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HomeMy WebLinkAboutItem 6.3 Community Celebration Cost Estimate (2) CITY OF DUBLIN /JV AGENDA STATEMENT CITY COUNCIL MEETING DATE: February 27, 1984 SUBJECT Community Celebration - Saturday, March 17, 1984 EXHIBITS ATTACHED Cost Breakdown REC M ENDATION Appropriate $1 , 660 from the Contingent Reserve to provide funding for the coordination of the event . FINANCIAL STATEMENT: $1 , 660 DESCRIPTION Background At the regular City Council meeting on November 28 , 1983 , the Council authorized the Park & Recreation Commission to investigate the possibility of coordinating a community celebration . The Park & Recreation Commission developed a list of community groups at their regular meeting on December 13 , 1983 . The Commission invited representatives of these groups to their January meeting . Approximately twenty organizations were represented at the meeting . This resulted in the formation of a sub-committee which investigated the matter in greater depth . Sub-Committee Findings At the regular Park & Recreation Commission meeting on February 21, 1984 , the sub-committee ' s findings were presented. The proposal consisted of the _ following elements : a . The event will be held in the parking lot on the east side of Regional Street between Homestead Savings and Crocker Bank . b . The hours will be 1 p.m. to 5 p.m. on Saturday, March 17 , 1984 . C. The focus will be on coordinating non-profit community groups to allow them to hold fund raisers . d. The City would assume the cost of providing 10 ft x 10 ft booths free of charge to the non-profit community groups . e . No commercial "for-profit" businesses would be allowed to conduct sales . f . The volunteer committee would be responsible for making arrangements to pick up the booths and return them. They would also be responsible for transporting these items . The sub-committee has also initiated a request for a Conditional Use Permit . ---------------------------------------------------------------------------- / COPIES TO: 6 ITEM NO. -• 3 AGENDA STATEMENT: Community Celebration - Saturday, March 17 , 1984 Page 2 g . Arrangements must be made to assure that the City' s liability exposure is limited, through adequate coverage by those participating . Each participating group will be required to show evidence of liability coverage . Park & Recreation Commission Action At their meeting, the Commission approved the concept of a community celebration as outlined above and requested that the Council appropriate $1 , 660 as shown in the attached breakdown . The Commission requested that the provision of liability insurance be explored between Staff and the Merchant ' s Association. This aspect is discussed below. Liability Provisions Staff has investigated the provisions of liability insurance and discussed this with the City ' s Insurance Broker and the Merchant ' s Association. Mr . Scott Thompson, representing the Merchant ' s Association indicated that the property owners have policies and that in the past, they did not add single event coverage to their policy for groups using the property. Staff has followed up with Mr . Fernandez regarding the City ' s coverage . He indicated that the most appropriate method of handling the matter is to have each group show proof of liability insurance . He stated that most bonafied non- profit groups have coverage which their insurance broker can provide a copy of the certificate to the City. Those groups who do not have appropriate coverage will be required to obtain coverage if they wish to participate . This assures that the City ' s exposure to any risk may be shared by those participating . It is also representative of prudent risk management . Recommendation It is Staff ' s recommendation that the City Council authorize an appropriation of $1 , 660 to be used for the sponsorship of a community St . Patrick ' s Day Celebration . ST . PATRICK ' S DAY CELEBRATION COST ESTIMATE Booths 28 @ $ 18 . 75 ea = $ 525 . 00 22 @ $ 8 . 00 ea = 176 . 00 Publicity Printing Posters = 100 . 00 Crime Prevention Staff = 175 . 00 Trash Bins 3 @ $ 32 . 00 ea = 96 . 00 Portable Toilets 4 @ $ 55 . 00 ea = 220 . 00 Street Cleaning of Parking Lot and Parade Route = 368 . 00 $1, 660 . 00 - NOTE: A $400 . 00 refundable deposit will be necessary for the use of a 16 ' x 40 ' stage .