01-16-2007 - Authorization for Staff to Proceed with the Annual Independence Day Celebration from June 30 to July 4, 2007$City of West Covina
Memorandum
Community Services Department
WEST COMA
DATE: January 16, 2007
TO: Andrew G. Pasmant, City Manager
and City Council
FROM: Michele L. McNeill, Community Services Director
SUBJECT: CITY COUNCIL AGENDA ITEM G-1
AUTHORIZATION FOR STAFF TO PROCEED WITH THE ANNUAL
INDEPENDENCE DAY CELEBRATION FROM JUNE 30 TO DULY 41) 2007
Errors were discovered after the report was submitted. The errors have been corrected, and the revisions are
as follows:
Due to a typo, the second Alternative reads "Friday evening, June 28, all day Saturday, June 29 . It
should read, Friday evening, "June 29, all day Saturday, June 30. "
The Expense chart should total $25, 070.
The Alternative No. 1 should read: "... an additional appropriation of $25, 070 for the 200741h of
July Event as part of the mid-term budget adjustments in June. "
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• City of West Covina
Memorandum
AGENDA
ITEM NO. G-1
TO: AndrewG. Pasmant, City Manager DATE: January 16, 2007
and City Council PRINTED ON RECYCLED PAPER
FROM: Michele McNeill
Community Services Director
SUBJECT: AUTHORIZATION FOR STAFF TO PROCEED WITH THE ANNUAL
INDEPENDENCE DAY CELEBRATION FROM JUNE 30 TO JULY 4,
2007.
RECOMMENDATION:
It is recommended that the City Council provide direction regarding the extension of the 2007
Independence Day Celebration, from a three-day to a five-day event.
DISCUSSION:
A meeting was held on January 5, 2007 to discuss the upcoming Independence Day Celebration.
Members present included Community Services Staff, ,Councilman Herfert, and the Hughes
Family (MDA Fundraising Coordinators). Previously in 2006, the Independence Day
celebration was held July 1 — 3, with fireworks on the evening of July 3. Based on community
feedback and discussions at the meeting, it is recommended that the 2007 event operate June 30-
July 4, with the annual fireworks show being held on July 4.
The City of West Covina partners on this event with the Muscular Dystrophy. Association (MDA)
to raise thousands of dollars for youth afflicted with Muscular Dystrophy. The MDA fundraiser
hosts food, crafts and. vendor booths, as well as a large carnival, and entertainment at Cameron
Park. Monies collected from this portion go directly to the MDA. The City concludes the
festivities with a free fireworks show at the West Covina High School football field.
Because the fourth of July falls on a Wednesday, the MDA volunteers will be hosting their
portion of the event from Saturday to Wednesday, for a total of five days (an additional two days
in comparison to previous years). The carnival is the main source of fundraising for the MDA.
An option to host the MDA event from Monday to Wednesday was discussed, however the
carnival vendor will not attend, unless the days of his contract cover a weekend. Therefore, the
recommended 2007 schedule for June 30 — July 4 would be as follows:
Activities
Date
Day of Week
Time
Food Booths, Crafts,
June 30 - July 1
Saturday & Sunday
2:00 p.m. — 10:00 p.m.
Vendors, Entertainment,
July 2 — 3
Monday & Tuesday
5:00 p.m. — 10:00 p.m.
and Carnival Rides
July 4
Wednesday
7:00 a.m. — 10:00 p.m.
Fireworks Show
July 4
Wednesday
9:00 P.M.
In order for the MDA Fundraising Coordinators to provide activities over five days, they will
need a number of volunteers to assist in the implementation and oversight of the operation. Staff
will provide available resources and recruit additional volunteer assistance to reduce this impact.
In order to offset operational costs the MDA fundraising team will incur for extending the event
from three days to five days, additional funding would need to be appropriated for the following
items:
Expense
Expense Detail
Cost
Police Department
2 additional days of security and enforcement.
$11,800.00
Community Services Department
2 additional days of part time staff.
$270.00
Public Works Department
2 additional days of full and part time staff.
$7,000
Equipment & Rental Extensions
Additional lighting, restrooms, fencing, tables, diesel/propane.
$3,000
Entertainment
2 days of city7sponsored entertainment.
$3,000
Additional Funding to Extend Event
$25,470.00
Ll
ALTERNATIVES:
The City Council may:
1) Authorize extending the 2007 Independence Day Celebration from a three day to five day
event and direct staff to include an additional appropriation of $25,470 for the 2007 4`h of
July Event as part of the mid-term budget adjustments in June.
2) Authorize staff to host a four -day event holding the MDA fundraiser Friday evening, June
28`h, all day Saturday, June 291h and all day Sunday, July 1. The city sponsored fireworks
show would follow three days later on Wednesday July 4`h. Selecting this option would
require no additional funding, however the MDA would miss its opportunity to raise funds
on July 4th. Traditionally, the MDA raises $20,000 on July 4th, not including the revenue
raised on alternate days.
3) Direct staff to host the fireworks celebration on Sunday, July I" at the conclusion of the
MDA event. Selecting this option would require no additional funding. It should be noted
that the 2006 fireworks display was hosted on July 3rd and members of the community
responded in frustration regarding the City's decision to celebrate the "fourth'' of July on a
non-traditional day.
4) Provide alternate direction.
FISCAL IMPACT:
In order to extend the Independence Day Celebration for two days, an additional appropriation of
$25,470 from the general fund reserves would need to, be approved as part of the mid-term
budget adjustments in June.
el"M IYC14 11M
Pre ared by: Mi hele McNeill,
Community Services Director
Reviewed by: Dennis Swink
Controller
Reviewed by: Scott Smilowit
Community Services Manager