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Home My WebLink About2006-09-19; City Council; 18737; Carlsbad High School request for assistanceCITY OF CARLSBAD - AGENDA BILL 11 AB# 18.737 MTG. 09-19-06 DEPT. PD TITLE: REQUEST FOR "IN KIND" SERVICE ASSISTANCE FROM CARLSBAD HIGH SCHOOL ASSOCIATED STUDENT BODY COUNCIL. tncu3o<cu!H RECOMMENDED ACTION: Discuss request from Carlsbad High School ASB Council and direct staff as appropriate. ITEM EXPLANATION: The City Council provides an opportunity for citizens and organizations to have an item placed on a City Council Agenda by submitting a letter to the City Manager. Attached is a letter from the Carlsbad High School ASB Council requesting that the City Council consider allocating $2570.75 of "in kind" services to assist with the 2006 Lancer Day Homecoming Parade. Carlsbad High School ASB is requesting the City assume all expenses associated with running the parade in downtown Carlsbad, including traffic control equipment and labor and Police Department traffic services. FISCAL IMPACT: If approved, the fiscal impact would be the cost of providing "in kind" services ($2,570.75) to be appropriated from the City Council Contingency fund. EXHIBITS: 1. Letter to Mayor Buddy Lewis and Carlsbad City Council, from Carlsbad High School Associated Student Body Council, undated, received by Special Event Coordinator 09/07/06. ol-ln0.to iH•H Opi o o< DEPARTMENT CONTACT: Lori Saar, 760-931-2297 lsaar@ci.carlsbad.ca.us oo Carlsbad High School Associated Student Body .___ 3557 Lancer Way, Carlsbad, California 92008 v (760)729-1173 email: trobertsasb@yahoo.com "Excellence in Education" To: Mayor Buddy Lewis and Carlsbad City Council From: Carlsbad High School Associated Student Body Council Subj: Lancer Day Parade Cost For over 25 years Carlsbad High School has sponsored the Lancer Day Homecoming Parade held in downtown Carlsbad. This parade is one of the highlights of the week long Homecoming festivities held at the high school and has been a long standing tradition for the students, staff, alumni, business owners and residents of Carlsbad and the high school. Each of these years the city of Carlsbad has graciously assumed any of the expenses associated with running the parade in downtown Carlsbad. This year the estimated expenses has been set at $2,570.75. The Associated Student Body Council of Carlsbad High School is requesting that the city assist in assuming the estimated cost of labor, traffic control devices and overtime expenses. This parade has a tremendous participation from all of the clubs and organizations at the school and now involves all of the schools in the Carlsbad Unified School District. We are one of the few schools that still hosts a Homecoming Parade and feel this event is a tremendous community occurrence with great positive publicity for the school and city. We appreciate your consideration of this request. September 15, 2006 Memorandum SEP 1 8 2006 CITY OF CARLSBAD CITY CLERK'S OFFICE TO: Joe Garuba FROM: Lori Saar, Special Event Coordinator RE: CHS Request to Council All Receive-Agenda Item #. For the Information of the: CITYCOUNCr Joe: I am enclosing additional information for Council regarding the CHS request for in-kind services. Thanks again for all your help on this. I will be back in town Tuesday morning, so please let me know if you need anything else. You can also call me on my cell with questions. See you on Tuesday... Lori Saar Special Event Coordinator 931-2297 331-8256 (cell) lsaar@ci.carlsbad.ca.us September 13, 2006 TO: CITY COUNCIL VIA: ASSISTANT CITY MANAGER FROM: Lori Saar, Special Event Coordinator Report on Request for Funding by Carlsbad High School ASB for Homecoming Parade Scheduled for the September 19th Council Meeting is a request for financial assistance from the Associated Student Body of Carlsbad High School. They have requested that Council authorize $2570.75 for "in-kind" services to cover the traffic control for their Homecoming Parade. I submit the following for consideration on this request: "In-Kind" Services CHS's request includes services from both the Police Department and the Streets Department and is based on the cost of services provided in 2005 for the parade. The traffic control staffing of the Homecoming Parade involves 10 Officers and 4 Senior Patrol Volunteers for a period of two to three hours. The cost for Police services in 2005 was $1958.75. The Streets Department services would include the making, posting, and removing of the "No Parking" signs in the parade staging area. Streets services would also be needed to provide appropriate traffic control signs for the road closure of Pine between Harding and Madison. The total last year for these services was $312. The estimate for both Police and Streets 2006 services would be approximately $2610. After Action Letter Attached is a copy of the after action letter sent to Tom Bloomquist of Carlsbad High School, indicating CHS should plan on paying for City services in 2006. City Services Cost from 2005 Attached is a copy of the City Services Cost Form sent to Tom Bloomquist of Carlsbad High School, indicating the cost of City services in 2005. Related Events La Costa Canyon High School ASB is hosting a Homecoming Parade on 10/26/06 and has indicated they will also be asking Council for "in-kind" services. City of Carlsbad Police Department October 31,2005 Tom Bloomquist Carlsbad High School 3557 Lancer Way Carlsbad, CA 92008 SPECIAL EVENT AFTER-ACTION LETTER: Lancer Day Parade Dear Tom: CONGRATULATIONS on a great parade! With only a couple minor issues, the parade was a fun, safe, well-attended event. The early submission of your application was very helpful. Next year, as soon as you know the date, please convey it to Gail Lynn at the Senior Center, 760-602- 4682. She would like to publish information about the parade in their monthly newsletter. Closing off the eastern most parking lot of the Senior Center worked out well. However, the Centre de Informacion, which is located in the temporary building in that lot, did not receive notification of the closure or the parade. Next year, you will have to make sure all area businesses and neighbors are notified of the event so they can take appropriate actions. Also, you will want to include a request on the Traffic Control Plan, for four additional signs for the driveway out of the western parking lot of the Senior Center. This lot has a second driveway on Madison that the seniors can use to enter/exit the lot, instead of using Pine Ave. This year, four cars were illegally parked in the Staging Area. Unfortunately, the tow truck arrived too late to remove them. To make sure this doesn't occur next year, I will have the Motor Officers scout the area in the morning of the event. They will then be able to ticket and tow any cars before the staging time. 256O Orion Way • Carlsbad, CA 92O1O-T24O • f7fifn <wi.9inn . I think you did a great job of controlling the size of the parade. It was well organized and having Ms. Stewart there to co-ordinate the entrants worked very well also. The parade started precisely at 2 pm and the first participants were back to the staging area by 2:30. There was a slight delay when one of the floats had some difficulty making the turn at Grand and Roosevelt. Apparently, the crowd was very large at that intersection, causing a narrower turning area. However, Officer Develasco was able to assist and the turn was negotiated. Next year, I would like to see us have a pre-event meeting, including any of the involved students. It would be helpful to have a few student volunteers in the staging area (after the Homecoming Assembly is over) to assist with questions, staging and signage. I am attaching a report of the cost of services provided for your event. As I mentioned to you in an earlier letter, the City Manager's office did agree to waive all fees this year, but have indicated that they may not be able to do so next year. Having this cost information will help you in planning for next year's event. Overall, it was a great event. It was a wonderful experience to see all the school and community spirit at work. I look forward to working with you next year on this event. Thank you, Lori Saar Special Event Coordinator cc: City Manager Chief of Police CITY OF CARLSBAD SERVICES REIMBURSEMENT FORM DATE: 10/31/05 BILLING FOR: Lancer Day Parade Charges include both straight and overtime costs billed at fully burdened hourly rates. Name of responsible party: Address of above party: City: Carlsbad Tom Bloomquist, Carlsbad High School 3557 Lancer Way State: CA ZIP:92008 Division Dispatch Police Streets Fire Units/Employees Application Fee Sgt. Boyd Officer Riggin Officer Garcia Officer Bolton Officer Mortensen Officer Develasco Officer Collier Officer Loeffler Officer Prior CSO Saar CSO Thomas SVP Whaley SVP Vollbrecht SVP Oberman SVP Guerrero SVP Lawrence Signage/Labor Start Time 0:00 12:00 12:00 12:00 12:00 12:00 12:00 13:45 13:45 13:45 12:00 12:00 8:00 0:00 0:00 Finish Time 0:00 15:15 15:15 15:15 15:15 15:15 15:15 15:00 15:00 15:00 15:30 15:30 12:00 0:00 0:00 Total Minutes 0 195 195 195 195 195 195 75 75 75 210 210 240 0 0 Fully Burdened Hourly Rate $71.00 $71.00 $71.00 $71.00 $71.00 $71.00 $71.00 $71.00 $71.00 $44.00 $44.00 $78.00 Rate per Win. $0.00 $1.18 $1.18 $1.18 $1.18 $1.18 $1.18 $1.18 $1.18 $1.18 $0.73 $0.73 $0.00 $0.00 Sub-Total $0.00 $230.75 $230.75 $230.75 $230.75 $230.75 $230.75 $88.75 $88.75 $88.75 $154.00 $154.00 N/C N/C N/C N/C N/C $312.00 $0.00 $0.00 Division Total $300.00 $0.00 $1,958.75 $312.00 $0.00 Total $300.00 $2,570.75 Supervisor:Date: