01-19-2010 - Selection of Dates for Annual Independence Day CelebrationCity of West Covina
Memorandum
AGENDA
ITEM NO. Gl
TO: Andrew Pasm7 ant, City Manager DATE: Jan 19, 2010
and CityCouncil PRWTED ON RECYCLED PAPER
FROM: Michele McNeill
Community Services Director
SUBJECT: SELECTION OF DATES FOR THE ANNUAL INDEPENDENCE DAY
CELEBRATION
RECOMMENDATION:
It is recommended that the City Council provide direction regarding the length of the 2010
Independence Day Celebration, as a one- or two-day event.
DISCUSSION:
Historically, the City has celebrated Independence Day up to five consecutive days:
Year
Location
Dates
Number of Days
Da s of Week
2005
Cameron Park
July 2-4
3
Saturday -
Monday
2006
Cameron Park
June 30 — July 2
3
Friday -Sunday
2007
Edgewood
June 30 — July 4
5
Saturday-
Middle School
Wednesday
2008
Edgewood
July 3-5
3
Thursday -
Middle School
Friday
2009
Edgewood
July 4
1
Saturday
Middle School
Independence Day will fall on Sunday, July 4 in 2010.
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 has hosted food, crafts, and vendor booths, as well as a large carnival and
entertainment. Monies collected from this portion go directly to the MDA. The City generally
concludes the festivities with a free fireworks show, which draws upwards of 6,000-10,000
people annually.
The 2009 Independence Day event was scaled back to one day as a result of difficult economic
conditions that the City was experiencing due to a decline in sales tax as well as a number of
other revenue sources. As staff plans for the 2010 season, the Hughes family (MDA Fundraising
Coordinators) requested that the event be held for two days this year in order to maximize the
fundraising potential for the MDA. If approved, the schedule for July 3-4 would be as follows:
Activities
Date
Day of Week
Time
Food Booths; Vendors,
July 3-4
Saturday-
2:00 p.m. — 10:00 p.m.
and Carnival Rides.
Sunday
Pancake Breakfast
July 4
Sunday
8:00 a.m.-10:00 a.m.
Fireworks Show.
July 4
ISunday
9:00 P.M.
The cost of the 1-day, 2009 Independence Day event was approximately $60,000 (Itemized
expenses can be found on Attachment No 1). If the City Council approved an additional day of
operations, the cost would increase by $12,535.
Andrew G. Pasmant, City Manager
and City Council
January 19, 2010
Page Two
Expense
Expense Detail
Cost
Police Department
1 additional day of security and enforcement.
$5,900
Community Services
Department
1 additional day of part time staff.
$135
Public.Works Department
1 additional day of full and part time staff'.
$3,500
Equipment & Rental
Extensions
Additional lighting, restrooms, fencing, tables,
diesel/propane.
$1,500
Entertainment
1 day of city -sponsored entertainment.
$1,500
Additional Funding to Extend Event
$12,535
ALTERNATIVES:
1) Authorize extending the 2010 Independence Day Celebration from a one -day to a two-day
event and authorize staff to include sufficient funding for a two-day event in the Fiscal Year
2010/2011 budget.
2) Authorize a one -day July 0, Independence Day Celebration.
3) Provide alternate direction.
FISCAL IMPACT:
None. Any necessary funding for a two- day event will be included in the Fiscal Year 2010/2011
budget.
o� Prep ed by: Michele eill
Co unity Services D' ctor
Reviewed / Approved by: Finance
r
Reviewed by: Scott Smilowitz
Community Services Manager
Reviewed /App ved by: Public Works
Attachment #1: Itemized Expenses for the 2009 July 4 Independence Day Event
•
0
Attachment No. 1
ITEMIZED EXPENSES FOR THE 2009 JULY 4 INDEPENDENCE DAY EVENT
Independence Day Expenses for July 4, 2009 (1 Day)
..'' k
b r,tr Expenses
'�
Quantity
Y i R
, Cost
Total
Expenses
Fireworks
1
$16,500.00
$ 16,500.00
Generator
1
$ 2,000.00
$ , 2,000.00
Staging, Sound and Lighting, booth rental
1
$17,400.00
$ 17,400.00
School District Maintenance
1
$ 975.00
$ 975.00
Fencing
I
$ 1,000.00
$ . 1,000.00
Light Towers
2
$ 200.00
$ 400.00
Wristbands
10000
$ 0.04
$ ' 400.00
Entertainment
1
$ 3,000.00
$ 3,000.00
Restrooms
1
$ 2,725.00
$ 2,725.00
Contract Maintenance Following Event
1
$ 1,800.00
$ 1,800.00
Maintenance $3500 PT Staff $720 FT Staff $775
1
$ 4,995.00
$ 4,995.00
Police Department 180 sworn overtime hours + 30 reserve hours
1
$12,361.00
$ 12,361.00
Fire Department Fire Ins . 20 hrs)
1
$ 1,800.00
$ 1,800.00
„
''r`� Y '� Ifs. 3 5 '� � 4 1'x i;1 -'
#,• t '+ S �
�.
.. ,
65;356.00,
Revenue Offset @ $1/person with 6,000 spectators
$ 1.00
6,000
$ 6,000.00
7-4-09: Total Cost
$ (59,356.00)