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HomeMy WebLinkAboutNB 4 TILLER DAYS PARADE 10-3-88SEPTEHBER 23, 1988 NEW BUSINESS NO. 4 10-3-88 Inter- Com TO: WILLIAH A. HUSTOH, CITY MANAGER FROM: COIqlqUNITY SERVICES DEPARTMENT SUBJEC;T: TUSTIN JAYCEES REQUEST FOR TILLER DAYS PARADE ~P 2 8 1668 RECOMMENDATION Pleasure of the Council. BACKGROUND Attached is a letter from the Tustin Jaycees requesting that a check in the amount of $4,700 be issued to them to cover the cost of staging the Tiller Days Parade. The parade is scheduled for October 8, 1988. Susan M. Jones (/ Recreation Superintendent The amount requested is included, in the 1988/89 budget recently adopted by the Council. If. Council approves, staff will process the request immediately. · R'oyleen ~k. White, vlrect~r Communi~ &' Administrative Services RAW/SMJ/bw TUSTIN "A Leadership Training and Community Service Organization" TO: City Council City Manager City Attorney From: Tustin Jaycees RE: Tustin Tiller Days Parade (October 8, 1988) Proposed October 3, 1988 City Council Agenda Item The Tustin Tiller Days Parade, an intergral part of this years's Tiller Days Celebration, is coming up on October 8, and, as we have over the past several, years, the Tustin Jaycees are prepared to devote their time and resources to insure it's success. There are, howerver, four major Parade-related issues which require Council consideration and approval. They are liability insurance, equestrian entries, allocation of funds, and the proposed location of the Parade and the awards ceremony. The following are the proposals of the Jaycees-on these issues: 1. Liability Insurance - The Jaycees will procure adequate lia- bility insurance to cover their own involvement in the parade while the City procures its own.coverage to the extent that it may deem necessary. Note: this arrangement received Council Approval in conjunction with the 1980 through 1987 parades. 2. Equestrian Entries - Only those equestrian units with substant- ial parade experience (i.e., six parades within the last twelve months) and good safety records will be allowed to participate. In addition, these entries, with the exception of the military units, will be required to required to provide evidence of at least 1,000,000.00 of liability coverage and sign an agreement relieving the City and the Jaycees of any liabilities resulting from their participation in the parade. Note: these eq~estrian requirements received Council approval in conjunction with the 1980 through 1987 parades. Note Also: The same Equestrian Entries from and the same Release, Hold Harmless, and Indemnity Agreement (copies attached) required of equestrian entries in the 1980 through 1987 parades will again be required this year. P.O. BOX 307, TUSTIN, CALIFORNIA 92681 TUSTIN "A Leadership Training and Community Service Organization" 3. Allocation of Funds - The City will provide funds to run the parade in an amount not to exceed $4700.00. It is necessary that these funds be disburses to the Jaycees in the reasonably near future in light of the significant "front money" which is required to put on this event, particularly for trophies and band judge fees. Postage,stationary, and photocopy expense has already been incurred in conjunction with the initial parade entry solicitation which we recently sent out, and that expense has been paid out of the Jaycee general fund on a loan basis to the parade committee. Projected are listed below as follows: Postage - Stationary and Postage Judges Parade Transportation Advertising 'Trophies Miscellaneous Items $150.00 $200.00 $1350.00 $500.00 $350.00 $200o.00 $200.00 Al.1 funds received by the Jaycees from the City wioll be administered out of a special Tiller Days Parade account which we already have established to insure that all expenditures can be' properly and easily reconciled. Note: total parade expenditures for this year are budgeted at 200.00 above the 1987 request. This increase is dueto cost increases in insurance and printing over the past several years. In addition,icreases have occurred do to the Jaycee desire to provide better entertainment and greater participation. Note Also: In our increasing efforts to reduce the City allocation, any unjsed portion of the 1987 Parade allocation will once again remain in the Tiller Days Parade account to be utilized for future Parades. 4. Parade Route and Awards Ceremony Location: In order to better accomoda~e the current location of the Street Fair~ the location of the Parade will not change from before. This year's parade route will begin at the intersection of Pacific and Third Streets, traveling South on Pacific to Main Street. From there the parade will travel East on Main to EL Camino, turning North and continuing to First Street. The parade will then procede down First Street to Fashion Lane, turn north on Fashion, and dispurse on Fashion prior to the Fourth Street intersection. The location of the judging area will remain on EL Camino Real, as it has for the past several years. Staging for this year's parade will be on "A" Third, and Second Streets. P.O. BOX 307,. TUSTIN, CALIFORNIA 92681 TUSTIN "A Leadership Training and Community Service Organization" continued: If you have any questions, concerns, or comments on any of these issures, of if you require any additional information, please feel free to contact me at your convenience. The Tustin Jaycees lood forward to working with you on the upcoming and future Tiller Days Parade. Sincerely, Darrel A. Ford Chairman Tustin Tiller Days Parade Committee (714) 730-5003 P.O. BOX 307, TUSTIN, CALIFORNIA 92681