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HomeMy WebLinkAboutNB 2 TILLER DAYS 02-01-82OATE: January 26, 1982 TO: FROM: SUBJECT: 7:30 P.M. NEW BUSINESS Inter-Corn Bill Huston, City Manager Royleen A. White, Director of Community Services~i~,~'~,' TILLER DAYS COMMITTEE REQUEST RECOMMENDATION: Pleasure of the Council; Mrs. Webb will attend the Council Meeting in order to answer any questions the Council may have. BACKGROUND: Cherrill Webb has submitted the attached report and request (Attachment "C") for your consideration. Staff has summarized her 1982 request as outlined below: I. Additional Budget Requests Committee has requested that a third temporary electrical pole be installed at the park, as last year many booths had to shut down time and again, due to circuit breakers blowing. The two poles which have been used in the pact were donated by the School District; however they have no more available. This will be an extra $1900, including electricity. The Committee would also like to rent additional temporary lights in order to keep the park open after dark. This would entail an additional $3000. II. Requested ChangeS in City Staff Support III. A. Community Services staff to handle phone calls coming in regarding Tiller Days. Mail for Tiller Days be directed to the City Community Services Department; mail will be picked up daily by Tiller Days Committee members. C. Community Services staff will coordinate with other City departments to make sure appropriate permits have been handled. Cherrill has also suggested possibilities for increasing Street Faire revenues. TILLER DAYS COMMITTEE REQUEST Page Two January 26, 1982 DISCUSSION: I. Staff Comments Regarding Additional Budget Requests The request for an additional power pole is reasonable, as the existing two poles are not sufficient for the number of booths. Perhaps the Committee could research the Edison Company or an electrical contractor donating a temporary power pole for the one weekend only. Thus far, all the labor to install the poles and maintain them during the activity has been done by the School District without charge. They have an electrician on duty twenty-four hours a day during the event. It would seem to staff that Southern California Edison might have a few extra poles that they could loan the Committee for the duration of the event. Bo Regarding the additional $3000, for night lights, staff feels that this would be a nice "extra;" however, in light of the projected additional revenue from the evening events it appears to be a losing proposition. Last year people did want the event to continue into the evening hours, but there is no way of knowing how successful this would be. (The alternative of using Columbus Tusitn Park and Junior High School is not feasible in staff's opinion. The damage to the fields and the conflict with the games and programs already scheduled would cost the City more than the benefit incurred.) Night events would also required additional manpower from Police and Public Works. II. Staff Comments Regarding Requested Changes in Staff Support Staff does not foresee a significant amount of problems regarding "II." above. Mail would be picked up every day by a Committee member. Regarding telephone calls, they may become heavy the last month before the event; however, questions would be of a general nature that the clerical staff could handle with minimum disruption. The Department's clerical staff is accustomed to handling heavy telephones and we do not perceive this as a major problem. III. Staff Comments Regarding Revenue Proposals Ao A three-day pass and drawing ticket for adults that would cost a dollar was proposed. This would be a donation and the drawing would be held' on the last day of the Street Faire. Staff thinks this is a worthwhile idea and should be pursued by the Committee in the hopes of increasing revenues. Staff feels that this should be done as a donation for a raffle, not as an entry pass, as the cost of collection would exceed the revenues. BJ Cherrill had suggested that the Tiller Days Committee take over the wine and beer booth. There are several problems with this which she lists in her report: the fact that the Committee does not have the labor to man the booths, and the fact that the Lions Club would appear to have "proprietary rights" to this booth as they have run it for the past two years. Although this may make money for the Committee, it may be more of a burden than it's worth. TILLER DAYS COMMITTEE REQUEST Page Three January 26, 1982 SUMMARY: In general, staff feels that the Tiller Days Street Faire is a good event which brings the community together; staff concurs that it will take quite a while before this event will generate enough income to sustain itself financially. While it is Council's pleasure regarding disposition of this request, staff would suggest that Council direct the Tiller Days Committee to actively pursue the donation of the third electrical pole for the weekend, thus reducing costs significantly. In addition, staff would suggest that perhaps the $3000 expenditure for night lighting for the park be forgone this year until such time as the Tiller Days begins to show more of a return on its investment. Should the night lights be eliminated, the $600 expenditure for the Street Dance Saturday evening would also be eliminated. Should the night lighting and Street Dance be eliminated, the request for City support could be reduced to $4,051. Should the Committee be successful in obtaining a third electrical pole at no cost, the request could be reduced even further. While it may seem early to consider Tiller Days, the Committee requires an answer at this time in order that they may either progress with their planning, make alternate plans, or cancel the event -- depending on what Council decides. In addition to Cherrill's report, you will find attached a staff summary of costs and revenues, in a more familiar form that Council may find helpful in evaluating this proposal. RAW:ss Attachments: Attachment "A": Attachment "B": Attachment "C": Summary of 1982 Proposal Summary of 1981Actuals Report from Cherrill Webb 1982 PROPOSED TILLER DAYS STREET FAIRE SUMMARY Attachment "A" REVENUES 1981 Balance Projected Revenues Requested Amount from City TOTAL REVENUES $ 1,314. 4,500. 7,651. $13,465. EXPENDITURES Square Dancers (Friday night) $ 100. Street Dance (Saturday night) 600. City Permits 40. Carnival Bides (3 rides & Dunk Tank) 2,525. Carnival Booths 1,750. Banners 250. Printing of Flyers 300. Trash Disposal 75. Toilets 175. Entertainment 1,000. Security 500. Third Electrical Pole 1,900. Renting Lights for Park 3,000. Publicity 1,000. Electricity 250. TOTAL EXPENDITURES $13,465. 1981 TILLER DAYS STREET FAIRE SUMMARY REVENUES 1980 Balance $ 65.00 City Cash Support 6,000.00 Income from Buttons, Booths & Rides 4,280.50 REVENUES TOTAL $10,345.50 EXPENDITURES Chairman Expenses Square Dancers Printing of Stationary Licenses for City Orange County Carnival Rides Orange County Carnival Booths Tustin Tiller Buttons Banners Photo Contest Edison Co. (Electricity) Printing of Flyers Trash Disposal Toilets Entertainment Business Licenses Security Misc. Expenses of Committee School District City Vivien Owen Tustin Trophy EXPENDITURES TOTAL 1,000.00 175.00 74.37 40.00 2,525.00 1,200.00 708.64 70.00 200.00 267.75 280.00 75.00 174.90 732.00 110.00 441.00 250.00 589.54 20.88 24.00 72.36 9,031.64 BALANCE (1/23/82) $ 1,313.86 Attachment "B" Attachme~nt "C" Tustin Tiller Days Street Faire 1982 ~ meeting of the committee was held on Thursday January 7, 1982 @ 4:00 P.M. A letter ( see Copy) was sent to people who said they wanted to be on the committee. No new ~eople showed ..... To do another Tustin Tiller Days the following changes will need to be made. I have discussed with Roylene about having the City be the center of activities that all phone calls be directed to Judy Orbsy, and that all mail come in to the City to be picked u~ by the committee members. The different departments be checked on by Judy to make sure all proper permits have been taken care of and ail departments are aware of what is going on. As we have seen in the last two years Tustin Tiller Days is not self sufftcent. Except for the Childrens rides and charging for the booths we do not have an income. I have a couple of suggestions that we as a committe will look into if the budget is approved. 1. Combine a ~ day pass and a drawing ticket (donation) which is to be purchased by only adults for a $i.00 at the end of the festivities on ~unda¥ we will have a drqwing for a special prize. 2. That the Tiller Days Committee take over the Wine and Beer Booth. First of all we would have to ask City employees and Council Memebers to Volunteer to help man the booth for a few hours during the Faire, as the committe members do not have the man ~ower to run ail the activities and the Beer and Wine booth too. We will also make enemies with the Lyons Club because they have run it for the last two years. If we have the Street Dance on Saturday Night we put it behind the School District Fenced in area and charge admission to the dance. We could also have preticket sales at the High Schools. As you can see in the budget I have added another expense this year. That is electricity. In the past we have had tm~power Doles donated by the School District. All the man power to put these poles up and Maintain them during the activities has been done by the School District personel. We have been able to serve all our electricity needs with the two power poles up until last year. We had nothing but problems with blowing circuit breakers last year and had a few unhappy people in the booths. If we grow more this year as I expect we will, we can not servicethe electricity needs on two poles. Bill Teter says this is what it will cost. We also can not run anythinR after 6:00 P.M in the park because it is to dark. We would like to rent lights to light the park so that the Ats & Crafts booths can stay open and that we can run the Childrens rides durin~ the evening hours. The only alternative to the electricity pole and lighting is to move to Columbus Tustin Junior High School where the lighting is already there. Problems with that are the fields will be damaged add there are already baseball games scheduled. The parade will also have to be rerouted and there could be no Beer & Wine Sold. If the City is able to take the resDonsiblity off the committee's shoulders as ~ar as answering phones and mail etc. We will waive any payment to the Chairman. We are again asking the city to furnish The Insurance as in the past. We would also like to make ths suggetion that the parade chairman come to our meetings and be under one committee, so that everyone knows w~at is going on. Balance on hand as of 10/10/82 $2&91.39 Security ( Shown on last Budget report but not paid) Tustin Unified School Dist. City of Tustin Vivien Owen S. C. Edison ( Closing Bill) Tustin Trophy Balance as of 1-23-82 441.00 589.54 ( See copy of Bill) 20.88 24.00 ( Candy for Tustin News) 29.75 72.36 1313.90 Budget for 1982 Street Faire Square Dancers ( Friday Night) $100.00 Street Dance ( Sat. Night) 600.00 City Permits ~0.00 Carnival Rides ( 3 Rides & Dunk Tank) 2525.00 Carnival Booths 1750.00 Banners 250.00 Printing of flyers 300.00 Trach Disposal 75.00 Toilets 175.00 Entertainment 1000.00 Security 500.00 Third Electrical Pole 1900.00 Renting Lights for Dark 3000.00 Publicity 1000.00 Total 1313.90 Less Balance on Hand (Band) ( 30 Booths @ $50.00 each) Estimated Income f~m Street Faire Rental of Booths $75.00 for booth with Electricity 50.00 for spaces without electricity 30 Booths @ $75.00 2250.00 15 ~paces @ $50.00 750.00 Rides @ $.50 each 1500.00 Total $4500.00 Difference between Budget & estimated Income If we do drqwing and Beer & Wine Booth we may increase our income by about $2000.00 Cherrill Webb 1981 Street Faire Chairman October 27, 1981 Cherrill Webb 1601Bullard Santa Ana, California 92705 Dear Cherrill: Listed below are the expenses that Tustin Unified School District absorbed during Tustin Tiller Days. 1. Rental of 50 barricades $ 70.00 2. Purchase of l0 electrical power blocks ~ $22.35 each, plus tax 236.91 3. Truck rental 200.56 4. Telephone 82.07 Total $589.54 Attached is the bill and copies of the P.O.'s that were made out for this event. If you have any questions regarding this, feel free to con- tact me for an explanation. Yours truly, W. H. Teter, Director Maintenance & Operations b cc: L. E. Sutherland, Jr., Manager, Support Services '~, ~00 soath C sl~eei o/-~stir~, col. iFo~r~io P.~680 o 714-7~0-7~01 / 1982 TILLER DAYS COMMITTE~ MINUTES MEETING #1 THURSDAY, JANUARY 7, 1982 4:00 p.m. CITY }{ALL LUNCH ROOM The meeting was called to order by Liuda Andrews at 4:05 p.m. PP~ESENT: J. Ormsby, S. Hirst, T. Heritage, S. Coleman, J. Falk, V. Owen, H. Photoglow, L. Andrews. CHAIRMAN: Discussion was held at the request of Cherril Webb, 1981 Chairman as to a change. Cherrill feels that "new ideas" or a "new chairman" or at least a "co- chairman" is needed. The committee decided that Tiller Days was successful last year, so why change. It was moved by Sylvia; seconded by Tom to leave the Chairmanship as is. Anyone opposing could have the job! Motion approved! DATE: It was moved by Sara; seconded by Sylvia to set October 15, 16, 17 as Tiller Days. Motion approved. Possible alternate dates: October 22, 23, 24. Dates Should be cleared with Jaycees as far as band judges. Also, clear dated with Buena Park and Westminister. ~YSO: Hope reported that AYSO would again participate in the parade; this time with a float. They want two booths at the Street Fair this year instead of cue. PHONE CALLS: LOCATION: Judi can see no apparent problem with the city handling the phone calls. Royleen may have to ask the Council. The City handled a lot of the mail for us last year. They could do this again. If the ~iocation is changed to C.T., a survey might ~o out to the participants askinm their opinions. LIGHTING: Judi reported for Bill Teter. It would cost $1900 for one temporary pole with extra outlets to be installed at the park. It would cost $3000 to rent the necessary lights to light the entire park area. This was only one bid and not necessarily the lowest cost. It would cost approximately $5000 for the light package. ENTERTAINMENT: Sara reported that the sta~e needed to be carpeted for the dancers or she would not be able to get the dance groups to return. LP has carpet housed at Red Hill that could be used. She feels she needs a larger budget, possibly $1,OOO. She does not want to ask the schools to perform as they made promises and were "no shows." Hope will help with the entertainment. BUTTONS: It was decided that the price was too high for the benefit. The idea was a great one! Might make the buttons smaller and sell them for less. Larwin Square could be approached about contributinE the buttons if they said "Shop with L.S. during Tiller Days." 1982 Tiller Days, Meeting #1, Page 2~ BANNERS: Hope will look into the price of banners. Everyone agreed that banners on fences (i.e. at C.T.) and buildin~ across from Enderlee Center would help. They should be nicer banners that last year. PUBLICITY: Vivieu said she would again do this big job for us. MEETINGS: It was decided that the first Thursday of the month would be good for our meetiums. The next meetin~ will be February ~ at 4:00 p.m. at the City Hall. JAYCEES: There was a discussion as to how we could have the Jaycees at our meeting. Two had promised to be at this meetinM. Nothin~ new was decided. Meeting was adjourned ag 4:50 p.m. Department of Community Services December 17, 198I Dear Con~nittee Member, It's that time of year again. No - not Christmas but TILLER DAYS! The first organizational meeting will be Thursday, January 7 at 4:00 p.m. in the City Hall Conference Room. If you know of anyone else who would like to attend and have input into Tiller Days, please invite them. Any questions, call me. Have a happy holiday season. Recreation Supervisor Conmunity Services Department JLO:ls $00 Centennial Way · Tustin, California 92680 · ('714J 544-8890 Corrected Budget Report from October 1981 Balance form 1980 Tiller Days $65.00 City Gave Us 6000.00 Chairman expenses 1000.00 Square Dancers 175.00 Printing of Stationary 74.57 Licenses for City 40.00 Orange County Carnival Rides 2525.00 Orange County Carnival Booths 1200.00 Tustin Tiller Buttons 708.64 Banners 70.00 Photo Contest 200.00 Edison Co. (Electricity) 238.00 Printing of Flyers 280.00 Trash Disposal 75.00 Toilets 174.90 Entertainment 733.00 Business Licenses 110.00 Security Misc. Expenses of Committee 250.00 Total 7854.11 Total Collected 4280.50 Balance 2491.39 ( was $2025..00 On Orginal sheet) ($441.00 Not paid at time of Report)