Item No.
1 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: VANIAH DE ROJAS, ASSISTANT CITY MANAGER
DATE: JUNE 27, 2023
SUBJECT: DISCUSSION REGARDING THE WAIVING OF CITY FEES AND STAFF LABOR COSTS RELATED TO THE L.A. CADA PRIDE EVENT
EXECUTIVE SUMMARY
The City Council will discuss waiving City fees and staff labor costs related to the 2023 L.A. CADA Pride event. At the May 23, 2023 City Council meeting, representatives from the Los Angeles Centers for Alcohol and Drug Abuse (L.A. CADA) requested a waiver for various City fees and costs associated with its 2023 L.A. CADA PRIDE event within the City of Downey. The City Council directed staff to determine the cost of staff time and other specific fees, and to return to the City Council with the information for further City Council discussion.
RECOMMENDATION
That the City Council:
Discuss and provide direction to staff regarding the waiving of City fees and staff labor costs related to the 2023 L.A. CADA Pride event.
BACKGROUND
At May 23, 2023 City Council meeting, representatives from the Los Angeles Centers for Alcohol and Drug Abuse (L.A. CADA) requested that a donation be made to the 2023 L.A.
CADA Pride event in addition to the approval of the following requested items:
1. Permission to close down Downey Avenue on Saturday, August 26, 2023, from 10 am – 2 am.;
2. Assistance from the City to notify all businesses about the street closure;
3. Street closure using City vehicles and barriers;
4. Use of City’s mobile stage, sound system, and an engineer;
5. Staff time for event organization (both during the planning phase and on the day of the event;
6. Police coverage, which includes 4 Officers for a total of 27 hours;
7. City fees to be waived; and lastly
DISCUSSION REGARDING THE WAIVING OF CITY FEES AND STAFF LABOR COSTS RELATED TO THE L.A. CADA PRIDE EVENT
JUNE 27, 2023
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2 8. For the City to promote the event on the City website, theatre, and social media platforms.
The City Council did not authorize a donation to the event as a Community Based Organization grant program was included as part of the FY 2023-2024 Budget, and non- profits organizations such as L.A. CADA are encouraged to apply.
In regards to the 8 requested items, below is a summary and status of each:
1. Permission to close down Downey Avenue on Saturday, August 26, 2023, from 10 am – 2 am.;
It was explained at the May 23, 2023 meeting that L.A. CADA would need to submit a completed Street Closure/Special Event Permit Application to the City and once reviewed by staff, the application would then come before the City Council for approval. Following the City Council meeting, staff contacted L.A. CADA and provided the application.
It should be noted that during the review process by City staff there could be conditions placed on the event or permits required that have associated City fees and require Downey Police Officer staffing. These are discussed further in the report under requested items 6 and 7.
Items 4 and 7 were approved at the May 23, 2023 meeting with the following related costs:
4. Use of City’s mobile stage, sound system, and an engineer.
Sound and Engineer - $2,500
Mobile Stage Rental – No equipment rental fee for non-profit organizations, however, there is staff labor costs for set-up, which is referenced in item 5.
7. City fees to be waived
Building and Safety Permit Costs – Unknown at this time as staff would need to review the Street Closure/Special Event Permit Application to determine any permits, i.e. tents/ structures.
The City Council directed staff to determine the costs for the remaining items (2,3,5, and 6) and return to the City Council with the information for further City Council discussion.
DISCUSSION REGARDING THE WAIVING OF CITY FEES AND STAFF LABOR COSTS RELATED TO THE L.A. CADA PRIDE EVENT
JUNE 27, 2023
PAGE 3
3 ANALYSIS
Staff conducted an analysis of the remaining costs and the following is a cost breakdown for items 2,3, 5 and 6 as requested by L.A. CADA:
2. Assistance from the City to notify all businesses about the street closure;
Park and Recreation staff (5 staff, 2 hrs., hourly billing rate: $17) - $170
3. Street closure using City vehicles and barriers;
Public Works Truck Rental (Hard Closure using 6 vehicles- Downey Avenue from 2nd to 4th Streets) - $1,750
5. Staff time for event organization (both during the planning phase and on the day of the event);
Parks and Recreation Director (3 Planning meetings, 1.5 hours) - $350
Public Works Staff (6 staff to set-up traffic control, show mobile, and hard closure) - $2,960
6. Police coverage which includes 4 Officers for a total of 27 hours;
Downey Police Officers (Hourly billing rate $101.75) - $10,889.
It should be noted that it is the City’s practice that once a completed Street Closure/Special Event Permit Application is submitted to the City, the Downey Police Department would review and provide their recommendations regarding officer staffing needs based on the layout, expected number of attendees, hours of operation, and the use of a beer garden or similar amenity. As such, the total dollar amount could significantly change once L.A. CADA submits its Closure/Special Event Permit Application.
With the previously approved items from the May 23, 2023 meeting totaling $2,500 and the additional requested items totaling $16,119, the total anticipated value of City in-kind contributions is approximately $18,619.
In addition to the above requested items, staff is seeking City Council direction regarding the last requested item from L.A. CADA:
8. For the City to promote the event on the City website, theatre and social media platforms.
DISCUSSION REGARDING THE WAIVING OF CITY FEES AND STAFF LABOR COSTS RELATED TO THE L.A. CADA PRIDE EVENT
JUNE 27, 2023
PAGE 4
4 It has been the City’s practice to only post City or City-Sponsored events on its social media platforms. As such, the 2021 L.A. CADA PRIDE event was not posted on the City’s social media platforms. However, due to the City’s $25,000 donation for the 2022 L.A. CADA PRIDE event, it was considered a City-sponsored event and was advertised on the City’s social media platforms.
ITEM ESTIMATED VALUE
1. Permission to close down Downey Avenue
on Saturday, August 26, 2023, from 10 am
– 2 am
$0
2. Assistance from the City to notify all
businesses about the street closure $170
3. Street closure using City vehicles and
barriers $1,750
4. Use of City’s mobile stage, sound system,
and an engineer $2,500
5. Staff time for event organization (both
during the planning phase and on the day
of the event
$3,310
6. Police coverage, which includes 4 Officers
for a total of 27 hours $10,889
7. City fees to be waived Pending Street Closure/Special Event Permit Application Submission
8. For the City to promote the event on the
City website, theatre, and social media
platforms
$0
TOTAL $18,619
CITY COUNCIL PRIORITIES
Quality of Life, Safety, and Infrastructure
FISCAL IMPACT
Approval of the action will result in an estimated revenue decrease in the approximate amount of $18,619 between the Parks and Recreation, Public Works, and Police Department accounts in the General Fund.