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HomeMy WebLinkAboutTILLER DAYS ST. FAIR 05-19-80DATE: MAY 16, 1980 Inter-Corn TO: FROH: SUBJECT: HONORABLE MAYOR AND CITY COUNCIL DAN BLANKENSHIP - CITY ADMINISTRATOR TUSTIN TILLER DAYS STREET FAIR The Street Fair Committee appears to be proceeding well with their planning since Council approval of their request on February 19, 1980 (see attached copy of memo to Council). Attached also are minutes of two of their meetings; and they have had a preliminary meeting with the License and Permit Board. The Committee has found that they need access to the funds this fiscal year, rather than next year as suggested in my original memo, for publicity and various deposits on booths, games, etc. It is therefore recommended that a supplemental appropriation of $2,500 be authorized this year and turned over to the Committee upon their request. The Committee will make a full accounting at the end of the project. Respectfully submitted, City Administrator DB/hlr Attachment APRIL 8, 1980 1980 TILLER DAYS COMMITTEE MINUTES 4:00 P.M. CItY HALL CONFERENCE ROOM -- b~MBERS PRESENT': MEMBERS ABSENT: RIDES FOR EVENT: ELECTRICITY: DRAWINGS AT EVENT: HOURS OF -- OPERATION: _ DANCES: DEADLINE FOR APPLICATION: TRAM: ;J)JOURNMENT: Sue Dillon, Tom Maloney, Juki Ormsby, Parks & Rec., C. Webb, Chairman B. Teter, T.U.S.D., B. Hill, C. Po ston, Boys Club, L. Andrews, P.T.O., L. Poremba, C of C., Sarah Coleman P. Donaldson, Jaycees, V. Owen, TAWC, C. Witten, Wellwishers, R. Verbiel, USMC, LTA., E. Nicolai, Cultural Arts After much discussion, it was proposed that three rides be rented for the three day period at a cost of $650 for two and $200 for a Dunk Tank. The other two rides would be a train and a Moon Bounce. B. Teter will provide the pole for the hookup from Southern California Edison. The cost of the servi, e will be $150 per pole. The possibility of Tustin merchants donating gifts for hourly drawings at Tiller Days was discussed. If double tickets were placed in the stores and given out to the people with the instruction that they must be present to win, it should create some interest. The hours are as follows: Friday,~. 26: 2:00 P.M. to 9:0) P.M. Saturday,5~. 27: 10:00 A.M. to 9:00 P.M. Sunday,~%.--~ 28: 12 Noon till 6:00 P.M. Friday night a square dance will be held on the cement area at the School Administration Center from 7:30 P.M. until 10:00 P.M. Saturday night a Disco Dance will be held in the same area during the same hours. Live music is being investigated. After much discussion, Friday, August 15 was chosen for application deadline, and no refunds will be given in any case The tram will run from Peppertree Park to the City Hall for the Cultural Arts Performances on Saturday only from 1:00 P.M. to 6:00 P.M. 5:10 P.M. Next Meeting May 13, 1980 at City Hall Conference Room I.,,_MB E RS PRESENT: I MBERS ABSENT: ( FICE LOCATION: CITY COUNCIL F~t~OPOSAL: / .TION ITEM: ADJOURNMENT: 1980 TILLER DAYS COMMITTEE MINUTES MARCH II, 1980 4:00 P.M. CITY HALL CONFERENCE ROOM C. Webb, Chairman, L. Andrews, P.T.O., L. Poremba, Chamber of commerce, P. Donaldson, Jaycees, D. Biery, Parks & Rec. , C. Polston, Boys Club S. Dillon, Parks & Rec., W. Teter, T.U.S.D., B. Hill, Boys Club, E. Nicolai, Cultural Arts, V. Owen, TAWC, C. Witten, Wellwishers, R. Berbiel, USMC, LTA. Chairman Webb called the meeting to order at 4:10 P.M. Tustin Unified School Distric~ has graciously provided an office location for the Tiller Days Committee which will be the headquarters for operations. Lambert School is the site and they have also provided a telephone for our use. Chairman Webb announced that at their regular meeting on February 19th. the City Council approved the entire proposal submitted by the committee. All that needs to be done now is to decide how the money will be physically distributed to the committee. All monies from the rental of booths and spaces will be distributed into one fund. At the next meeting, Parks and Recreation will submit their proposal for deciding the amount of their percentage contribution to the fund. 5:00 P.M. NEXT MEETING, TUESDAY, APRIL 8, 1980 4:00 P.M. CONFERENCE ROOM FEBRUARY 21, 1980 No. 3 2-19-80 HONORABLE ['~YOR AND CITY COUNCIL DAN BLANKENSHIP, CITY ADMINISTRATOR TUSTIN TILLER DAYS STREET FAIR Attached is a letter from Cherrill Webb, Chairman of the Tustin Tiller Days Street Fair Committee, requesting the support of the City Council to make the street fair a better organized and more permanent part of the Tiller Days festivities. This support would be in the form of: acceptance and support of the street fair as a real community project. furnishing approximately $2,500 from the 1980'-81 budget to support the fai~with the hope of making a similar amount of revenue from the sale of booths to make the fair self-supporting in future years if possible. no.t requiring separate insurance coverage for the event, as there is no organization which can pick up the cost and responsibility. I personally am inclined to think that a well-organized, broad-based partici~ pation, street fair would be a community asset for Tiller Days. The Jaycees will continue to support the parade, but do not want to organize the street fair. The judgment of the desirability of the street fair as a community effort is a decision for the City Council, especially since it has a financial cost attached. In the absence of City sponsorship, I do not expect there to be a street fair. If the project were approved, I would recommend the following: Honorable Mayor and City Council Re: Tustin Tiller.Days Street Fair 2/12/80 =2- Be A City representative to the committee be required to improve communications. The funds would be paid by the City in accordance with a committee authorization conforming to an approved budget. Ce The more detailed plans be submitted to the City Council for approval at an early date. The income from the event be promptly deposited with the City for placement in a trust fund as a security measure. eo The City will be allowed an opportunity to review games, booths, and activities to insure that unnecessary liability is not being inadvertently assured Respectfully submitted, Dan ~i_n~ensn~p City Administrator DB/hl r ~!~_~j.~ ~)a.nuary 29, 198U City of Tustin Centennial at Main Tustin, California 92680 Attention: Mr. Dan Blankenship, City Administrator PROPOSAL TO THE CITY COUNCIL FOR THE PRESERVATIUN ANv CONTINUATION OF TUSTIN TILLER DAYS We are soliciting the guidance and support of the Council to work with the Tiller Days Committee to help in building a program for this and the coming years to make the city- wide event self supporting. The committee, chaired this year by Cherrill Webb, is making plans to obtain .all necessary licenses, permits, locations, advertising and support services such as electricity, water, trash containers, office help, security guard and t~ilet facilities. ~t is proposed that the monies from the rental Of the booths for the street fair be placeo in a trust account and be used to fund the event in 1981 and succeeding years. In order t~ accomplish this, he, ever, we 'are presenting the following budget and asking that the Counci approve a §rant of $2500.00. It is hoped that this could be a loan ano that sufficient revenue will be realized to be able to repay some if not all of the grant. It is important to know the pleasure of the Council at the earliest possible time, as ~t will be very difficult to go beyond the planning stages with no guarantee of financing. Publicity [inc}udes flyers, radio, posters, newspapers) Electricity 500.00 (Temporary loles from Edison Co. Security 150.OD (Patrolman for 3 days) Toilets & Trash Containers lbO.O0 Office Help 1000.00 (Receptionist for the months of August & September) Contingency Fund' 200.00 $500.00 (all costs approximate) To~al $2500.00 If in fact you do agree that this should be considered a "City of Tustin" event, we also need your direction to determine how the event should be insured. Since the committee is not made up of organizations as in past years, it will be impossible for any one person to be responsible for the insurance unless the City can assume responsibility. ~o the best of the committee's knowledge, the Jaycees will continue with the parade which is to be considere~ a separate matter from this request. If we can answer any further questions or provide additional clarification, please contact me at your earliest convenience. ~; .ncerely, Cl~erri 11 ;~ebb Tustin Tiller Days Street Fair Chairman