professional event organizer DVT Marketing (909) 780-8810 .:.. Santa Barbara (805)962-8101 Diana Van der Vort (would like to have a regional conference with other dries that hold events for information sharing. She already has the Rose Bowl Committee people lined up. Please contact her il'you are interested.) Old Spanish Days is a Hispanic themed event. Days and Hours: Aug 4-8 10 am - 12 midnight Vendors: All local non profit communin' sen'ice groups nm booths there are 2 marketplaces 26 booths Food and Beverage booth $600 Non Food :g400 Income Sources: No admission is charged~. 10% of income to nm the event comes from city tax money, other sources include parade entrants, rodeo, carnival, big fund raisings. This event is international ia scope. There are medial releases Th~_ are published in Spain and Europe. Partly due to the parade and rodeo evems and entrants. Organization: it is a non profit group independent of the city. Paid Professionals: there is one paid o ~rganizer (since this year only, previously, no paid persons). There is a board of directors with 35 boards an,4 thousands of volunteem They assist no only with the planning but also with the all equestrian parade, carriages, floats and Insurance: there are 3 separate policies to on,er business, non owned autos, sound equipment and general liability The Carnival carries its own insurance Board Visitation: Yes. the5.' would welcome ara, x4sits Profits: MOSTLY YES -Use of Profits: saved for next year's ex,:at or pm into a CD to v,'ard off unexpected costs. They offer free variety shows and hm,e o:mstam entertainment. Julian Apple Festival This event is run by the Chamber of Commerce (619) 765-1857 The town hall is owned by the chamber and booths pay a percentage of their sales to the chamber. Booth space if open only to Julian residents. Days and Hours of operation: From mid Sept through end of Nov - every weekend There are arts and crafts for sale plays with can-can dancers banjo and fiddle contests (a fee is charged to each entrant) wood turners contests (wood carvers) There are no professional organizers. There is no cash donated by city - this is unincorporated area of San Diego County Volunteers: all volunteer run. The town hall is insured by the Chamber. Profits: all profits go to help maintain their town hall and pay for improvements on it. Fallbrook Avacado Festival Chamber of Commerce (619)728-5845 Days and hours: one day April 25th all day event held on Main Street Harvest Hoedown Chamber of Commerce (619) 728-5845 October 10th one day street fair with arts and crafts theme Vendors: Food $100 Crafts 75 Non profit groups from Fallbrook - no charge There are no professionals - all volunteers Insurance is provided (for more information must talk with the director) There are special events such as a beauty pagent: Little Miss Avacado age 4-8 years old special emphasis on childrens booths and games. All profits go back to the Chamber funds. ~ - Norco Western Days Norco Labor Day Fair (714) 737-2531 Horse Week Nancy (714) 736-0676 Days and Hours: Sept 2 - 6 10 am - 12 midnight \ Monday: parade 12 noon - 6 pm Vendors: $180 - $200 All Food booths are run by non profit groups Income sources: Vending booths, Admission $3 This event is advertised mainly in the Inland Empire and Orange Leadership: Chamber runs entire event without professionals. Volunteers: Yes Insurance: chamber carries own insurance Camix~: California Fairs, Show of shows Visitation: Call first. Profit: This is the chamber's biggest money maker. They use all volunteers, even musicians and entertainers are local volunteers. The carnival runs on the tickets that are sold. All profits go back into the Chamber General Fund. FOUNTAIN.' VALLEY Chamber ofCommer~ MargicHopkins (714)546-5116 4th of July Festk~ this years themc: Celebrate Independence Day in thc Good Old Fashioned Way Days and Hours: Jul).' I - 4th 11 am - 12 midnight held at Mile Square Park. Vendors: Arts and Crafts $165 Food $595 booths are 10~ x 10~ lit booths Non food $350 Push cart $300 Exhibit mm sale $295 booths bx' FY ser~Sce clubs (regardless ff items are sold) are FREE Income: Sponsorships. ~' car dealers, FHP, local businesses, also Cost of Admission, booths, parking. carnival. This e~'ent is local and count3., in media and participation. Leademhip: Chamber of Commerce with no cash contribution from city, but does have support of city. Volunteers: absolmety Insurance: Chamber carries insurance for food, carnival and fire. Board xrtsitation: Yes, Thexe are 7 boards and a Board of Governors covering: entertainment, grounds and facilities,. ~ ~'ents. etc. Profit: Yes. Profits go to m:xt year's c'vent and also to the Knights of Columbus, business programq to city and scholarships. APPENDIX G: 1992 BUDGE/ 1992 E~TIMAT~D ~ AND EXPENSES Balance on hand City Donation Miller Beer Profit Beer and Wine Rides Booth and Space Rental Electrical Rental Car Show Contests 2036.00 6000.00 3500.00 2200.00 6000.00 17000.00 3500.00 650.00 100.00 Carnival Services Electrical Generators Entertainment (Performers/Stage/Lighting) Contests Taylor Rental Security .. ..... Event T-Shirts Dewey's Port-O-Let Car Show Great Western Reclamation Publicity Set Up Expe. nses 12000.00 6500.00 7500.00 200.00 1900.00 2500.00 1200.00 1200.00 900.00 650.00 2000.00 2500.00 TOTAL EXPE~-~S Respectfully Submitted, President, Tustin Tiller Days Fair & Parade Tustin Tiller Days Committee · 15222 Del Amo Ave. - Tustin, California 92680 Faqe 2 · City of Tustin Coors Daddy -O' S Beer Profit Rides Booth Rentals Space Rentals Electrical Rental Car Show Contests 6000.00 3000.00 300.00 2681 6184.00. 9750.00 8320.00 3880.00 650.00 615.00 Beginning Balance Income Expenses Balance on Hand 750.00 41380.00 40094.00 2036.00 Respectfully Submitted, President, Tustin ~iller Days Fair & Parade Tustin Tiller Days Committee - 15222 Del Amo Ave. · Tustin, California 92680 A??!~:DIX H: CITY EXPENSE 1992 TILLER DAYS EXPENSES CITY OF TUSTIN FAIRE Community Services Department Field Services Department Police Department Utilities Postage, Office Supplies Festival Cash Support FAIRE TOTAL PARADE · Community ServiCes ~Department Field Services Department Police Department Parade Committee Expenses TIT3.ERDAYS TOTAL SEED MONEY REFUND GRAND TOTAL 1992 the seed money was refunded to the City. $ 5,544 6,194 5,397 4,480 200 6,000 $ 1,400 6,583 1,055 __ 5.196 $ 27,815 14,234 42,049 6,000> 36,04g FAIRE FIELD SERVICES DIVISION EXPENSES TILI.ERDAYS 1992 Labor Equipment & Materials Total $ 4,957 1',237 PARADE Labor Equipment & Materials $ 5 ,.398 Total $ 6,194 $ 6,583 Overtime, Faire Overtime, Parade · . Total POLICE DEPARTNRNT EXPENSES TILT.ER DAYS 1992 5,396.79 1,055.25 $ 6,453.04