HomeMy WebLinkAbout1992/08/25 Item 18
COUNCIL AGENDA STATEMENT
ITEM I g'
MEETING DATE 8/25/92
ITEM TITLE:
Request from Bonita Business and Professional Association for
$3,000 for shuttle bus and police services during the
Bonitafest special event on Sept. 26
Public Information Coordinator W
'1& J
City Manager ~<51? (4/5ths Vote: No_ Yes-L)
SUBMITTED BY:
REVIEWED BY:
At the meeting of July 21, Council referred to staff a written communication from
the Bonita Business and Professional Association (BBPA) requesting $3,000 to
provide shuttle bus and police services at the Bonitafest special event on Sept.
26, 1992. In the past, the proceeds from the event have paid for all or a
portion of these costs.
RECOMMENDATION: That Council deny the request for FY 92-93 and direct staff to
reconsider the request during budget reviews for FY 93-94.
BOARDS/COMMISSIONS RECOMMENDATIONS: N/A
DISCUSSION:
The Bonita Business and Professional Association has sponsored the Bonitafest
special event since 1972. During these years this event has grown to include a
parade, crafts fair, entertainment and other related activities.
Even though most of the Bonitafest activities have traditionally taken place
along Bonita Road in an area which is part of the City of Chula Vista, the City
has not co-sponsored the event. The City does co-sponsor other special events
such as Harbor Days, San Diego Symphony Pops Concert, Yuletide Parade and Arturo
Barrios 10K Race. In these and other events in which the City is a co-sponsor,
the City either initiated the event or received a request from other sponsors for
co-sponsorship. For these events, requests for City services are evaluated by
staff and, if approved, included in the budget for the Council's consideration.
The request for funding of shuttle bus and police services for Bonitafest was
received following approval of the FY 92-93 budget. The following summarizes
what is requested:
Shuttle services: A continuous shuttle service on Bonita Road from Willow Road
to Otay Lakes Road to carry approximately 500 passengers to the staging area of
the event has been requested. This is approximately the same service as the city
was reimbursed for in 1991 (9.5 hours x $30 per hour = $285). This year's
service wi 11 require one 35-foot bus with a driver during the event hours of 8:30
a.m. to 5:30 p.m., with a half-hour each for start-up and close-down times.
Based on this estimate, 10 hours of shuttle service at the cost of $30 an hour
will cost $300. However, if the City were a co-sponsor of Bonitafest, that cost
could be reduced to $17.50 per hour for a total cost of $175.
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PAGE 2, ITEM It
MEETING DATE: 8/25/92
Police services: The initial planning information is that Bonitafest will
include a parade, arts and crafts fair, and other activities which will require
that the following streets be closed during the event:
Willow Road at Sweetwater Road
Bonita Road at Glen Abbey Road
Bonita Road at Central Avenue
Otay Lakes Road at Bonita Road (10 a.m. to 12 noon for parade only)
Since most of the activities planned are the same as in 1991, the actual number
of officers, hours of duty and costs incurred in 1991 (with the exception of the
dance which is not planned for 1992) are used for the basis of this report.
Last year (1991) four off-duty officers worked on overtime for a total of 50.5
hours at Bonitafest at a direct cost to the City of $1,727.19. In addition, six
reserve officers provided security at the event, working a total of 48.5 hours,
at a total cost to the City of $511.68. Of these costs, the Bonita Business and
Professional Association paid $353.43 of the cost for reserve officers time and
the 4-H Club, as sponsors of the dance, paid the remaining $158.25 of reserve
costs. Through an oversight on the part of the City, neither BBPA nor the 4-H
Club was billed for regular police officer overtime. This charge will be
assessed for this year's event.
To plan traffic control and security at the 1991 event, the City's Police
Department has had several discussions with the Bonitafest Committee members.
Following similar discussions this year, the Police Department recommends four
(4) motorcycle officers, four (4) reserve officers and seven (7) Explorer Scouts.
The lesser num6er of reserves this year is due to a decision on the part of the
organizers to downsize the event and hire some private security. Traffic control
and security needs are on-going throughout the event, with the largest impacts
during the parade activities. Additional police reserves will be needed during
the parade, but it has been the City policy not to charge for this trafic control
reserve personnel.
Taking into account the five percent salary adjustment received by all full-time
police personnel in the past year and an assumption of 10.5 hours of staff time
per person, the estimated direct cost for off-duty police officers for this event
is $1,446 with an average overtime rate of $34.43 per hour. Reserve officer
staff time is estimated at $211 based on an hourly cost of $10.55 and an
assumption of five (5) hours of staff time per person. The total police cost
estimate for this event is $1,657.
OPTIONS: For this report, staff considered the following options:
(1) Deny request and refer to budget cons i derat ions for FY 93-94. Wh il e
several meetings were held with the organizers of Bonitafest beginning in
the spring, this request was not submitted until after the City's budget
process for FY 92-93 was completed. This option would mean that BBPA
would reimburse the City for $300 for shuttle bus service, and reimburse
the City for $1,657 for the direct cost of police services or hire a
li~:l.
PAGE 3, ITEM /~
MEETING DATE: 8/25/92
private company to provide security during the event. The City is already
providing assistance to Bonitafest by waiving payment of business licenses
to those participating in Bonitafest.
(2) Approve the request and fully fund shuttle bus and police services. Also
name the City as a co-sponsor of the event and credit such in the group's
publicity. Co-sponsorship would mean that the shuttle bus would be
charged at the City sponsorship rate ($175). This would total a cost of
$1,832.
3) Approve this request for City co-sponsorship at a 50% level. The total
cost would be the same as in Option (2), but the City would bear $916 of
this cost with the remaining $916 paid by the BBPA.
FISCAL IMPACT: Option (1) would have no fiscal impact. Option (2) would have
the fiscal impact of $175 for bus service and $1,657 for police services. This
$1,832 would have to be appropriated from the unappropriated general fund
balance. Option (3) would have a fiscal impact of $916.
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