HomeMy WebLinkAbout1999 - Staff Description of City Services Provided to the Downtown?rnrz FxaaL l (u+*
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DATE:
TO:
F'ROM:
SIJBJECT:
July 13, 1999
Deparfunent Heads, Liaisons Schwartz and Romero,
Wendy George, Assistant to the CAO '%'
City Services provided to the Downtown
A number of years ago the City and the Downtown Association prepared a list of services
the City provides to the Downtown Association. The list was administative in nature,
and was established to avoid confusion between the two organizations as downtown
activities are carried out each year.
Recently, City staffmet with the Downtown Association to update the list to make it
current. Attached is an updated copy for your records. Please be sure that the appropriate
people in your deparftnent receive a copy of the list for future reference.
Thanks,
Attachment
List of City services
CITY SERVICES PROVIDED TO THE DOWNTOWN ASSOCIATION
Below is a listing of the services the City currently provides to the Downtown Association (DA).
The services have been segregated into four categories: (l) ongoing services; (2) special event
assistance; (3) special project assistance; and (a) fee policies/special arangements. All services
listed in this document are provided free-of-charge to the DA unless otherwise noted. Any
services not included on the listing are assumed to be the responsibility of the DA (e.g.,
telephone charges, hangrng Christmas garlands).
This listing is intended to reflect our mutual understandlng of existing service levels and the
respective responsibilities of the DA versus the City. The goal is to avoid confusion or
misunderstandings which can arise during the year in carrying out the numerous activities which
take place in the downtown. The listing is administrative in nature, and should not be viewed as
a formal "legial" agreement. Several of the service levels mentioned can only be set or modified
by the City Council (e.g., steet sweeping), and thus may be subject to change, if financial or
other circumstances warant. Howerrer, the DA will be notified of any proposed changes well in
advance so that DA input can be obtained prior to final decision making.
In an attempt to keep this document up to date and accurate, the City and DA will review the
listing annually (in the spring of each year to coincide with the budget process) and make
appropriate changes at that time.
0ngoing Services
Day to Day Operations Support - The City provides the DA with ongoing full-service support
from Personnel, Finance, Attomey, and Adminishation.
Street Sweeping - The City provides street sweeping services in the downtown seven days
per week.
Trash Pick Up - The City provides trash pick up in the downtown on a daily basis.
Sidewalk and Trash Can Cleaning - The City steam cleans sidewalks and trash cans on a
quarterly basis.
General Clean Up and Maintenance - The City provides a temporary employee to work no
more than 1000 hours annually on general clean up and maintenance in the downtown.
Special Event Assistance
Thursday Night Activities
Barricade Set Up and Removal - The City provides barricade set up and removal each
Thursday night. The DA is assessed a fee set by the City for this service that covers
barricade replacement costs.
Extended Trolley Service - The City provides extends Trolley Service on Thursday nights
from 5:00 pm to 9:30 pm. (This includes expanded service to Monterey Street.)
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Services to the Downtown Association
Portable Restrooms Usagg - The City transports and sdts up 8 portable restrooms for use on
Thursday night.
Parking Structure Securitv - The City provides a security gua,rd at each parking structure until
11:00 pm during Thursday Night Activities.
O Police Support - The City deploys between two and eight patrol officers (with an average of
four) each Thursday night to monitor event activities. (The number of officers deployed is
dependent on time of year and crowd size).
Fire Support - The City's Fire Deparhnent conducts periodic safety walk throughs on
Thursday nights at 6:30 pm to insure fire codes are maintained.
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Barbecue Area Cleanup - The City cleans the sites of barbecues on an annual basis at no cost.
If a site needs additional cleaning during the year, the vendor will be charged for the cost.
Parks and Recr-eation Department Support - The City's Parks and Recreation Departnent
coordinates and provides staff support for three special events each year during Thursday
Night Activities (Snow Night, the Easter Egg Hunt and Halloween activities).
City Booth Space - The City is not charged by the Downtown Association for booth space for
Thursday Night Activities.
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Taste of San Luis
Marsh Street Parking Structure Elevator - the City keeps the elevator operating until 10:30
pm on event night.
Mission Plaza Preparation - The City performs a routine hosing down of the Mission plaza
prior to the event. If the DA requests additional scrubbing of the Plaz4it will be charged for
this service.
Clean Up - The City empties trash cans in the Mission Plaza at the conclusion of the event.
All other clean up is the responsibility of the DA.
Trolley Usagg- The DA may request use of the trolley to shuttle people from the parking
structure.
Holiday Season Activities
Trolley Usagg - The DA provides decorations and decorates Trolley for the Holiday Season;
the City provides Trolley for the Holiday Parade (to transport City officials only) ana Santa's
arrival.
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Services to the Downtown Association
Mission Plaza Christmas Tree - The City aborist crew installs the Christmas tree (and its
lights) in Mission Plazawith assistance from DA volunteers.
Holiday Parade - The City provides parade coordination (through Parks and Recreation) and
all other services defined in the Special Events Policy as no-cost services to the sponsor.
Costs for other requested City services normally charged to sponsors are waived for the
Holiday Parade.
Santa's House - The City stores Santa's House at the Corporation Yard. DA is responsible for
hansporting Santa's House to Mission Plaza and back to the Corporation Yard and for all
repairs required.
Concerts in the Plaza
The responsibilities of the City and the Downtown Association for Concerts in the Plaza arc
outlined in the attached agreement between the parties.
Special Project Assistance
Downtown Bench Maintenance - The City is responsible for installation and maintenance of
all decorative benches in the downtown.
Tree Lights - The Downtown Association is responsible for the installation and maintenance
of all tree lights.
Fee Policies / Special Arrangements
Special Events Permit Fee - The City assesses the DA 50% of the Special Events Permit fee.
The Special Events Permit Fee is waived for the Holiday Parade.
Banners - The City assesses the DA 50% of the current fee to process a banner permit and
hang the banner. If the DA has the banner installed privately, no fees are assessed.
Use of City Facilities - The City provides the DA with free usage of City facilities.
Storage Container at Corporation Yard - The City allows the DA to use a storage container
located at the Corporation Yard.
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