HomeMy WebLinkAbout13 VETERAN DAY REQUEST 09-07-04SEPTEMBER 7, 2004 WILLIAM A. HUSTON, CITY MANAGER PATRICK SANCHEZ, DIRECTOR, PARKS AND RECREATION SERVICES SUBJECT: COMMUNITY SUPPORT REQUEST - AMERICAN LEGION VETERANS DAY PARADE SUMMARY The Tustin Veterans Day Parade Committee and the American Legion Post 227 are requesting a waiver of fees for the Veterans Day Parade scheduled for November 14, 2004. RECOMMENDATION Pleasure of the Council. FISCAL IMPACT Funds not currently budgeted. BACKGROUND The American Legion Post 227 is coordinating the 2004 Veterans Day Parade to be held in Old Town Tustin and Peppertree Park on Sunday, November 14, 2004. They have completed a facility use and special events application. Their application lists requirements that include copies of insurance, waste collection plan, parade route, schedule of events, Police and Traffic service requirements; Public Works Department logistical support, Parks and Recreation Department staff and coordination and facility use permits. The Veterans Day Committee is requesting the City to waive the required fees, which would include the following: Facility Use Permit - Peppertree Park Field Services Personnel (Street sweeping, traffic signal coordination, etc.) Police Services (Road closure, traffic control, posting of notices, etc.) $ 250.00 1,217.00 2,860.00 Police Reserves (Posting of Traffic Control at all control points during parade) Streets and Traffic (Includes install and take down of all barricades, cones, etc.) 500.00 944.00 In addition to the above, a refundable deposit of $500 is due by September 14, 2004. Correspondence from the American Legion Post 227 requesting a fee waiver is attached. A representative from the Veterans Day Parade Committee will be at the Council Meeting to answer any questions. . ~uß'tín ~oß't 227 ~be ~merícan 1Legíon August 26, 2004 The Honorable Tony Kawashima Mayor, City of Tustin 300 Centennial Way Tustin, California 92780 On November 14, 2004, Tustin Post 227, The American Legion will be presenting the 4th Annual Veterans Day Parade and Celebration here in the beautiful City of Tustin. Post 227 has completed and submitted the formal application required by the City's Parks & Recreation department. Included in the application are all the major requirements including copies of insurance, waste collection, parade route, schedule of events, and all other aspects as required by the City except those items that need to be addressed closer to the event date. Final items such as timeline of events, setup and breakdown timeftames will be submitted, as requested, before or no later than, Thursday, October 14. These items fluctuate at this point as we await responses to invitations. The Post has been advised of the following fees required by the City: Refundable deposit: Facilities Use Permit - Peppertree Park: Field Services Personnel - includes street sweeping; traffic signal coordination; Orange County Transit Authority reporting; tables chairs and on-street setup: Police Services - includes road closures; traffic control; posting of notices, etc: Police Reserves - posting and traffic control at all control points during the parade: Streets and Traffic - includes installation and take down of all barricades, cones, etc: Total Due: Deposit due on or before September 14, 2004 Deposit due on or before October 14, 2004 $500.00 $250.00 $1,217.00 $2,860.00 $500.00 $944.00 $6,721.00 $500.00 $5,771.00 Tustin Post 227, The American Legion * 1100 Irvine Blvd. #475 * Tustin, Caiifornia 92780-0475 Post 227 has once again labored diligently in our fund raising efforts to present this parade to the public at no cost to those attending or at the expense of Tustin Taxpayers. Tustin Post 227 is prepared to cover the required costs of this event as requested by the City and will do so by the required timeftames. While the Post understands that the City has waived the fees of other non-profit events held in the City this calendar year, the Post also understands that there is not a precedent for the relief of the fees scheduled for the Veterans Day Celebration. If the City does choose to provide relief of any of the fees for the Veterans Day Celebration, the City can feel confident that those fees saved by the Post will be put to use for the benefit of the residents of Tustin, especially veterans of the armed services. Please find enclosed a copy of Post 227's Programs and Activities for the 2004 Post Year. This document describes in detail the costs, purposes, and activities required by the Post to provide these programs to Tustin residents and veterans. Also, please find attached Post 227's 2004 Veterans Day Celebration Parade and Park Events Outline. This outline details all of the activities required by the Post, and its sub-contractors, to ensure the event runs smoothly and is successful. Mayor Kawashima, Tustin Post 227, The American Legion is proud to host this event in Tustin. The Post strives to demonstrate that a non-profit organization can truly be an asset to a community and not just another charitable organization. Post 227 strongly believes that the veterans of Tustin deserve the small recognition that this event provides. The security of Tustin begins at the ftont line, protected by those that serve and have served, in the US Armed Forces. The City of Tustin can take great pride in the fact that it is one of very few communities in the country that takes the time to celebrate and honor those that are willing to sacrifice everything for liberty and fteedom. Post 227 looks forward to managing this event and working with the City of Tustin. We would like to thank the City in advance for all of the support they have already provided and for the support yet to come. If there are any questions that I can answer for you, please call me at (714) 505-4236 or email me at boia(iV,cox.net. Sincerely, Jßd Bob Margulies Commander Tustin Post 227, The American Legion Cc: Bill Houston, Tustin City Manager Pat Sanchez, Tustin Parks & Recreation Tustin Post 227, The Arnerican Legion * 1100 Irvine Blvd. #475 * Tustin, California 92780-0475 . 'œustín 1)ost 227 Qtbe ametícan l.egíon 2004 PBOGILUIS AND ACTIVITIES For those who served and fought for it, freedom has a flavor the protected shall never know. 2004 Programs and Activities This document outlines the programs and activities that Post 227 may participate in during the 2004 calendar year. The purpose of this document is to provide Post 227 rnernbers with a basic, yet clear understanding of the programs that the California State Department of the American Legion would like each Post to participate in at the State level and those programs that Post 227 may participate in at a local level. Two main factors will determine the Post's ability to participate in these programs and activities: . Financial Capability . Volunteer Support While neither of these factors weighs more than the other, volunteer support may be the most critical. It will only be through volunteer activism that the Post will be able to raise funds to be able to participate in any of the programs and activities that require financial support. As a newly reestablished Post with limited funds and limited membership, caution is advised when deciding to which programs the Post can dedicate volunteer time and funds. 2004 National High School Oratorical Contest Purpose: The purpose of the American Legion National High School Oratorical Contest is to develop a better understanding and appreciation of the Constitution of the United States on the part of high school students. Other objectives of the contest include the development of leadership qualities, the ability to think and speak clearly and intelligently, and the preparation for acceptance of the duties and responsibilities, the rights and privileges of American citizenship. Registration Deadline: Deadline had passed Event Dates: California State Contest Date: Feb 22, 2004 Location: San Mateo Post 82 National Finals Contest April 3-4, 2004 Location: Indiana University-Purdue University Cost to Post 227: No cost would be involved if a local participant won the contest for District 29. The Department of California will pay the travel and lodging expenses of Area Winners. Real-dollar costs could be required to provide for the following actions required by the Post. Total amount that may be required is unknown. Actions required by Post 227: To participate in the High School Oratorical Contest the Post must select a Chairperson to establish a local High School Oratorical Contest. This would have to be coordinated through Tustin Unified School District involvement. Contestants can be selected from grades 9-12. The Post would have to sponsor a local contest, gamer interest from eligible TUSD schools, provide management of the contest including judging, and provide incentive for participation which mayor may not include consolation awards. Recognition for school site and district participation would be recommended. Veterans Affairs & Rehabilitation Fund Drive Purpose: The purpose of the Rehab Fund Drive is to offset the operation of the Veterans Affairs & Rehabilitation (V A&R) division of the Department of California. The V A&R division is made up of three offices, in Oakland, San Diego and Los Angeles. The primary purpose of the V A&R offices is to serve veterans and their dependents with no cost representation in US Department of Veterans Affairs' (VA's) wide variety of benefits, including disability compensation, education, pension, survivors, and home loan benefits. The American Legion V A&R division provides this invaluable service in California to both Legionnaires and non-members alike. Registration Deadline: Not applicable Event Dates: Beginning of March 2004 Rehabilitation Fund Drive Iucentives: For Individual Legionnaires . A 2004 Rehab Fund Drive decal is provided free of charge. . Each Legionnaire making a contribution of at least $10 will receive a pocket calendar with cover. For Posts . Each Post contributing $100 toward the Drive as a Post contribution shall be awarded a Certificate of Participation from the Ways & Means Commission. . Any Post making additional donations of at least $100 will be awarded a $100 GOLD STAR to be affixed to its Certificate. . Each Post donating $500 will receive its certificate award from the floor of the upcoming Department Convention. Cost to Post 227: No direct cost to Post unless funds are required to provide for fund raising events. Actions required by Post 227: Starting 1st of March, the Post will receive Rehab Fund Drive pamphlets. These pamphlets will need to be circulated to American Legion members and other veterans in the community. It is recommended that a chairperson be appointed and a committee formed to organize some fund raising events to raise funds for this program. 2 2004 Youth Environmental Conference Purpose: The purpose of this conference is student exposure to the actual business of land management within a National Forest. It involves the students in the land-use decision making process by sharpening the student's awareness of the interdependence of man and his surroundings. Registration Deadline: April 15, 2004 Event Dates: May 21- 24, 2004 Cost to Post 227: Registration Fee: $235.00 per student The transportation Fees: Los Angeles pickup point is Post 397 - $65.00 Bakersfield/Tulare - $60 Gilroy, San Jose, Bay Area, Fresno, Central Valley - $50.00 Actions required by Post 227: The primary action required by the Post would be to garner interest from eligible school sites in the Tustin Unified School District. Once interest has been garnered, the Post would have to develop a nomination and selection process to identify candidates. Eligible students would have to be nominated by the school sites and from those nominees the Post would have to select the number of students the Post could financial support to send. The Post would then have to manage and coordinate the appropriate application forms with the State and ensure travel and accommodations have been provided. 3 California Boys State 2004 Purpose: As a program of The American Legion, Boys State developed from the concept that youth should be offered a better perspective of the practical operation of government; that the individual is an integral part and commensurately responsible for the character and success of his government. As such, it is an activity of high educational value, born out of a need for youth training in practical citizenship. American Legion Boys State is easily classified as a leadership action program where qualified male high school juniors take part in a practical government course designed to develop in the young citizens a working knowledge of the structure of government and to impress upon them the fact that government is just what they make it. Registration Deadline: March 20, 2004 Event Dates: June 19 - 26, 2004 Cost to Post 227: Registration Fee: $260 per boy Transportation Fee: $90 per boy Actions required by Post 227: The primary action required by the Post would be to gamer interest from eligible school sites in the Tustin Unified School District. Once interest has been garnered, the Post would have to develop a nomination and selection process to identify candidates. Eligible students would have to be nominated by the school sites and from those nominees the Post would have to select the number of students the Post could financial support to send. The Post would then have to manage and coordinate the appropriate application forms with the State and ensure travel and accommodations have been provided. 4 America's Greatest Generation Purpose: On May 29th, 2004, the dedication of The National World War II Memorial will take place in Washington, DC. This will be the first national memorial dedicated to all who served during World War II. The dedication of this national treasure will launch an unprecedented, nationwide salute, to the men and women who served in World War II. The dedication of the World War II Memorial is an important event for our nation well as for the world. As visitors come to pay their respects to World War II veterans, they will have a first-hand opportunity to see democracy in action and leam more about the diverse culture and history of the United States of America. To help "Celebrate the Greatest Generation" on a national scale, especially for those who cannot attend celebrations in Washington DC, veterans organizations across the country have been asked to host celebration events in their local communities. Around the country, veteran organizations will be holding events with the theme of "America Celebrates the Greatest Generation" to commemorate and highlight the impact and influence which the World War II generation had on art, music, history, and culture in the United States and beyond. Tustin Post 227, The American Legion will be hosting a celebration event here in Tustin on Saturday, May 29, 2004, at the Tustin High School Theater. The Post will be presenting "For Those Who Fought For It" a video tribute which highlights the courage and the sacrifices made by local service members during the war. A major highlight of the video is the inclusion of the names and images of the more than 400 service men and women from Orange County that served, including 13 that were killed in action and 2 that are still counted as missing. Event Dates: May 29,2004 1 :00 a.m. Cost to Post 227: $3,000 estimated Actions required by Post 227: Significant The Post will need to find a faculty to present this event and will have to raise funds to cover any costs associated. Also, the Post may want to obtain in-kind sponsors to help with this event. 5 American Legion Scouting Camporee Purpose: To provide the Boy Scouts of America a camping opportunity and to initiate them about the American Legion. The American Legion sponsors BSA Scout Troops, family, members of The American Legion, Auxiliary, and Sons of The American Legion to attend this event. This year the Comporee will be held at Rancho Alegre which is located in the wooded oak foothills of the Santa Ynez Mountain Range of the Los Padres National Forest, approximately 20 miles north of Santa Barbara. The camp is at 2,000 feet elevation and covers 225 acres with areas having an inspiring view across the valley and Lake Cachuma. Day temperatures range from 60- 95 degrees with cool evenings and crisp nights. From any direction, take State Highway 154 (San Marcos Pass Road); the entrance to the camp is one-half mile east of the entrance to Lake Cachuma Park. There will be a nominal fee of $5.00 per person to defray the cost of patches, awards, and camp usage. There will be a few cabins for adults that need them @ $10.00 per night. Registration Deadline: July 1, 2004 Event Dates: August 21-24 2004 Cost to Post 227: Dependant on number of sponsored participants Actions required by Post 227: Identify BSA Troops interested in participating in this event. 6 Veterans Day Celebration Purpose: Tustin Post 227, The American Legion, through volunteer effort, provides organizational management of the Tustin Veterans' Day Parade and Events. These activities allow the people of the City of Tustin and all Orange County, an opportunity to express their gratitude for the men and women of the United States Armed Services, who serve or have served, in the defense of the rights and liberties of all the citizens of the United States of America. Registration Deadline: July 1, 2004 Event Dates: November 14,2004 I :00 p.m. Parade through Old Town Tustin USO Show in Peppertree Park Cost to Post 227: $7,000 estimated Actions required by Post 227: Significant Last year planning, organizing, fundraising, and managing this event stretched the resources of the Post almost to the limit. This year this event is expected to increase by at least 50% while the amount of actual volunteers to manage the event has remained the same. Also, there is little chance that the City will defray any costs and the Post will have to increase its fundraising efforts just to cover the cost ofthis event. 7 Other Activities Veterans Hospital Visits Veterans Advocacy Veterans Awareness Education Veterans Support Services Post Social Events 8 . ~be ~merícan 1Legíon ~O jt 227 - ~uß'tín, QI:aUfornía 200¿! 'TI~l'I~UllNS J)llY (~I~I..lnIUll"'ION l)lUll.\nl~ l.\Nn l)lUU, InTI~Nrl'S O(J'I'I.INI~ Parade Date: November 14, 2004 Parade and Event Setup Start Time: 10:00 a.m. Parade Start Time: I :00 p.m. Park Celebration Start Time: 2:00 p.m. (approx) Park Celebration End Time: 4:00 p.m. Event Teardown Completion Time: 5 :00 p.m. Expected Lineup Entries: 80 Expected Spectators: 1,000-2,000 1100 Irvine Blvd., #475 . Tustin. California' 92780-0475 VI~rl'nUANS J)llY (~IUÆIJUArl'ION Purpose Tustin Post 227, The American Legion, through volunteer effort, provides organizational management of the Tustin Veterans' Day Parade and Events. These activities allow the people of the City of Tustin and all Orange County, an opportunity to express their gratitude for the men and women of the United States Armed Services, who serve or have served, in the defense of the rights and liberties of all the citizens of the United States of America. Authority As an activity of Post 227, this event and committee are subject to the by-laws of the corporation of Tustin Post 227, The American Legion and the elected officers of the Post as a chapter of the American Legion. All financial obligations and receivables must be coordinated through the Post Finance Officer and are subject to approval by the Board of Directors and the membership at large. I) lUllU) I~ Key Volunteer Positions Entrant Coordinator Receives entry forms Creates database of entries Types entrant scripts so they are legible Sends confmnation of receipt of entry Sends entrant participant package - See publication section Creates lineup script for parade announcer Lineup Coordinator Coordinates with entrant coordinator to ensure correct assignment of entrants and vehicles Helps ensure vehicles are available to cover entrants requiring transportation Coordinates with entrant coordinator best lineup sequence for pacing, entertainment, and protocol Marks parade lineup area on day of parade with appropriate material and numeric sequencing Ensures appropriate signs are place on vehicles and entries Parade Start and Pacing Coordinator Ensures parade starts on time and ensures correct flow and timing of entrants Coordinates with registration sign in coordinator to ensure order of lineup is maintained and if changes are necessary coordinates with parade announcer in order to have the correct order of scripts to be read Volunteer Coordinator Seeks out and organizes volunteers for helping on day of event Ensures volunteers are in appropriate places on day of event Coordinates setup and teardown of registration table, announcer table, and Post booth Security and Police Liaison Usually a Police Officer Volunteer Registration Sign In Coordinator - Day of Parade Ensure all registrants had been sent a participant package and has an Entry Number Assign entrant a lineup number Coordinate any changes with parade announcer to ensure accuracy and pacing of entrant scripts Parade Announcer - Day of Parade Announce parade entrants as they pass for review Coordinates with registration sign in to ensure flow of script coordinated with entrants Details Task Coordinator Arranges Port-O-Potties Arranges for trash collection and sanitation Ensures distribution of street closure notifications Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01112/04 Parade and Event Authorization Complete City Application Lineup order Vehicle assignment Participant Coordination Grand Marshal Dignitaries Parade Entrants Lineup order Vehicle assignment Registration and Lineup Registration table Setup time Teardown time City will provide table and chairs Canopy Lineup location number forms - not the same as entry numbers Entry number sign Lineup Street marking Marking materials Line up start time Vehicle coordination Vehicle signs Sign hanging materials Parade Announcer Announcer Script Lineup order called by Entry number not lineup number Announcer table Setup time Teardown time Canopy Sound equipment Equipment provider Setup time Teardown time Security and Emergency Services Police Liaison Fire Liaison Parade route map Basic First Aid Station Must have person who knows CPR Must have access to 911 Recommended to have nurse present Transportation and Parking Disabled Attendees Parking Shuttle Reserved Parking West side ofPeppertree Park Broadcast and media vehicles Dignitaries Shuttle Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01112/04 2 General Tasks Port-o-Potties Recommend 1 per 250 participants 10% must be ADA approved Street closure notification Must be done 48 hours or more in advance of event Sanitation and Recycling Check with Federal Disposal Parade officials' identification Post members Volunteers Participants Miscellaneous Communication - Radios, Cell Phones Volunteer cell phone numbers and contact information Photographer Videographer Television broadcast Radio broadcast Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01/12/04 3 l)l'UK (~I~IŒ)IONŒS Key Volunteer Positions Stage Director May be the Master of Ceremonies Ensures stage is setup appropriately Ensures all dignitaries and guests are attended to and reach the stage on schedule Ensures Post MIA Chair is set appropriately Ceremony Script Coordinator Ensures all dignitaries and guests provide biographical materials Types biographical materials and generates ceremony script in coordination with MC Master of Ceremonies Script Speakers Key Speaker Usually Grand Marshal Tustin City Mayor Senior-most Government Representative Senior-most American Legion Representative Post Commander Ceremonies Invocation National Anthem Pledge of Allegiance Flag Folding Stage Director Stage layout map Required by Parks and Recreation MIA Chair Must have MIA flag for draping Number of chairs on stage Podium Flags United States Califomia Post Colors Seating in front of stage Count of chairs for Parks and Recreation Setup instructions oflarge canopy by Parks and Recreation Setup time Teardown time Sound equipment Equipment provider Setup time Teardown time Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01/12/04 4 VI~N))OU IJOO'I'IIS Booth Participant Types Informational Non-food sales Food sales Obtain and distribute appropriate Health Pennits Non-profits require an exemption form Methods of cooking Charcoal Gas Electric Alcoholic Beverages Requires License Requires Bond Separate Security Plan Park Setup Coordinate use of City booths Map of booth layout in park - Required by Parks and Recreation Setup time Teardown time Participant Provided Booths Restrictions Space allotment Setup time Teardown time Miscellaneous Electricity Water Post 227 Booth Manning Recruiting Sales Roll Call Guest Books Static Displays Banners Signs Vehicles Trailers Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01112/04 5 V lUUI~rl'Y SDO\f Show Production Program lineup Talent casting Casting call Auditions Stage setup Props and onstage instruments Talent Coordination Backstage coordination Pacing Dressing area Sound Equipment Equipment provider Same as Park Ceremonies CD player Tape player Number of microphones/stands Wireless microphones Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01/12/04 6 I~IN1'N(~IN(. Sponsorships Letters of Request - Direct Contact Large Comparues Civic Organizations American Legion Posts Veterans Organizations Cities of Orange County Local Legislative Offices - Campaign Offices Sponsorship Incentives Ad in program Banner on Website Logo on flyers and promotions Included in advertising Banner at park during park events Advertising Opportunities Parade Printed Program Ad program - Ad sizes and price per ad Website Banner Ad - In parade section only Fund Raising Event Opportunities Concerts in the Park Broadway in the Park Tiller Days Chili Cook-off Old Town Car Show Additional Fund Raising Activities Parade Day Raffle Miscellaneous When contacting potential sponsors some may be willing to contribute raffle items rather than funds Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01112/04 7 PIUN'I'IN(; & 1)(JlJU(~A'I'IONS Invitations Government Representatives President of the United States Governor of the State of California Mayor of the City of Tustin Tustin City Council Members Orange County Board of Supervisors Orange County State Congressional Representatives Orange County Federal Congressional Representatives Military Representatives Local Base Commanders and Staff Community Representatives American Legions Posts Veteran Organizations Chamber of Commerce Lions Club Rotary Club Elks Club Knights ofPythias Millennium Exchange Program Layout and design Printing Flyers Registration form General flyers Participant Package Parade Participants Entry number - not the same as lineup number Security Pass Route map - including sign-in location Parade lineup time Parade start time Rain policy Park Booth Participants Booth number Security Pass Map of booth layout in park - including sign-in location Setup time Teardown time Electricity Water Rain policy Miscellaneous Additional items to be printed Entry number signs - to be given to entrant at time of sign-in on day of parade Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01/12/04 8 1)(JIJI..J(~ lŒIA'I'IONS Press Coordination Press Releases Advertising Newspaper Signs Banners Web site Development Updates Calendar Entries Dignitaries Sponsors Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01/12/04 9 tIIS(~I~U.JlNI~O II S Post Color Guard Rifle Bearers United States Flag Bearer Post Colors Bearer Cadence Caller Items with set deadlines well in advance of parade date Completion of City Special Event Application Application must include Security Plan Emergency Services Plan Insurance validation Any required bonds Any required special licenses Street closure notification Must be done 48 hours or more in advance of event Request Presidential Participation Request Military Band Request broadcast by Comcast Cable Channel 3 and 33 Tustin Post 227, The American Legion - 2004 Veterans Day Celebration Outline - 01/12/04 10