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HomeMy WebLinkAboutD-2 Staff Report - Azusa Golden DaysSCHEDULED ITEM D-2 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: DON PENMAN, INTERIM CITY MANAGER FROM: LOUIE F. LACASELLA, SENIOR MANAGEMENT ANALYST DATE: FEBRUARY 5, 2018 SUBJECT: REVIEW OF OPERATION AND COSTS FOR THE CITY OF AZUSA’S PARTICIPATION IN THE AZUSA GOLDEN DAYS CELEBRATION SUMMARY: At a recent City Council Meeting, the City Council directed Staff to provide a report summarizing the Azusa Golden Days Celebration, including recommendations for future Golden Days Celebrations and the fiscal impact on the City by holding the celebration. The proposed action requests that the City Council discuss the report and provide direction to Staff or receive and file. RECOMMENDATION: Staff recommends the City Council take the following action: 1)Discuss and provide direction to Staff or receive and file. DISCUSSION: Each year the community holds the Azusa Golden Days Celebration. This fiscal year the celebration took place from October 7 to the 15. Since its inception in 1949, this weeklong celebration has been designed to promote the organizations in the community and celebrate Azusa, and is run by the Azusa Golden Days Committee. Some City departments support this week-long celebration in various ways, especially for the following main events: 2K/5K Family Run/Walk and Fun Bike Ride This event utilized the same general area for staging and the same route for the 2k and 5k runs (APU East Campus, Palm Drive to Foothill Blvd.). The bike ride was a new event that was added prior to the two runs. The route was created in the same general area as the 2K run and was about 2 miles long. The Police Department reports there were around 500 participants. APPROVED CITY COUNCIL 2/5/2018 Received and filed Azusa Golden Days Celebration February 5, 2018 Page 2 Azusa Golden Days Parade This event utilized the same route as last year (San Gabriel Ave & Foothill Blvd.). Last year was the first year that this new route was implemented due to the opening of the Metro Gold Line station. The reported number of attendees was around 3,000. Azusa Golden Days Carnival This event utilized the same general area at Memorial Park from previous years. It was a three-day event with rides, food, entertainment and shopping. Food vendors are non-profit organizations. The Recreation and Family Services department estimates that there were around 3,000 participants over the three-day event. Recreation and Family Services Department The Recreation and Family Services Department plays a vital role in organizing and coordinating the events during the week of Golden Days. Department staff participates in planning meetings with the Golden Days Committee and coordinates department efforts which include arranging for logistics during events throughout the week. Police Department The Police Department ensured that all events, which included the 5k run and bike ride, carnival, parade, and other social activities were provided with the appropriate resources to ensure proper security. The Police Department also participated in planning meetings with the Golden Days Committee. The Azusa Police Department’s Traffic Division planned and executed a security and traffic safety operation for the 5k run/bike ride and for the parade. The Azusa Police Department’s Gang Specialist Unit planned and executed a security operation for the three-day carnival. Public Works Department The Public Works Department provides traffic control and various support services for the 5K Run and Bike Ride, Carnival, and Parade. Public Works Staff collaborates with the Department of Recreation and Family Services and Police Department to ensure the events operate safely and smoothly. Based on the most recent Golden Days Celebration, City s taff will be reevaluating the following for future celebrations: • Extra dignitary transport cars in the event one of the cars owners does not show up. • The placement of more “Temporary No Parking” signs as more were needed during the week. • The City could close Foothill Blvd earlier to prevent cars from driving by the parade staging area where there is a high concentration of pedestrian and vehicular traffic. • Mark off the bike ride route utilizing bigger signs. Azusa Golden Days Celebration February 5, 2018 Page 3 Below, please find a breakdown of the fiscal impact on several City departments related to the Golden Days Celebration events and planning: Department Personnel Cost Materials and Supplies (Regular Time Event Working) (Over-time Event Working) (Event Planning) Public Works $481.32 $7,913.76 $77.45 $757.63 Recreation and Family Services $11,887.50 $7,581.89 0 $3,284.89 Police $1,386.92 $26,429.04 $5,315.23* $14.76 Total $65,130.39 *Includes overtime, since event planning occurred outside of Staff’s regular working hours. • Material and supplies include: no parking signs, fuel for vehicles, a generator and drinking water for officers. • Event planning for public works staff during regular working hours was minimal. • Event planning for Recreation and Family Services employees during regular working hours is estimated at $18,378.64. Police Department Below, please find a breakdown of each event’s Police Department personnel cost, which were reflected in the above chart and are just provided here for further reference: Events Hours Costs Azusa Golden Days Carnival 137.75 $10,391.17 2K/5K Family Run/Walk and Fun Bike Ride 48 $3,288.54 Azusa Golden Days Parade 212.25 $14,136.25 2K/5K Family Run/Walk and Fun Bike Ride 2K/5K Family Run/Walk and Fun Bike Ride event, is run by the Recreation and Family Services Department. This event generates around $3,000 in registrations and $2,500 in donations. Expenses include approximately $3,000 including awards, supplies such as bib numbers, cups and flyers. Overall, the event raises around $2,500 that goes toward other recreation programs and services. Additionally, the Azusa Golden Days Committee covers the cost of the shirts for participants in this event out of their own account. This donation in 2017 from the Azusa Golden Days Committee was $2,707. FISCAL IMPACT: There is no fiscal impact associated with the recommended action. Prepared by: Reviewed and Approved: Louie F. Lacasella Don Penman Senior Management Analyst Interim City Manager