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HomeMy WebLinkAbout1991-06-04; City Council; 11178; CARRILLO RANCH TRUST FUND BENEFITOF CARLSBAD - AGENWBILL f/:. ,@ r AB# //! / 38 CITY A’ DEPT. I TITLE: CARRILL0 RANCH TRUST MTG, & -- L/ -- 9 / FUND BENEFIT DEPT.~~ C CITY M b I RECOMMENDED ACTION: If Council concurs, direct staff and the Volunteer Carrillo Ranch Curator to secure the use of the Leo Carrillo automobile and stage a benefit barbecue function for the Carrillo Ranch Trust fund. ITEM EXPLANATION During the September 18, 1990, City Council meeting, Mrs. Joan Kindle, Volunteel Curator for the Carrillo Ranch presented a video production regarding the Leo Carrillo Ranch. At that time, Mrs. Kmdle suggested a possible opportunity of bringing Leo Carrillo’s former automobile to Carlsbad for public display. The car is currently owned (and on display) by the Imperial Palace Hotel and Casino in Las Vegas, Nevada. The consensus of the Council was to pursue this issue and return with a report for further consideration. The intent of Mrs. Kindle’s request was to feature the automobile as part of a benefit function to aid and promote the Carrillo Ranch Trust fund. The benefit function was also to be staged in conjunction with the annual display of Carrillo memorabilia at the Carlsbad libraries during the month of August. e 0 U 0, 3 3 I 0 .. F Y z z 3 0 0 During the March 1991 Parks and Recreation Commission meeting, staff in cooperation with Mrs. kndle, presented this issue to the Commission and requested conceptual approval to begin negotiations with the owners of the vehicle for use of the car. Conceptual approval was also requested to stage a barbecue function at the Public Safety and Service Center, the proceeds of which would benefit the Carrillo Ranch Trust. The Commission, by consensus gave conceptual approval and directed staff to return with more detail information regarding the benefit barbecue and specifics regarding negotiations for the use of the automobile. Specifically, the Commission was interested in insurance, custody, security and transportation requirements. During the May Commission meeting, staff returned with a report indicating Mrs. Kindle’s success in securing the use (for display) of Leo Carrillo’s former automobile from the current owners. Essentially, the following requirements were established for the use of the vehicle. The Imperial Palace will transport the automobile at no cost to the City. The custody and security issues were paramount in the decision to loan the automobile, and those issues were satisfactorily addressed by arrangements to store and view the vehicle in Fire Station No. 5 at the Public Safety and Service Center. Although the vehicle is insured through the Imperial Palace, it may be prudent for the City to obtain an insurance rider while the vehicle is in the City’s custody. According to the Risk Manager, an insurance rider would cost approximately $150. Regarding issues related to the staging of a benefit barbecue function, Mrs. Kindle has recruited the volunteer help of the local Rotary organization to set up and execute all requirements associated with the barbecue. Staff time will be required for the set up and take down of tables, chairs, and possible traffic control. . tlD ff /I/ /3 Page 2 0 a The use of meeting rooms at the Safety Center has been secured for the viewing ol Carrillo films, artifacts, books, videos, post cards etc., by the general public. The automobile will be on display for public viewing inside Fire Station No. 5. The use of the Safety Center ballfield has also been secured as the grounds for the barbecue function. After review and discussion of staffs report during the May meeting, the Commissior unanimously recommended this issue be supported by the City Council. If the City Counci concurs, staff will assist with the staging of the benefit barbecue and display of Carrillo’! former automobile at the Public Safety and Service Center on August 3, 1991. For a more detailed explanation of the benefit events, please refer to Exhibit 1 which will provide additional information. Staff and Mrs. Kindle will be available to answer any questions tht City Council may have regarding this issue. FISCAL IMPACT: The costs related to the staging of this benefit function may require $150 for an insurance rider while the automobile is in the City’s possession (Council discretion). Parks anc Recreation staff time is the remaining cost and that is estimated to be approximately $300 Funds are available in the 1991 Parks and Recreation operating budget. The loca Rotarian group will provide food for the barbecue and donations will be used to offsel those costs. The actual benefit in terms of dollars to the Carrillo Ranch Trust fund arc unanticipated at this time. EXHIBITS: 1. Exhibit 1 - Memo from Joan Kindle, May 3, 1991 ~. .”’ // -0 / dY‘ 9s i / 0 May 3, 1991 TO: KEITH BEVERLY FROM: Joan Kindle CARRILL0 DAYS Date: August 3, 1991 Time: 11:OO a.m. to 4:OO p.m. Location: Public Safety and Service Center Purpose: Fundraiser for the Carrillo Ranch Trust Fund - Donations accepted FEATURED ATTRACTIONS 0 Display of Leo Carrillo’s antique car inside Firehouse No. 5. b Carlsbad Evening Rotary barbecue in adjoining ballpark. 0 Carrillo full-length motion pictures and Cisco Kid TV episodes in Safety Center 0 Displays of Carrillo artifacts at both Carlsbad libraries August 3 through 31. (I will conference rooms (3). coordinate with library.) b Entertainment band. ADMISSION POLICY Open to the general public, attractions free. 0 Food and beverage sales to be handled by Rotary with a contribution to the Trust b Souvenir postcards (one of Leo, one of the Ranch) for sale at SO@ each, all proceeds 0 Poetry books for sale at $1.50 each, all proceeds to the Trust. 0 Cisco Kid VHS tape for sale at $20 each, commemorative issue includes 3 TV Fund from their net profits. Amount to be at Rotary’s discretion. to the Trust. episodes, $5.00 from each sale will go to the Trust. FACILITIES NEEDED 0 Three (3) conference rooms at Safety Center have been tentatively reserved. I will * 0 Ballpark has been tentatively reserved. Rotary to coordinate their needs with Parks Space in Firehouse No. 5 for the car from 1O:OO a.m. on August 3 to 3:OO p.m. on coordinate with Library for equipment and technical assistance. and Recreation. August 5. 88 EXHIB17 ./' , P" e 9 / .,/'Page 2 Note: The Imperial Palace will deliver the vehicle to the site about 1O:OO a.m. on the 3rd. Their driver will spend the night in San Diego. We will be shown how to operate the car, and the driver will pick it up on the 4th about 3:OO p.m. We will have a banner that identifies the owner of the car and some free passes to the Imperial Palace Auto The Palace does not wish to interfere with our event. The car is insured. However, I recommend the City add a rider to its property policy for its own protection. The Imperial Palace has placed the value of this vehicle at $151,750. Museum in Las Vegas for distribution. Other than that, there will be no promotions. PUBLICITY To be handled with local media by Friends of Carrillo Ranch, Inc. and/or Parks and Recreation Department. Rotary will be identified as event participant but Rotary will be free to act independently to generate publicity. No direct mail except City authorized publication. Posters available only if turnkey sponsor can be found. 89