HomeMy WebLinkAbout2007/11/06 Item 12
CITY COUNCIL
AGENDA STATEMENT
~'Yf:. em OF
n :f~ (HULA VISTA
NOVEMBER 06, 2007 Item /;L.
SUBMITTED BY:
REVIEWED BY:
RESOLUTION APPROVING A REQUEST FROM THE
CHULA VISTA HIGH SCHOOL BAND AND PAGEANTRY
CORP AND THE CHULA VISTA SCHOOL FOR THE
CREATIVE AND PERFORMING ARTS TO CONDUCT THE
12TH ANNUAL BAND REVIEW AND AUTHORIZING
TEMPORARY STREET CLOSURES AND WAIVING CITY
FEES FOR POLICE RVICES.
CHIEF OF POLIC
CITY MANAGER
ITEM TITLE:
4/5THS VOTE: YES D NO ~
BACKGROUND
The Chula Vista High School Band and Pageantry Corps, in conjunction with the Chula
Vista School for the Creative and Performing Arts, is requesting permission to conduct an
organized band review on Saturday, November 10,2007.
ENVIRONMENTAL REVIEW
This proposed activity has been reviewed for compliance with the California
Environmental Quality Act (CEQA) and it has been determined that the activity is not a
"Project" as defined under Section 15378 of the State CEQA Guidelines because it will
not result in a physical change in the environment; therefore, pursuant to Section
15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus, no
environmental review is necessary.
RECOMMENDATION
That Council adopts the resolution approving the waiver of City fees for police services
and authorizing temporary street closures for the organized band review subject to staff
conditions.
BOARDS/COMMISSION RECOMMENDATION
N/A
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NOVEMBER 6, 2007, 1temJL
Page 2 of3
DISCUSSION
The Chula Vista High School Band and Pageantry Corps, and the Chula Vista School for
the Creative and Performing Arts (band review sponsor), is requesting permission to
conduct their 12th Annual Band Review parade on SatUrday, November 10, 2007. The
parade will consist of approximately thirty marching bands and marching groups and
over 1,500 participants competing against one another for top honors and awards.
The participating groups in the parade will stage on the east side of Sears, 500 "I" Street.
The proposed parade route ",ill take place going west on "I" Street to Broadway, south on
Broadway to "K" Street, and east on "K" Street to the Chula Vista High School football
stadium.
The parade is scheduled to take place between 8:00 AM and 11:00 AM. The street
closures would be in effect from approximately 7:30 AM to II :30 AM to allow for the
dispersion of parade participants.
The Police Department will monitor the progress of the parade, and will close and
subsequently reopen streets and intersections as quickly as possible. The sponsor will
also provide teaching staff to accompany each band to monitor the progress of the parade.
A diagram of the parade route is attached.
The street closures will have an impact on City bus service in the area. Transit has agreed
to cancel and re-route bus service in the area during the parade, and erect signs of the
interruption of service.
Staff approval is reconnended subject to the following conditions:
1. Prior to the event, Chula Vista High School (Chula Vista School for the Creative
and Performing Arts - parade sponsor) shall provide evidence, acceptable to the
City, of connercial general liability insurance in the amount of $5 million in the
form of a Certificate of Insurance and Policy Endorsement naming the City of
Chula Vista as additional insured.
2. Adequate police coverage at the event as determined by the Police Department
through coordination with the Department's Special Events Coordinator. The
parade route will be marshaled by Police and Police Department volunteers.
3. Adequate traffic control equipment and devices as determined by the Police
Department. The sponsor will be responsible for renting or purchasing the
equipment and delivering and removing it from designated locations.
4. Posting and removal of "No-Parking" signs along the parade route.
5. Removal of adequate portable toilets and trash receptacles at the parade staging
area and at Chula Vista High School.
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NOVEMBER 6, 2007, Item~
Page 3 00
6. Provide a letter acceptable to the City Attorney from the sponsors in which they
agree:
a. Not to sue the City, its agents and employees from any act arising
from the Band Review; or
b. To defend, indemnify, release, protect and hold harmless, the City, its
agents and employees from any and all liability arising from the Band
Review, excluding only that liability which may arise from the sole
negligence or sole willful conduct of the City.
The Chula Vista High School Marching Band and Pageantry Corps has also made a
formal request to the Mayor and Council asking that fees associated with police
services for this year's Annual Band Review be waived (Attachment C). In
calculating fees for police service, staff estimates it will cost approximately $20,904.
The cost was calculated based upon police services from 6:30 AM until II :30 AM.
The cost includes the use of Department volunteers (Senior Volunteers, Police
Explorers, etc) to offset further staffmg needs.
The Annual Band Review is expected to draw 30 participating bands and pageantry
groups from the San Diego Region, as well as portions of Southern California. As in
the past, the Band Review provides a positive image and venue for the youth in our
community.
DECISION MAKER CONFLICT
Staff has reviewed the property holdings of the City Council and has found no property
holdings within 500 feet of the boundaries of the property which is the subject of this
action.
FISCAL IMPACT
Staff estimates it will cost approximately $22,000 to provide Police coverage at the event
(calculated at full-cost recovery rates). These costs will be absorbed in the Police
Department budget; therefore no additional appropriations are required.
ATTACHMENTS
Parade Route
Request from Chula Vista School for the Creative and Performing Arts
Letter from City Manager Garcia
Prepared by: Edward Chew, Administrative Services Manager, Police Department
12-3
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CHULA VISTA SCHOOL FOR THE
CREATIVE AND PERFORMING ARTS
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RON BOLLES - FACILITATOR
OFACE: (619) 691.5775
FAX: (619) 427.5824
E-mail: directoron@vahoocom --
820 FOURTH AVENUE
CHULA VISTA, CA. 91911
fUcv:..vecf Cf/IB/01
RECEIVED SEP 1 9 2007
City of Chula vista
276 Fourth Ave.
Chula vista, Ca 91910
iJ J. 01;)..<1. Lj~
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Attn: Jim Thomson
City Manager
The Chula vista Band Review is being held on Saturday,
November 10, 2007. The parade runs down Broadway Ave.
from "I" Street to "K" Street (see attached map). This
event will be run as it has been for the last 7 years.
As in the past your office has been very helpful with the
smooth operation and success of our event. We sincerely
appreciate what you do for us. We are requesting the
police services and street barricades fees to be waived
as in the past. We sincerely appreciate the City of Chula
vista's help with all the preparations for our Chula Vista
Band Review.
Sincer,e~.T
/1 /(.,~
Zig Kanstul
Band Director
(619)427-7B60
o
@
A NATIONAL GRAMMY SIGNATURE SCHOOL WINNER
A CALIFORNIA STATE GOLDEN BELL AWARD WINNER
A SAN DIEGO COUNTY "BEST PRACTICES" AWARD WINNER
12-5
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ellY OF
CHUIA VISfA
OFFICE OFTHE CITY MANAGER
September 26, 2007
Zig Kanstul
Band Director
Chula Vista School for the
Creative and Performing Arts
820 Fourth Avenue
Chula Vista, CA 91911
Dear Mr. Kanstul:
I have reviewed your request for City assistance for the upcoming Chula Vista Band
Review on November 10, 2007. I understand the City has supported this event in the
past, and we will continue to support this event for 2007. The costs to the City
associated with staging this parade for the Police Department alone are approximately
$22,000. Due to our current and continuing budget crisis, we will be unable to continue
our support for this event in the future. We will need to discuss options for reducing the
City cost to stage this event next year.
Best wishes for another successful event this November. Please contact me if you
have any questions on this issue.
DRG:dt
cc: Mayor and Councilmembers
Police Chief
Assistant City Manager Tulloch
Public Works Director
Special Events Coordinator
12-6
276 FOURTH AVENUE' CHULA VISTA' CALIFORNIA 91910' (619) 691-5031 . FAX (619) 409-5884
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA APPROVING A REQUEST FROM THE CHULA
VISTA HIGH SCHOOL BAND AND PAGEANTRY CORP AND
THE CHULA VISTA SCHOOL FOR THE CREATIVE AND
PERFORMING ARTS TO CONDUCT THE 12TH ANNUAL BAND
REVIEW AND AUTHORIZING TEMPORARY STREET
CLOSURES AND WAIVING CITY FEES FOR POLICE
SERVICES.
WHEREAS, the Chula Vista High School Band and Pageantry Corps, in
conjunction with the Chula Vista High School (Chula Vista School for the
Creative and Performing Arts - parade sponsor), is requesting permission to
conduct an organized band review on Saturday, November 10, 2007; and
WHEREAS, the proposed parade route will take place going west on "I"
Street to Broadway, south on Broadway to "K" Street, and east on "K" Street to
the Chula Vista High School football stadium. The parade is scheduled to take
place between 8:00 AM and 11 :00 AM. The street closures would be in effect
from approximately 7:30 AM to 11 :30 AM to allow for the dispersion of parade
participants; and
WHEREAS, Chula Vista High School (Chula Vista School for the Creative
and Performing Arts - parade sponsor) will provide evidence of insurance in the
form of a Certificate of Insurance and policy endorsement, acceptable to the City,
in the amount of $5 million dollars naming the City of Chula Vista as additional
insured, and their insurance company as primary; and
WHEREAS, the Chula Vista High School (Chula Vista School for the
Creative and Performing Arts - parade sponsor) will provide adequate traffic
control equipment and "no parking" signs as specified by the Chula Vista Police
Department; and
WHEREAS, the Chula Vista High School (Chula Vista School for the
Creative and Performing Arts - parade sponsor) will provide adequate police
coverage at the event as determined by the Chula Vista Police Department; and
WHEREAS, all City-owned property will be returned to pre-use condition;
and
WHEREAS, a letter of acceptance shall be provided to the City Attorney
from Chula Vista High School (Chula Vista School for the Creative and
Performing Arts - parade sponsor) in which Chula Vista High School (Chula
Vista School for the Creative and Performing Arts - parade sponsor) agrees to
not sue the City, its agents and employees for any act arising from the 1ih
Annual Band Review; and to defend, indemnify, release, protect and hold
hanmless, the City, its agents and employees from any and all liability arising
12-7
from the 12th Annual Band Review, excluding only that liability which may arise
from the sole negligence or sole willful conduct of the City; and
WHEREAS, the event organizers are requesting that the fees for police
services and transit services be waived.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City
of Chula Vista does hereby approve the request from Chula Vista High School
(Chula Vista School for the Creative and Performing Arts - parade sponsor) to
conduct the 12th Annual Band Review on Saturday, November 10th, 2007,
temporarily closing streets along the parade route subject to staff conditions, and
waiving associated fees for police service.
Presented by
Approved as to form by
flft-
Richard P. Emerson
Chief of Police
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12-8