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HomeMy WebLinkAboutNB 1 TILLER DAYS 05-19-86NEW BUSINESS NO. 1 5-19-86 "Young Men Acquiring Leadership Training Through Community Service" TO; City Council City Manager City Attorney From; Tustin Jaycees RE;Tustin Tiller Days Parade (October tl, 1986 )--Proposed MAY 19,. 1986 City Council Agenda Item. The Tustin Tiller Days Parade, an integral part of this year's Tiller Days Celebration, is comming up on October 11, 1986, and, as we have over the past several years, the Tustin Jaycees are prepared to devote their time and energy to insure its success. However, there are £our major Parade-related issues which require Council consideration and approval; to wit: 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 Jayoees will procure adequate liability ~nsurauce to cover their own ~nvolvement in the Parade while the City procures its own coverage to the extent of its own involvement. Each party will then have coverage to the extent it may deem necessary. Note; This arrangement recieved Council Approval in conjunction with the-~O thru 1985 Parades. 2. Equestrian Entries - Only those equestrian units with substantial parade experience ( i.e., six parades within the last twelve months ) and good saftey records will be allowed to participate. In addition, these entries, with the exception of the miiitary units, will be required to provide evidence of at least $1,000,000.O0 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 equestrian requirements recieved Council approval in con~unction with the 1980 thru 1985 Parades. Note also: The some Equestrian Entries fo~ and the same Release, Hold Harmless, and Indemnity Agreement ( copies attached ) required of equestrian entries in the 1980 thru 1985 Parades will again be required this year as well. 3.Allocation of Funds - The City will provide funds to run the Parade in an remount not to exceeo $4250.00. It is necessary that these funds be d~sbursed 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, stationery, and photocopy expense has already been incu~-~ed in conjunction with the initial Parade entry -olicitation which we recently sent out, and that expense has been pm~d out P.O. BOX 307, TUSTIN, CALIFORNIA 92680 "Young Men .4cquiring Leadership Training Through Community Sen,ice" of the Jaycee general fund on a "loan" basis to the Parade Committee. Projected expenses include $2,000.00 for trophies, $1500.00 for baud judges, and S750.00for miscellaneous expenses (ire., printing, postage~ celebrity signs, route signs, etc. ). All funds recieved by' the Jaycees from the City will be administered out of a special Tiller Days account which we already have established to insure that all expenditures can be properly and easily accounted for. Note: Total Parade expenditures for this year are b~dgeted at $4250.00, or~ .00 over what was budgeted for the !98q and 1985 Parades. This increase is due to cost increases in the areas of Band Judges and insurance over the past several years. Note Also: In our increasing efforts to reduce the City allocation, any unused portion of the 1986 Parade allocation will.once ag~iu remain in the Tiller Days Account to be utilized for fut~.re Parade s. Parade Route aud Awards Ceremony Location: In order to better accomadate the current location of the Street Faire, the location of the Parade w~11 not change from he,ore'his years Parade route will begin at the 'ntersection of Pacific and Third streets, traveling South on Pacific to Main Street. rom there the parade will travel east on ~ain to E1 Camino, turning North and continuing to First Street. The parade will then procede down First Street to Fashion Lane, turn North on Fashion Lane, and dispurse on Fashion prior to the Fourth Street intersection. The location of the judging area will remain on E1 Camino Real, as it has for the past several years. Staging for this years parade will be on "A", Third, and Second Streets. If you have any questions, concerns, or comments on any of these issues, or if you require any addittional infomation, please feel free to contact me at your convience. The Tustin Jaycees look forward to working with you on the upcomming, and future, Tiller Days Parades. Sincerely, Mr. David R. 638-6667 P.C'. BOX 307. TI.!STI~: CALIFOF:i'.,IIA 92680 TU-STIN P.O. BOX throush O~tober 11, 1986 ~roof of th%s covmrmAe Bust be submitted ~th th~ attXfeatlou. -SiSntfScant parade experience with on exee~eut safety record, the las~' 12 months. A llotlu& of these parades must accou- pan~ the application. -. 3) The enclosed lelease, Bold' larulefs, and ludeauIty &Sreeneut BuSt be conpletad,' ellue], and returned with the application. Llstln~ of ,arades ~u the last 12 uo~ths= .D.'lt e 3. 4. 5. &. reueRbtr to enclose · copy of your eert~ffcata of insurance and the orlliual of the si&ned-atraeneut.