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HomeMy WebLinkAboutAgenda Statement 1985/11/12 Item 9a-b COUNCIL AGENDA STATEMENT 42. Item 9 Meeting Date 11/12/85 ITEM TITLE: Report - 1985 Christmas Tree Lighting Ceremony a,. Resolution 41,79 ��--Approving agreement with Union Ice Company to provide snow and holding Union Ice Company harmless Resolution /o? 5-3 Authori ze transfer of funds from the Contingency Fund to cover expenses of Christmas Tree Lighting Ceremony SUBMITTED BY: Director of Parks && Rem cr a on REVIEWED BY: City Manager (4/5ths Vote: Yes No X ) The City's Annual Christmas Tree Lighting Ceremony will be held in Memorial Bowl at 7:00 p.m. , Thursday, December 12, 1985. RECOMMENDATION: That Council : 1 . Accept the Report 2. Approve the attached agreement and authorize the Mayor to sign it on behalf of the City. 3. Authorize expenditure of appropriated Contingency Fund to cover expenses of Christmas Tree Lighting Ceremony. BOARD/COMMISSIONS RECOMMENDATION: Not Applicable DISCUSSION: The City's Christmas Tree Planning Committee and the Mayor have met to plan and organize the 1985 Christmas Tree Lighting Ceremony. The following activities are planned: - Master of Ceremonies duties to be performed by Mayor Greg Cox. - Christmas Carols will be sung by the Sunnyside Elementary School Choir. - Snow piles will be provided in the Bowl area; one for children under eight years of age and one for older children. - Visit by Santa Claus , ,•r - Distribution of Candy Canes by the City CGiai,oi! of - Lighting of City' s Christmas Tree by Mayor Gr:, CoViula Vista, C iifornia Dated Page 2, Item 9 Meeting Date 11/12/85 The Christmas Tree and Bowl Building will be decorated by City staff for this program. The City Police Reserves will provide the security and ensure safe conduct in the vicinity of the snow piles. The Union Ice Company requires the City to execute an agreement (Attachment "A" ) for the service. The Agreement includes a clause holding the company harmless for any damages to City property or individuals resulting from the delivery of the snow. A certificate of insurance will be provided to Union Ice Company, as required by the agreement, in the amount of $1 ,000,000 showing them as an additional insured. The cost of the Christmas Tree Lighting Ceremony will be approximately $3,650. $500 was budgeted in the Community Promotion budget. An additional $3,150 will be required from the Contingency Fund to fund the following expenses: 1 . Cost of Snow $1 ,950 2. Cost of Additional Insurance 1 ,200 $3,150 In the event rain forces cancellation of the event on December 12, the ceremony will take place on December 19. FISCAL IMPACT: $3,150 from the Contingency Fund will be required to pay the cost of the snow ($1 ,950) and the additional liability insurance policy ($1 ,200). WPC 0504R COUNCIL AGENDA STATEMENT Item g Meeting Date 11/12/85 ITEM TITLE: Report - 1985 Christmas Tree Lighting Ceremony Resolution /.,? 41 .Approving agreement with Union Ice Company to provide snow and holding Union Ice Company harmless c/o/L- Resolution /07� 5<-� Authorize transfer of funds from the Contingency Fund to cover expenses of Christmas Tree Lighting Ceremony SUBMITTED BY: Director of Parks & Recreation REVIEWED BY: City Manager (4/5ths Vote: Yes No X ) The City's Annual Christmas Tree Lighting Ceremony will be held in Memorial Bowl at 7:00 p.m. , Thursday, December 12, 1985. RECOMMENDATION: That Council : 1 . Accept the Report 2. Approve the attached agreement and authorize the Mayor to sign it on behalf of the City. 3. Authorize expenditure of appropriated Contingency Fund to cover expenses of Christmas Tree Lighting Ceremony. BOARD/COMMISSIONS RECOMMENDATION: Not Applicable DISCUSSION: The City's Christmas Tree Planning Committee and the Mayor have met to plan and organize the 1985 Christmas Tree Lighting Ceremony. The following activities are planned: - Master of Ceremonies duties to be performed by Mayor Greg Cox. - Christmas Carols will be sung by the Sunnyside Elementary School Choir. - Snow piles will be provided in the Bowl area; one for children under eight years of age and one for older children. - Visit by Santa Claus - Distribution of Candy Canes - - Lighting of City' s Christmas Tree by Mayor Greg Cox by the City C,u 1:—i; of Chula Vista, Ca: fornia //—/c,2 �'.�— i G: of / Page 2, Item 9 Meeting Date 11/12/85 The Christmas Tree and Bowl Building will be decorated by City staff for this program. The City Police Reserves will provide the security and ensure safe conduct in the vicinity of the snow piles. The Union Ice Company requires the City to execute an agreement (Attachment "A" ) for the service. The Agreement includes a clause holding the company harmless for any damages to City property or individuals resulting from the delivery of the snow. A certificate of insurance will be provided to Union Ice Company, as required by the agreement, in the amount of $1 ,000,000 showing them as an additional insured. The cost of the Christmas Tree Lighting Ceremony will be approximately $3,650. $500 was budgeted in the Community Promotion budget. An additional $3,150 will be required from the Contingency Fund to fund the following expenses: 1 . Cost of Snow $1 ,950 2. Cost of Additional Insurance 1 ,200 $3,150 In the event rain forces cancellation of the event on December 12, the ceremony will take place on December 19. FISCAL IMPACT: $3,150 from the Contingency Fund will be required to pay the cost of the snow ($1 ,950) and the additional liability insurance policy ($1 ,200). WPC 0504R