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HomeMy WebLinkAboutAgenda Statement 1986/06/03 Item 13 COUNCIL AGENDA STATEMENT Item 13 Meeting Date 6/3/86 ITEM TITLE: Resolution /015-0F' Appropriating funds for the San Diego Pops Symphony Concert expenses and authorizing the Mayor to execute agreement SUBMITTED BY: Director of Parks and Recreation REVIEWED BY: City Manager )-6, b7) (4/5ths Vote: Yes X No ) At its March 3, 1986, meeting the City Council approved City participation along with the San Diego Unified Port District in sponsoring the San Diego Pops Symphony for a summer concert performance at the "J" Street Marina on August 24, 1986. RECOMMENDATION: Adopt resolution appropriating funds from the unappropriated reserves to cover City' s share of the expenses and authorizing the Mayor to execute the agreement. BOARDS/COMMISSIONS RECOMMENDATION: Not applicable. DISCUSSION: The Chula Vista 75th Anniversary Cultural Committee contacted the San Diego Pops Symphony regarding the possibility of having a summer concert at the Marina as a cultural event for the City' s Diamond Jubilee. At the March 4 Council meeting, the Mayor announced that the San Diego Unified Port District has agreed to furnish $16,000 towards the direct costs for the Symphony if the City agreed to absorb the incidental cost for the event. The City' s incidental cost are as follows: 1. Electrical Requirement Provide 100 amp. service to the area. This amperage is necessary for the electrical needs required for the sound lighting systems provided by the Pops Association. Cost: $1 ,000 2. Promotional Expenses The City' s Public Information Coordinator will coordinate all the public relations, promotion and advertising necessary to insure a successful audience. Cost: $2,500 3. Police Security, Traffic Control Because of the limited roads in the area, the Police Department Reserves will provide the necessary traffic control in the area. Also, security of stage area is a requirement by the Pops Association. Cost: $700 Page 2, Item 13 Meeting Date 6/3/86 4. Parks and Recreation Personnel Parks and Recreation staff will be assigned security and clean-up of the area prior to and after the concert. Cost: $250 5. Fireworks Display (Optional ) The Pops Association has recommended a conservative fireworks display for their musical finale. Cost: $2,500 6. Portable Sanitation Facilities The Pops Symphony requires two sets of clean portable sanitation facilities for the musicians only. With the large crowd expected to gather early, additional restroom facilities will be required. The department recommends providing six sets of restrooms. Cost: $1 ,000 7. Bus Shuttle The Sponsor must provide band member parking facilities. Arrangements will be made to have musicians park vehicles in the Public Works employees parking lot and be shuttled to stage area and returned at the end of the concert. Cost: $50 8. Miscellaneous Supplies It is felt that the following miscellaneous supplies will be needed: trash receptacles, plastic bags, toilet paper, etc. Cost: $200 Summary of Proposed Budget: 1 . Electrical Supplies $1 ,000 2. Promotional Expenses 2,500 3. Police Security & Traffic Control 700 4. Parks and Recreation Personnel 250 5. Fireworks Display 2,500 6. Portable Sanitation Facilities 1 ,000 7. Bus Shuttle 50 8. Miscellaneous Supplies 200 Total $8,200 The Pops Association has selected a site in the Marina area to locate their stage. The stage will face east so that the sun sets behind the orchestra. Proper placement of this structure is of great importance to the Pops in order to avoid direct sunlight from shining into the musician' s faces during the concert. The San Diego Pops Association has submitted their standard agreement (Attachment "A") for the City to execute to guarantee the performance on August 24, 1986. The agreement specifies the method of payment, liability insurance requirement, prohibitions, cancellation clauses, etc. Page 3, Item 13 Meeting Date 6/3/86 The performance of the San Diego Pops Symphony will greatly enrich the cultural and artistic opportunities of Chula Vista residents. This event will also help to enhance the City's image as a community that nurtures cultural programs. FISCAL IMPACT: The cost for the concert to the City will be $8,200. WPC 0641R lefi b ' r e City Council of Chula Vista, California Dated 4 4./ r /off r'A Form No. F-229 12/73 CERTIFICATE OF CITY/DIRECTOR OF FINANCE Certification of Unappropriated Balance I HEREBY CERTIFY that the money required for the appropriation of funds for the purpose set forth in the attached resolution is available in the Treasury, or is anticipated to come into the Treasury, and is otherwise unappropriated. Amount $ 8,200.00 Fund GENERAL FUND Purpose POPS SYMPHONY CONCERT Bidder TO: ACCOUNT NO. 100-0130-5451 Director t f Finance The City of Chula Vista Date 6/03/86 By PARKS AND RECREATION Certification of Unencumbered Balance I HEREBY CERTIFY that the indebtedness and obligation to be incurred by the contract or agreement authorized by the attached resolution can be incurred without the violation of any of the provisions of the Charter of the City of Chula Vista, or the Constitution or the laws of the State of California, that sufficient monies have been appropriated for the purpose of said contract, that sufficient monies to meet the obligations of the contract are actually in the Treasury, or are anticipated to come into the Treasury to the credit of the appropriation from which the same are to be drawn, and that said monies now actually in the Treasury, together with the monies anticipated to come into the Treasury, to the credit of said appropriation are otherwise unencumbered. Amount Not to Exceed $ Director of Finance The City of Chula Vista Date By Fund Dept./Activity Purpose Bidder Certificate No. 59