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Title:
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1) Adoption of a Resolution Granting a Fireworks Permit Jointly to the Exchange Club and Pyro Spectaculars to Conduct the Annual Fireworks Display Sponsored by the City of Culver City and the Exchange Club to be Held on July 4, 2011; and 2) Approval of a License Agreement Authorizing the Exchange Club’s Use of the City’s GEM Car for the Fourth of July Event.
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City of Culver City, California
Agenda Item Report
Meeting Date: 06/13/11 Item Number: C-6_
CITY COUNCIL AGENDA ITEM: 1) Adoption of a Resolution Granting a Fireworks
Permit Jointly to the Exchange Club and Pyro Spectaculars to Conduct the Annual
Fireworks Display Sponsored by the City of Culver City and the Exchange Club to
be Held on July 4, 2011; and 2) Approval of a License Agreement Authorizing the
Exchange Club’s Use of the City’s GEM Car for the Fourth of July Event.
Contact Person/Dept.: Patrick Reynolds,
Parks Manager
Phone Number: (310) 253-6470
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (Email) Meetings and Agendas – City Council (06/08/11); (Email)
Culver City Exchange Club (06/08/11)
Department Approval:
Dan Hernandez (05/31/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/08/11)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/08/11)
City Manager Approval:
John M. Nachbar (06/08/11)
RECOMMENDATION:
Staff recommends the City Council 1) adopt a Resolution granting a permit jointly to
the Exchange Club and Pyro Spectaculars to conduct the annual fireworks display
sponsored by the City of Culver City and the Exchange Club to be held on July 4,
2011; and 2) approve a license agreement authorizing the Exchange Club’s use of
the City’s GEM car for the Fourth of July event.
BACKGROUND:
The City of Culver City and the Culver City Exchange Club have been co-sponsors
of the Annual Fourth of July Fireworks Display for the past several years. Culver
City Municipal Code (CCMC) Sections 9.02.210 and 9.02.220 authorize the City
Council, by resolution, to grant a permit for a public display of fireworks to be
conducted on July 4
th
. The Exchange Club routinely requests the use of the City’s
GEM car for the transportation of event volunteers and event-related supplies
immediately before, during and after the celebration. The Exchange Club’s use of
the City’s GEM car requires the execution of a license agreement setting forth the
duties and responsibilities of the Exchange Club relating to this use, including
insurance and indemnification requirements.
City of Culver City, California
Agenda Item Report
DISCUSSION:
Fireworks Display Permit
The Exchange Club and Pyro Spectaculars have applied jointly for a permit to
conduct the fireworks display for the City’s 2011 Fourth of July event.Staff has
reviewed the permit application for the Fourth of July public display of fireworks and
finds all of the requirements of the CCMC have been met. Therefore, staff
recommends approval of the application.
License Agreement
The Exchange Club has once again requested the use of the City’s GEM car for the
transportation of event volunteers and event-related supplies immediately before,
during and after the celebration. Staff recommends the City Council approve a
license agreement with the Exchange Club with the same terms and conditions of
the previous agreement and authorize the City Attorney’s Office to prepare such
agreement consistent with the City Council’s direction this evening.
FISCAL ANALYSIS:
The City Council has been requested to allocate funds in the amount of $24,000 in
account 10116100.517500 (Non-Departmental/Contributions to Agencies) for this
event as part of the City Manager’s ProposedBudget for Fiscal Year 2011/2012. In
addition to the $24,000 direct contribution, the City also provides in-kind services as
follows (based on Fiscal Year 2010/2011 data, unless otherwise noted):
City
Resource
In-Kind
Amount Description
Police $22,649 Overtime expense.
Fire
(inspections
only)
$1,500 Inspections: Last year Fire Department inspectors
spent a total of 12 hours on pre-event inspections and
during the event; the $1,500 includes benefits and
overtime. Fire Suppression: On-duty staff is ready and
equipped to respond to both event-related and non-
event-related emergencies; no dedicated (additional)
fire suppression resources are allocated for the event.
Parks $3,012 Personnel expense (salary + benefits); no overtime.
Public Works $5,847 Street Division: Personnel expense, equipment and
materials; no overtime. City of Culver City, California
Agenda Item Report
Event
Insurance
$700 Approximate premium cost for Special Event insurance
to increase liability coverage for this specific event.
Policy excludes any claim arising specifically from
pyrotechnics (from Fiscal Year 2009/2010).
TOTAL $33,708
The above costs have been reviewed by staff and represent the application of staff
resources consistent with past levels. While it is not recommended, the level of in-
kind participation could be reduced (with a commensurate reduction in costs).
However, the same level of preparation, event management and clean-up would not
be achieved or would take longer to accomplish.
It should be noted that in past years, department budgets had sufficient unspent
appropriations (due often as a result of unfilled position vacancies) to provide the
funds for the in-kind contributions estimated in the above table. To partially address
the operational deficit projected for Fiscal Year 2010/2011, all vacant positions and
the corresponding appropriations were removed from the City Council Approved
Budget for Fiscal Year 2010/2011. This cost reduction remains in place for Fiscal
Year 2011/2012, in addition to other budget tightening measures.
Departments may need to make reductions in other operations or request a budget
amendment at a future point to address the need to provide these in-kind services
for this event.
ATTACHMENT:
Proposed Resolution
MOTIONS:
That the City Council:
1. Adopt a Resolution granting a permit jointly to the Exchange Club and Pyro
Spectaculars to conduct the annual fireworks display sponsored by the City of
Culver City and Exchange Club to be held on July 4, 2011; and,
2. Approve a license agreement authorizing the Exchange Club’s use of the City’s
GEM car at the Fourth of July event; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: June 13, 2011
AGENDA ITEM: 1) Adoption of a Resolution Granting a Fireworks Permit
Jointly to the Exchange Club and Pyro Spectaculars to
Conduct the Annual Fireworks Display Sponsored by the
City of Culver City and the Exchange Club to be Held on
July 4, 2011; and 2) Approval of a License Agreement
Authorizing the Exchange Club’s Use of the City’s GEM
Car for the Fourth of July Event.
ATTACHMENT
Pages
Proposed Resolution 1 - 2
.
ATTACHMENT