The URL can be used to link to this page

Home My WebLink AboutB- 3 Staff Report Special Events ossommimmi :02/11:111k18 tom AZUSA, TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: BILL NAKASONE, DIRECTOR OF PUBLIC WORKS VIA: RICK COLE, CITY MANAGER Pe JOE HSU, DIRECTOR OF UTILITIES DATE: JUNE 9, 2003 SUBJECT: SPECIAL EVENTS—STAFF RECOMMENDATION RECOMMENDATION It is recommended that the City Council approve the following staff recommended changes to "Special Events". The ten (10) staff generated recommendations for "Special Events" are as follows; Cycri The creation of an annual master calendar LI 2. The consolidation of numerous events into fewer events based on a seasonal format. 3. The deletion of certain special events. 4.'The transference of certain stand alone special events into ceremonial recognition at City Council meetings. 5. The identification of Memorial Park as the centralized venue for the majority of events to minimize logistical considerations. 6. The implementation of changes to existing work methods (which includes an appropriation to Recreation &Family Services in the amount of $12,000 per year). 7. Absolving ourselves of the "stage rental" and "booth rental" business. 8. The creation of a special events tracking system to identify incurred costs by departments. 9. Improve marketing and audience targeting for special events 10. Explore building a regional "signature event" BACKGROUND In April of 2003, the City Council and staff had a "courageous conversation" concerning `Special Events". Staff cited (7) problematic areas relative to special events; 1. Too many events a • 2. Lack of planning budgetary 3. Lack of centralized control 4. Astronomical cost ($354,534 per year)and labor intensive for city staff. 5. The volume of special events was negatively impacting the primary work plan focus of each department 6. Incorrect work methods/labor allocation of city staff 7. The events fell short of goals (too many small events that were sparsely attended) Staff did provide "conceptual" recommendations that were well received by the Council. The City Council then provided the direction to staff to further elaborate on the "conceptual" recommendations and to define them in very clear and quantitative terms. Cabinet staff met on several subsequent occasions to finalize the recommendations set forth in this report. Recommendation #1 -The Creation of a Master Calendar of Major Events - FY 2003-2004 July 4, 2003 -July 4 Parade (starting next year would become principal day to honor veterans) Month of August 2003 - Concerts in the Park September 20, 2003 - City Links (River Clean Up Project that would dramatically reduce costs and staff time involved in supporting multiple projects) Month of October 2003 -Golden Days January 2004- Hands Across Azusa % '` April 2004- Clean &Green Mont May 2004 - Fiesta Zacatecas (Replacing Cinco de Mayo, on the same day as the Mariachi Festival) • k/O'c -Recommendation #2-Consolidation of Events- FY 2003-2004 94-4- 1/ See above master calendar. Staff recommends continuing monthly volunteer projects,with clean- up projects and tree planting alternating. Recommendation #3 - Deletion of Events for FY 2003-2004 Dia de Musica(duplicative of Concerts in the Park-the garage band element would continue as a low-key Recreation function at Memorial Park aimed at the mainly adolescent target audience) Halloween (Haunted House would continue, but the organized `trick or treat' alternative would be dropped) .240e- Soapbox Jo Soapbox Derby (dropped in favor of Winter Fiesta being spearheaded by APU) -..4Va-/ • Cinco de Mayo Recommendation #4 - Turn Stand Alone Special Events into Ceremonial Acknowledgement at Council Meetings Arbor Day Veterans Day (Walk of Fame ceremony would be incorporated into Ceremonial Hour in the same way that the Blue Star program was conducted) Memorial Day (Walk of Fame ceremony would be incorporated into Ceremonial Hour in the same way that the Blue Star program was conducted) Cl.,K;Holiday Tree Lighting Cesar Chavez Day • • shifting stage /booth set up responsibility to Recreation, $6,000 could be reduced from Public Works labor expense for Golden Days. Likewise, Public Works could reduce the cost associated with Monthly Tree Planting by improved work methods and further reduce the expense for this event by $6,446. Additionally, the concerts in the Park are currently funded by Light and Water and the associated expense of $43,709 could therefore be excluded off the expense list. Consolidation of City Links with the River Clean Up Project would save an additional$15,315. The net total breakdown is listed below; Original FY 2003-2004 Special Event Budget amount = - $215,231 Less Concerts in the Park- L&W funding = 709. Less PW Labor Reduction on Golden Days - -$6,000. Less PW Labor Reduction on Tree Planting = -$6,446._$16, 1 . Less Savings on City Links-combine with River = 1 5,315.. NET TOTAL PROPOSED FY 2003-2004 BUDGET = $ The cumulative savings for all of the recommended changes to special events takes the original budget amount of $354,534 and reduces it down to $143,761. This represents a savings of $210,773. See attachment#2 (Special Events-Event Consolidation Expense for FY 2003-2004) for a detailed breakdown of cost. This attachment clearly delineates the chosen events for FY 2003-2004, the cost for each specific event, and the amount that each participating department will be reimbursed for services rendered. . CO T m Zd cn m 3 co N. z 3 °=. rn m E. am m � �-<� Q0) 0 0 � � m m o npi d Dc� S ., t o au) -0 z' m w 0 , o m m 64 a v - p o r C) < Cn 42 at -1 < 0) m. fD 0 Z -n O/—toN T TI n p s. 3 7� d 01 p n .=. fD O 7 CD CD CD N o N N n `Z CD co N TI p c 7 CD 3 n r CA p » .< p1 N CD D a o `° C ' C � 7 001 = oa D.< ~ ori Q 7-...< rLpCra C3 co N = co CA CD r? EA EA EA EA EA 69 EA EA -0 * C 6 6C 1 N O CJ > CO A G N W C) O CO CD CT CO (O-CO N x A 00)j COIL (0 CA v CD CJ O) -, N m (A Eft 69 C D 5' r A A� 0m 0)N CDm = m 69 EA EA EA EA EA EA CCD Z � N j •-• N --1 ' N CI) J N O C.DA CCOO Co O W CO N) 0 O coCb CD M 0 Q. � VII EA EA EA EA EA EA EA733 N -CO0. y .. N D N N N A N O O C) < oem EA (D RD = cC . 4cy —I .t EA EA EA EA EA EA EA Eft EA EA to to EA EA EA EA EA EA EA Eft EA EA EA D) N Cn rD 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 .I 0 00 CD CD CD CD CO CO CO CO CO Co CO Co CO CO CO CO Co Co CO CO CO CO CO CD EA fA Q. r P.I. a O n 0 0 EA in EA EA EA EA EA in to to to to EA to to to to EA EA EA to EA EA EA T w O C CJ m 3 W A A A A A A A A A A A A A A A A A A A A A A A N n CJC Cn CT Cn CT Cn Cn Cn CT Cn Cn CTC Cn Cn CT CT CA C)) CT CT CT CIC Cn Cn = EA EA EA EA EA EA EA EA EA EA EA EA EA EA Eft EA EA EA EA EA EA EA EA in E W = CD 77WA A A A A A A A A A A A A A A A A A A A A A A m. CT Cn Cn CT CT CT Cn Cn Cn Cn Cn CT Cn Cr CT Cr CT Cn Cn CT CT CT CT CT EA Eft EA in EA EA in in in in EA in in EA in in EA in in in EA in to EA EA y N 0 n CJ co co ) cocoCD coCA coOD Oco co co co co co co co co co co co co co OD co O ^ Cn A A A A A A A A A A A A A A A A A A A A A A A `O/ N Co CO Co CO CO CO CO Co Co Co co Co Co Co Co Co Co Co OD Co Co Co CO Co EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA pi, A "a CA CD N CT -, N Na _a _, s _, -a co _a N -a -a N N _a _, _, N w o o) O a)a)o)CD o)-co b) a)a)a)m b)o bb ln CD a)o)o)In O w. CO 0 co 0 Co Co co w w w co co co w CO CO 0 w w 0 0 Co co w 0 7 EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA __I N CO CCD N O N W C.) N N N CT N -, J O CA 4, -a CA N Co CO N N CO CJ N CJ OA-NDCD O OD OD OD CA (.1 J 0D A O W O) J Cb J N Co OD CO J O CDAOCOCOCOCO W CO Cn Cn mCTJCJCDJAOJJCAArI CO O J O 00000 CO O J s CO CD Cn -aNoD CD 4, VD CID Co Co < O 0 CCD CCD 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 2 0 2 23 11) -4 o ri 5d 0c m 7) d m o rg � 0To CD C =co fR m N m c Z. v ca z- a a m. x c m co m w co x C) 0 < *5 v fD o 0x x . 0 N7 7 0 .-r•12) N N • 7 rt C C (T) G N 0 ID < 3- CD a � 3 -. m EA EA EA EA EA EA 69 crt. 4t n CA NOD — OD CO Is) � h)- A O W 0 IQ O N V O A A CO A N 0 EA to to 4A EA- m CO CD A s COO V W v W V 0 r COD C.) A OD CO'» m EA EA 69 EA EA CDm ", — CO is Z 01 0101 co 5. (j) EA EA -, N N 7 CT (ClNUr O O 0 -0 M 04. 6969 27 n a) a0 OD -co CD = O 0 < 0 Efl 0. :E0 EA EA EA EA 69 EA EA EA EA EA M CO 00000 0000 (/) W CD CO CO OD 03 OCD COO to r0 Q (p Z O EAEA EA EA EA EA EA EA EA EA? -nJ _ _ a y 1 O A A A A A A A A A n 0 CT CT CA CT CT CT CT CT CT CT CD 0 EA EA 69 EA EA EA EA EA EA EA (I) O A A A A A A A A A xiO CT CT CT CT CT CT CT CT CT CT O 44. A 4Ap 4A 4A to EA EA EA EA EA -4W A A A AA AA A A A A N CO CO Co CO Co 01010101 Eft EA EA EA EA EA EA EA Efl EA VN -a -a a N N -, N tJ T CT CT CT OD CT CT O CT O 0 O 0011 CO W 0) 0,1 0 0 CO 0 0 EA EA EA EA EA EA N EA EA EA EA O a V (.., O O A Co V CD CO V co A-CO A-CO CT CT -a IV V Ill W O CO V CT A ✓ O CO CD CO CO . Co O CO O � 0)600000 00005 - 0 0 0 0 0 0 0 0 0+