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HomeMy WebLinkAboutNB 3 TILLER DAYS 04-19-8210X NEW ~USINESS NO. 3 4~19~82 April 7, 1982 TO: City Manager City Council City Attorney _ FROM: Tustin Jaycees RE: Tustin Tiller Day~ Parade (October 16, 1982)--Proposed April 19, 1982, City Council Agenda Item The Tustin Tiller Days Parade, an integral part of this year's Tiller Days Celebration, is coming up on October 16, 1982, 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 three major Parade-related issues which require Council considera- tion and approval; to wit: liability insurance, equestrian entries, and allocation of funds. The following are the proposals of the Jaycees on these issues: 1. Liability Insurance - The Jaycees will procure adequate liability insurance to cover their own involvement in the Parade while the City procures its own coverage to the extent of its involvement. Each party will then have coverage to the extent it may deem necessary. Note: This arrangement received Council approval in conjunction with both the 1980 and 1981 Parades. 2. Equestrian Entries - Only those equestrian units with substantial 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 military units, will be 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 equestrian entry requirements received Council approval in conjunction with both the 1980 and 19B1 Parades. Note also: The same Equestrian Entries form and the same Release, Hold Harmless, and Indemnity Agreement (copies attached) required of equestrian entries in the 1980 and 1981 Parades will be required this year, as well; and 3. Allocation of Funds - The City will provide funds to run the Parade in an amount not to exceed $2,750.00. It is necessary that these _.funds be disbursed 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 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 expenses include $1,500.00 for trophies, April 7, 1982 Page Two $500.00 for band judges, and $750.00 for miscellaneous expenses (i.e., printing, postage, celebrity signs, route signs, etc.). Ail funds received 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: A budget request in this same amount was approved by the Council in conjunction with last year's Parade. If further explanation of any of these proposals is required, please do not hesitate to contact the undersigned. If you desire, we will have a representative present at the City Council Meeting where these proposals are to be addressed to answer any remaining questions you might have. Very truly yours, TLS:ljb/Encs. cc: City Clerk Te~L. Sorensen ~ President, Tustin Jaycees Office: 832-2220 Home: 832-6857 t,J),L°X J07, TUSTIN, CALIFORNIA must meet tbs follovln, requirement0: 1) At least $1,000,000 llahlX~t7 eovegale au the entry valid throu~ O¢~o~e: ~, ~2. Proof of tbls covera,e BUSt be . subm/tted v/th th~ application. 2) aSSail/cant parade exper/eats v/th an excellent safety record~ All entries uust have participated ~n et least 6 parades vtth- ~n the last 12 uonths. A 1latin, of these parades uust eccou- party the app1/cstton. . 3) The enclosed Release, Bold Barmlesm, and Zudenu/ty Asreeuent BuSt be conpleted, sisned, and returued rich tbs application. L~st~ng o! Parades Xn the last 12 uo~Chsc Bane of Parade Date PLEASE remember to enclose a copy of your certificate of Insurance and the scl,ina! of the st,ned aSreeuent.