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Home My WebLink About01/16/1990, 6 - REQUEST BY THE PROMOTIONAL COORDINATING COMMITTEE TO APPROVE A FUNDING PROPOSAL SUBMITTED BY THE LA Ill1,lyU�r,Il 111A 1lll city ` MEETING DATE: uIW II h�W�u c� o s� lugs osIspo - �- 90 COUNCIL AGENDA REoJORT MRA NUMBER: / FROM: John Dunn, City Administrative Offir Prepared by: Deb Hossli, AdministrceiveLyst SUBJECT: Request by the Promotional Coordinating Committee to approve a funding proposal submitted by the La Fiesta Board of Directors which would provide monies to hire staff and purchase equipment for the 1990 and 1991 La Fiesta celebrations. CAO RECOMMENDATION: 1. Receive a request by the Promotional. Coordinating Committee (PCC) , made on behalf of the La Fiesta Board of Directors, for City "seed money" contributions toward the 1990 and 1991 La Fiesta events ($78, 300) . 2 . Approve Option 3, outlined in the report, which would combine an additional $7,750 in City resources with an existing $8,500 PCC allocation balance ($16,250 total) to provide professional assistance to the La Fiesta program. 3. Direct the PCC to evaluate subsequent "seed money" requests from La Fiesta as a part of the normal Grants-in-Aide cycle. DISCUSSION: Background Through the years, celebration of La Fiesta has grown from a community event that revolved around the mission and consisted of a grand parade through town, to a week long event with activities ranging from a Queen's Contest to an Arts Fair in the Mission Plaza. The event is sponsored by La Fiesta de San Luis Obispo, a group of local citizens interested in promoting the heritage of San Luis Obispo. La Fiesta has been celebrated since the beginnings of San Luis Obispo, when little more than the mission existed in the community. In 1925, however, the event was formalized by the fathers at the mission in an effort to keep the Spanish tradition alive in the community and generate interest in restoring the old mission. Between 1925. and 1965, the La Fiesta celebration took place on an intermittent basis due to the Second World War and a lack of community interest. In 1965, however, a group of interested citizens banded together to re-establish the event. Since that time, La Fiesta has been celebrated annually, with 1990 representing its 50th anniversary. Since 1965, the. La Fiesta organization has been responsible for coordination of the event using a completely volunteer staff. 10�iaN1IIII1INI ��l City of San L-•s OBISpo 1MOGS COUNCIL AGENDA REPORT Staff Report Page Two The La Fiesta Board of Director's responsibilities range from chairing the major committees and recruiting volunteers to fundraising for the entire event. Assistance has been provided in the past by the City through grants from the Promotional Coordinating Committee (La Fiesta did not request grant support during last year's PCC process) and approximately $4,600 of in- kind donations of staff time and fee waivers from the Parks and Recreation Department, Public Works Department, Police Department and Fire Department. Assistance with the event is also received from the Business Improvement Association, the Chamber of Commerce and local service clubs. While community participation in La Fiesta has never been greater, the La Fiesta Board feels that the event has reached a point where it can no longer be adequately coordinated solely with volunteer staff. As a result, the La Fiesta Board of Directors approached the City to discuss the potential of receiving financial support to hire a paid staff person to coordinate the event. A preliminary meeting was convened by the Mayor in early October to begin discussions on this topic. Another meeting was subsequently held on October 20, 1989 with representatives from La Fiesta, city staff, City Council (Councilmember Rappa) , the Promotional Coordinating Committee (PCC) , the Business Improvement Association, the Chamber of Commerce, and local service clubs. As outlined in the meeting agenda, the purpose of the meeting was to provide the La Fiesta Board of Directors with an opportunity to define the problems associated with sponsoring the event and to identify areas in which assistance was needed (Attachment A) . During the meeting, consensus was reached in several areas (Attachment B) . Key areas include the following: * La Fiesta should remain a community sponsored event as opposed to a city sponsored event * La Fiesta is in need of some level of paid staffing support * Staff should provide strong fundraising and organizational skills * Staff should work directly for La Fiesta La Fiesta representatives also agreed to develop a proposal that would identify their support needs, along with a detailed organizational/financial plan for becoming financially self- supporting. In addition, the La Fiesta representatives agreed to conduct an organizational re-examination, placing emphasis on the desirability of enlarging the Board of Directors membership to encourage more community and service club representation. The City i�hlllli�pj lh city of sa �Uis osIspo WWGA COUNCIL AGENDA REPORT Staff Report Page Three agreed, as part of the meeting, to conduct a survey of other events similar to La Fiesta. The purpose of the survey was to provide La Fiesta with information that could assist them with preparing a funding proposal and plan for becoming self-supporting. At the conclusion of the meeting, La Fiesta representatives agreed that once their proposal was developed, it would be presented to the Parks and Recreation Commission and the PCC for review prior to City Council consideration. A more detailed outline of the discussion that occurred during the meeting is summarized in notes taken by the City Administrative Officer (Attachment C) . City Survey The City surveyed a total of five festivals: Old- Spanish Days in Santa Barbara, the Garlic Festival in Gilroy, Stagecoach Days in Banning, the Harbor Festival in Morro Bay and the Flower Festival in Lompoc (Attachment D) . The survey identified information regarding each festival 's organizational structure, budget size, staffing level, community involvement, etc. In summarizing the results of the survey, it was found that many of the festivals received some level of support from local government, but for the most part, the festivals were community based events. It was also apparent from the survey that paid staffing, dedicated to coordinating the event, played a vital role in working toward financial self-sufficiency. This survey was provided to La Fiesta on November 20, 1989. La Fiesta Proposal La Fiesta representatives prepared a proposal requesting $35,000 in 1990 and $43, 300 in 1991 for staffing and ancillary equipment needs (Attachment E) . Under the proposal, some level of financial support would be necessary for 1992 , but this could not be determined until a full year of operation had elapsed. Financial contributions beyond the three-year timeframe were projected to be minimal based on the expectation that a paid staff member would be able to concentrate efforts on making the event financially self- supporting. A detailed plan to reach financial self-sufficiency,, however, has yet to be prepared. The proposal, as summarized below, was presented to the PCC by one of its members, Evelyn Delmartini. The PCC, in their review, unanimously supported the proposal as presented. The PCC subsequently requested staff to prepare a report for City Council consideration with a recommendation from the PCC for full funding of La Fiesta's proposal. The proposal is based on the following costs: 6-3 city of San U •.s os�spo COUNCIL AGENDA REPORT Staff Report Page Four 1990 Fiesta 1991 Fiesta Office Space @$400/mo. $ 2,400 $ 41800 Office Equipment (purchase) 6, 000 -0- Full-Time Administrator w/benefits 16,250 32,500 Pageantry Parade Administration 51785 61000 Phone, Office Supplies & Contingencies 4 . 565 -0- Total $ 35, 000 $ 43,300 As agreed, La Fiesta representatives approached the Parks and Recreation Commission at their December 6, 1989 meeting with a proposal to increase city involvement in La Fiesta. The Parks and Recreation Commission was not supportive of providing additional staff from the Parks and Recreation Department to assist with La Fiesta, but was supportive of their proposal to hire a paid staff member. Minutes from the December 6, 1989 meeting are provided as Attachment F. Support Options The La Fiesta representatives have been operating under a tight timeframe to secure funding for paid staffing to assist with the event. It has been their goal to have a festival coordinator position on board as soon as possible to organize the 1990 celebration. In order to meet the accelerated timeframe, the PCC was only able to discuss the funding proposal at one meeting and therefore, the proposal was not analyzed in depth. In addition, La Fiesta was unable to prepare the detailed organizational/financial plan agreed to at the October 20, 1989 meeting. This was in part due to the timeframe, but also as a result of the existing lack of professional staff. Given this dilemma, and the need to make a decision at the earliest possible time, three alternatives are set forth for Council consideration. Option Number One - La Fiesta's Proposal Under this option, the City Council would fund the La Fiesta proposal as requested. The advantage of this option is that the resolution of this matter would perhaps be faster, and thus the quality of the 1990 event better assured. The disadvantage of this proposal is that the funding request is being discussed outside the normal budgetary and Grants-in-Aid .process and therefore not subject to city-wide priority setting for events that promote the community. At a less costly level, this proposal might be acceptable. However, in staff 's opinion, the amount of funds requested ($78,300 total) is very high and exceeds what should be city Of sal l_'als OBISPO i COUNCIL AGENDA REPORT Staff Report Page Five considered outside the established process. While the figures represent a good faith effort by La Fiesta volunteers to quantify the level of assistance needed, the figures were offered in the absence of detailed analysis and a future organizational/financial plan. A significant adjustment in the City's approved financial plan and budget would need to be made to fund the festival at this level. For these reasons, staff does not recommend Council adoption of this alternative. Option Number Two - Defer Funding Request to the 1990 Grants-in-Aid Process A second option available to the Council is to defer the request and direct La Fiesta to submit a request for funding as part of the 1990-91 Grants-in-Aid cycle for the PCC. Based on existing Council policy, the role of the PCC is to competitively evaluate all local organizations' requests for funding events that promote economic, cultural, and recreational aspects of the city (the 1990-91 cycle is scheduled to begin in February of 1990) . The advantage of this alternative is that the City Council would maintain the integrity of the Grants-in-Aid process and consider the La Fiesta proposal in the context of city-wide priorities for promoting the community. The disadvantage to this proposal is that the potential exists for the La Fiesta Board of Directors to either discontinue the event, or have a reduced quality event, due to the difficulty in coordinating the event solely with volunteers. While ideally it would have been better if the La Fiesta request had been made during last year's Grants-in-Aid process, the La Fiesta Committee deferred a request for City assistance until they were certain that such a request was essential. They arrived at this conclusion after the 1989 event, which followed the City's Grants-in-Aid process. Based on the survey completed by staff, staff concurs that some level of "seed money" is needed at this time to continue the event at an adequate level. Therefore, the alternative of not providing "seed money" is not recommended. Option Three - Partial Funding (Professional Assistance only) A third option offered by staff is to provide La Fiesta with "seed money" to support only the 1990 staffing costs identified in the La Fiesta proposal, in an amount not to exceed $16,250. Funding for this option would be derived from two sources; the unexpended balance of the 1990 PCC Grants-in-Aid allocation ($8, 500) and from funds available in the Ventures and Contingencies account of the 1989-90 Budget ($7,750) . The $7 ,750 would be 6-� °1011111fX111I city of san Lt. _ oBi spo 1 COUNCIL AGENOA DEPORT Staff Report - Page Six transferred into the PCC budget, to be released to La Fiesta along with the $8,500, when La Fiesta was able to demonstrate to city staff that they have acquired staffing/consultant assistance to deliver the 1990 festival and to help La Fiesta complete a financial and organizational plan for the future (e.g. submittal of a contract) . Should the contract/staffing cost be less than $16, 250, staff would recommend that the lesser amount be provided. La Fiesta would, as part of this option, be responsible for acquiring cash or in-.kind contributions for non-staff related costs (e.g. office space, equipment) . Local service clubs or social organizations are potential sources for obtaining those contributions as several have indicated a willingness to assist with La Fiesta and even to participate as board members. Any request for additional "seed money" for the 1991 festival would be considered only as a part of the normal Grants-in-Aid cycle. The professional staff assistance acquired by La Fiesta would be able to assist in the preparation of any subsequent Grants-in-Aid requests and the needed organizational/financial plan for making the event self-sustaining. The advantage of this option is that the City is supporting the efforts of La Fiesta, while still emphasizing community sponsorship of the event. This option also helps to insure the City's contribution will be used for expenditures that best encourage a plan to reach financial self-sufficiency. In addition, responsibility for hiring the needed staff would remain with La Fiesta, as agreed to during the October 20, 1989 meeting. The disadvantage of this proposal is that it provides funding to a single organization outside of the annual Grants-in-Aid process. This action has the potential to set a precedent that encourages other organizations to act similarly, thus undermining the effectiveness of the Grants-in-Aid process. Option 4 - PCC Funds Only The Council could authorize the contribution of only the $8,500 currently in the PCC Budget. The advantage would be that no additional City resources would be needed other than what is already in the. PCC Budget for promotional activities. The disadvantage is that La Fiesta would either need to quickly raise additional funds or would have to reduce the scope of consultant/staff assistance. Because this reduced scope might preclude the preparation of the much needed financial/organizational analysis, this option is not recommended. I CO' � city Of Sam . LUIS OBISp0 NMGN COUNCIL AGENDA REPORT Staff Report Page Seven Recommended Action Staff is recommending that Option 3 be adopted by the City Council as it represents a compromise that will allow La Fiesta to continue as a quality event, but retains the burden of coordinating the event on the La Fiesta Committee. This is essential if it's the City's intention to retain the community character of the event. In staff's opinion, this alternative is most consistent with. the consensus points reached during the October 20 meeting. FISCAL IMPACT: Should the City Council approve this recommendation, it will be necessary to authorize the Finance Director to transfer $7,750 from the Ventures and Contingencies Account to the PCC's budget. These monies, along with the $8, 500 (for a total of $16,250) in the PCC's budget would be used to provide the City's "seed money" contribution to La Fiesta. CONCURRENCES: DIRECTOR OF FINANCE ATTACHMENTS: A Agenda for October 20, 1989 La Fiesta meeting B October 20, 1989 La Fiesta Meeting Consensus Memo C City Administrative Officer's notes from the October 20, 1989 La Fiesta meeting D Festival Survey E La Fiesta Funding Proposal F Parks and Recreation Commission Minutes DH2/fiestarpt.wp City Of SAn 1UIS OBISPO 990 Palm StreetrPost Office Box 8100 • San Luis Obispo, CA 93403.8100 October- 4 , 1989 MEMORANDUM To: Representatives of: LaFiesta Board -of Directors (Collins, Mathis, Cleeves) Promotional Coordinating Commit-tee (Ellis, Delmartini) Parks & Recreation Commission (Rosenberg , Orton) Chamber of Commerce (Cooper; Garth, Cox) Business Improvement Association (Rademaker, Williams) Pageantry (Ronnie) City Staff (Dunn, Hampian, Stockton, Rogers) A meeting was held on October 2 between representatives of LaFiesta Board of Directors and the Mayor and City Administrative Officer. LaFiesta representatives expressed several concerns about the growing difficulty of sponsoring the annual LaFiesta event. They asked that .the City and other organizations within the community understand their situation and provide needed assistance. You are invited to join with us on October 20 at 9 : 00 a.m. (until possibly noon) in the Council Hearing Room at City Hall to discuss a number of issues related to the continuance and future success of the LaFiesta event. This is to be a "shirt sleeves" work session; the suggested agenda will be refined and expanded: I. Presentation by LaFiesta representatives about the sponsorship and operation of the special event: A. What- is working well B. Where there are problems C. Suggestions for areas where help is needed D. What kind of help is needed. ATTACHMENT a / Q �v II . Responses by rep�sentatives of other organKations: A. Thoughts about the event B. Areas where help by others might be given C. possible coordination with or co-sponsorship by others. our major purpose is to identify the problems, suggest solutions and, ultimately, to preserve LaFiesta as a significant community event. Your attendance and your counsel are earnestly solicited. We look forward to your help in this information-giving and problem- solving exercise. John Dunn city Administrative .officer JD:mp C. city Council City oSan tuis oBispo 990 Palm Street/Post Office Box 8700 • San Luis Obispo. CA 93403-BloO October 26 , 1989 MEMORANDUM To: Attendees of "La Fiesta Improvement" Meeting From: John Dunn, City Administrative Officer Subject: Consensus/Follow-up Attached is a summary of .the points of consensus reached at our meeting of October 20, 1989. City staff has already initiated the survey of other festival events, and we should have the results available in the next one-two weeks. I have also enclosed a copy of the .survey form for your information. I strongly believe that the group has developed a sound approach to resolving the problems discussed at the meeting. If you have any questions or comments, please give me or Ken Hampian a call at 549-7114 . JD:mp Attachments C . Cit-y Council B Ronnie Lomas (213) 531-4240 FAX (213 ) 631-1134 LA FIESTA MEETING October 20., 1989 Areas of Consensus Conceptual Issues LaFiesta needs paid part=time/full-time staffing Staff person should have strong fund-raising/organizational skills - Equipment/office space will be needed - Staff person should work for LaFiesta - LaFiesta needs new focus (e.g. Mission, Mission Plaza) - More promotion of Spanish/Mexican heritage emphasis - LaFiesta should remain a community event (as opposed to a city government event) - The urgent need is to focus on management aspects of event. Next Steps LaFiesta will evaluate staffing and other needs and develop detailed "game plan" for review by Promotional Coordinating Committee and Parks and Recreation Commission (with assistance from Dodie and Dave Garth) City will survey other jurisdictions/events related to staffing, community involvement, budget, etc. (e.g. Gilroy, Banning, Santa Barbara, Lompoc., Harbor Festival) City also to work on long-term Special Events Policy - After Promotional Coordinating Committee and Parks and Recreation Commission review, LaFiesta will present detailed "game plan" to Council as part of "seed money" request which shows incremental progress toward self-sustaining event Request to Council targeted for November, 1989 - Group will meet again in January to review progress. LA FIESTA MEETING October 20, 1989 NAME ORGANIZATION Jim Stockton City of SLO John Rogers City of SLO Lynn Cooper Chamber of Commerce Dave Garth Chamber of Commerce Pierre Rademaker BIA and Rotary Steve Mathis LaFiesta Debbie Collins LaFiesta John Dunn City of SLO Dodie Williams BIA Penny Rappa City Council Ronnie Lomas Pageantry Productions Jack Robasciotti Rotary Tip Martin Rotary Evelyn Delmartini PCC LaVerne Schneider PCC Ken Hampian City of SLO Robert Rosenberg Parks &Recreation Comm. Cathy Cleeves LaFiesta November 6, 1989 La Fiesta Meeting - October 20, 1989 - John Dunn notes Debbie Collins - La Fiesta needs. some support from the community, we need more people to help us with the events. City supports La Fiesta financially ' City departments provide support Many of us on board are getting real tired Dick & Cathy Cleves have put on the parade for years. La Fiesta needs help on Parade Arts & Crafts Entertainment Publicity They need a part-time paid employee (Santa Barbara has 2 employees) - someone who can take phone calls and do paper work. They would like $10, 000 in grant money, rather. then $5, 000 as in \ the past Original focus of La Fiesta was to: a. Restore the mission b. Reaffirm our Spanish heritage Pierre - La Fiesta needs to find a cause Steve - wine event - proceeds went to old mission' - Dave - problems of La Fiesta are: a. Funding b. Leadership C. Need worker- bus Need reason for being, a mission; too many things happen at the last minute. Need staff to help keep it organized. Evelyn we have saturated the volunteers; a successful organization needs an office and paid staff . ATTACHPIE'N G -�� Ronnie - need money for band bus transportation (but assist them only if requested) . Pageantry has part-time local man - Pat Lynn. An event needs longer term promotion - type publicity Lompoc raises major money Penny need is for a community coming together for a purpose. She and Pierre suggested the expansion of' Mission Plaza, possibly - connecting to a urban trails system. Organizations that help ( like service .clubs, etc. ) should earn money that goes back to their organization for use, on their projects. Lynn - that' s what we have to do, get a paid staff, Very vew people have held it together over the years without staff. Ed - get retired people involved. Dave - service club representatives should serve on the Board of Directors Ed North - would be willing to develop a committee within our (Rotary) club to help out - we don't want to take over, to usurp Pierre - BIA couldn't function with paid staff. h Lynn - there is not the public enthusiasm for promoting tourism, as there earlier was. Fiesta should be for San Luis Obispo John - volunteered hisstaff to develop information on and ventsorro Bay in Sant Barbara, Lompoc, Gilroy, Banning, (Harbor Festival) Ronnie - there are some things the city could take over, such as police help at intersections. Penny - there definitely needs to be a paid coordinator. John - need authentic tie with our Spanish-Mexican heritage Jack - suggested the historical society could help Pierre - need more education to take place as part of the event the is of and for the community Dodie - La Fiesta is perceived as being almost like a fraternity- sorority, it' s had to get in, then has had a similar effect. This community has more events per person then any other conmmunity. Maybe we ought to reassess where the PCC funding goes, we may have to make choices. Lynn - if it hadn't been for the sorority, there wouldn't be a La Fiesta. Penny - Vicki Carol put together a hictorical background of La Fiesta Dave - La Fiesta needs a one-time grant from the city to hire staff, who's task it would be to raise money Ronnie - an event needs 3 years for a build-up period. Cathy Cleve - what do we view La Fiesta . as being? I think I 've been working for the city - I thought it was going to become a city event. It was said that LaFiesta should be self sustaining on a long berm basis. Evelyn - LaFiesta serves all elements of socity and serves all age \ groups. Debbie should ask the City for $25, 000 and an office for three years or more. Cathy - need both money from city and help to put on the event. Penny - it's very important it becomes a community event - I don't support it becoming .a city government event. Debbie - La Fiesta needs to have the help of the service clubs. Dodi - La Fiesta needs to have a staff person who both raises funds and solicites help from service clubs, .seniors. , Dave - staff person's job is not to do everything (volunteers are still needed to do jobs) , but to broaden support for the event. Cathy - La Fiesta is at a critical moment. Penny - Council ultimately has to decide "what is the City' s role in La Fiesta, and what is the communities role in La Fiesta. . . . Council will need to see a defined program. John - there is a question 'being posed to La Fiesta, "are you willing to expand the La Fiesta Board of Directors, particularly . to involve the service club organizations?" Ronnie suggested we contact Melissa— Schwartz , Cultural Affairs Director for the City of Los Angeles (or even get her on loan) . -1T _ A _ Ul ty of sAn Lis oBispo 990 Palm Street/Post Office Box 8100 • San Luis Obispo, CA 93403-alo0 November 20, 1989 :Memorandum TO: ATTENDEES OF THE "LA FIESTA SUPPORT" MEETING FROM: JOHN DUNN, CITY ADMINISTRATIVE OFFICE SUBJECT: RESULTS OF THE FESTIVAL SURVEY At our last meeting, the city agreed to conduct a survey to gather organizational and budgetary information from other california communities that hold events similar to La Fiesta. This survey has been completed and summary results have been attached for your review. The survey includes information regarding the Garlic Festival in Gilroy, Old Spanish Days in Santa Barbara, Stagecoach Days in Banning, the Flower Festival in Lompoc, the Harbor Festival in Morro Bay, and La Fiesta in San Luis Obispo. The results have been structured to provide an operational overview of each festival, as well as, organizational and financial information. Please contact Debbi Hossli at 549-7151 if you need clarification of any survey results or have questions. Thank you. aTTACHdENT D / R CD /" SPECIAL EVENT: GILROY GARLIC FESTIVAL, GILROY CALIFORNIA CONTACT: Richard Nicholls, Executive Director_ (408) 842-1625 I . OVERVIEW OF EVENT *Summary: The Garlic. Festival is a three-day event that takes place the last full weekend of each July. The event is sponsored by the Gilroy Garlic Festival Association, Inc. and offers a wide variety of activities to the general public. *Purpose of Event: The purpose behind the Festival is to promote the garlic industry and tourism, and raise monies for local charities and the Chamber of Commerce. *Primary Events: 1) Gourmet Alley: This event is operated by the Association and includes 108 food vendor booths that sell garlic related gourmet specialty foods, dry goods and souvenirs. 2) Four Stages of Free Live Entertainment. 3) Arts & Crafts Booths: Over 80 Booths are made available for local artists to sell their wares. 4) Recipe Contest: The recipe must include the use of garlic - this event attracts contestants from all the United States. II. EVENT RESPONSIBILITIES *Sponsoring Organization: The Festival is sponsored by the Gilroy Garlic Festival Association, Inc. The Association is financially self sufficient and responsible for delivering the entire event, including all fundraising, recruiting and training of volunteers, advertising, etc. *Local Government: None. *Service Clubs: Service Clubs use this event as an annual fundraiser for their organizations. The Association provides food booth slots to non-profit agencies at a flat rate of $450 for the three-day event. *Local Businesses: The Festival provides booth slots to commercial organizations at a flat rate of $750 for food. booths and $350 for arts & crafts booths. *Other: The Association contracts with the Chamber of Commerce to provide beer at the Festival. The Association recoups 5% of the total beer sales from ie Chamb monies generated from this event are the Chamber' s greatest source of revenue each year. III . ORGANIATIONAL STRUCTURE *Board of Directors Composition:. There are seven voting members of the Board of Directors for the Association. A. member from the local Chamber of Commerce also serves. in an advisory capacity. Selection: The Association is made up of 32 members, each serving as Chairman of one of . the Festival Committees. Four of the Board of Directors are elected by the Association at-large for two year terms Director is selected from the Advisory Committee of the Association for a one year term, one Director is selected from the Strategic Planning Committee of the Association for a one year term, and one Director is appointed the incoming Association President for a one year term. *Organization of Workforce: All of the 32 Committee Chairman are interested members of the community and serve for two year terms. Each chairman must select an assistant chairman, approved by the total ' Association, within one year of accepting the chairmanship. The chairman then grooms the assistant position to take over at the end of the chairman' s service. Each chairman is responsible for recruiting their volunteers. *Staffing: The Festival has one, full-time paid Executive Director and one, three-quarter time Secretarial position. The Director position pays between $40, 000. and $50,000 annually and is responsible for coordinating the entire event. The er hour and clerical esupport. Approximat Approximately 00 volunter manprovides hours are used to coordinate the event. IV. FINANCIAL INFORMATION *Total Budget 1988 : $1, 0861000 Expenses Revenues Administration $ 276 , 661 $ 79 , 223 1, 828 . 24 , 867 Arts & Crafts g , 400 23 , 292 Barn Dance 3 , 351 11 , 441 Bicycle Tour 886 -0- Beer Booth 18 , 517 74, 005 Booths 16, 009 -0- Communications 36 , 683 101, 584 Cookbooks 5, 550 -0- Emergency Services 42 , 039 -0- Entertainment 2 , 777 -0- Finance 1, 261 -0- Garlic Grove 3 , 244 5,706 Golf Tournament 158 , 010 260, i55 Gourmet Alley 29, 648 -0- Hospitality 51 -0- Information 13 , 453 -0- Parking 47 , 15.2 54 , 234 Program 38 , 202 4 , 502 Promotion 3 , 255 815 Queen Pageant 3 , 968 Recipe Contest 9; 068 37 , 905 -0- security _0_ Signs & Decorations 81196 71,970 souvenirs 38,708 6512 10, 557 , 10K Run 21054 Tennis Tournament 11654 536,275 Ticket Sales (Gate) 51216 Ticket Sales (Train) 49 , 044 81, 453 46, 871 -0- Traffic 2.3 , 578 -0- Transportation _0_ utilities & Oper. 99, 642 82 ,952 Wine 55. 551 Total $1, 088 ,922 $11429 , 058 v. PROMOTION *Total Promotion Budget: $38 , 000. *Promotion Coordinator: Chairman of Promotion Committee and Executive Director of. Festival. *Theme of Promotion Materials: Gourmet Garlic *Types of Promotion Programs: Brochures, programs, and buttons are the primary focus ofte promotion romo io announcements The Festival relies heavily on public advertise locally. 1989 represents first year of a trial program to advertise in "upscale" magazines. SPECIAL EVENT: OLD SPANISH DAYS, SANTA BARBARA CALIFORNIA CONTACT: DIANA VANDERVOORT, OFFICE MANAGER (805) 962-8101 I . OVERVIEW OF EVENT *Summary: Old Spanish Days is a five-day event that takes Place the first full weekend of August each year. The event is sponsored by Old Spanish Days of Santa Barbara, Inc. and offers a wide variety of activities to the general public. *Purpose of Event: The purpose of the event is to promote the community' s cultural heritage, encourage tourism., and provide local service clubs with fundraising opportunities. *Primary Events: 1) Two Open Market Places: During Old Spanish Days, two open markets are set up; onespecializing in spanish food and souvenirs and one emphasizing amore international theme. Approximately 60 booths are made available to local service clubs. 2) Variety Shows: Several variety shows are provided free of charge to the general public. The shows feature spanish and indian oriented acts from the community. 3) Two Parades: Two parades are held during the festivities; one historic in nature and one children's parade that is run by the City of Santa Barbara. 4) Carnival.: The carnival is run by a professional carnival operation. 5) Rodeo. 6) Arts & Crafts Show: An arts and crafts show is held during the weekend portion of the event at the beach in Santa Barbara. Vendors are charged for setting up booths to sell their wares. II . EVENT RESPONSIBILITIES *Sponsoring Organization: Old Spanish Days of Santa Barbara is primarily responsible for planning, organizing, and fundraising for the event. *Local Government: The City of Santa - Barbara provides an annual bed tax grant that amounted to $ 2, 708 for 1989 . The City is also responsible for planning and organizing the Children's Parade. City staff estimates that it costs approximately $4 , 000 annually to put on the parade. The County of Santa Barbara contributes approximately $28 , 000 annually toward the event. These monies represent the proceeds gained from the rental of the Santa Barbara County Bowl which Old Spanish Days of Santa Barbara, Inc. runs for the county. *Service Clubs: Approximately 60 food vendor booths are made available to local service clubs. Flat rates ranging from $300 to $1, 100 are charged for booths, based on size or location. *Local Business: Downtown merchants sponsor a costume breakfast during the event. Local businesses also participate . in the arts and crafts show. *Other': Between $20, 000 and $30, 000 is received annually from private donors. III . ORGANIZATION STRUCTURE *Board of Directors Composition: There are 35 Board of Directors that are chosen from the community based on interest and qualifications. Selection: Potential. Directors must be confirmed by a majority of the Board. \. *Organization of Workforce: Each Board member chairs at least one of the 43 established committees. The Committee_ Chairman are then responsible for recruiting the volunteers for their events. *Staffing: Paid staff consists of a three-quarter time office manager and a quarter-time bookkeeper. The office manager is responsible for event coordination, monitoring the budget, and administering the Santa Barbara County Bowl contract. The office manager receives an annual salary of $18, 000. The bookkeeper handles all financial matters and receives $15. 00 per hour. While the office manager did not have any official statistics, she estimated that approximately 500 volunteers participated in Old Spanish Days. IV. FINANCIAL INFORMATION *Total Budget 1989 : $275, 000. The Board of Directors for Old Spanish Days were not willing to provide detailed budgetary information. The Office Manger indicated that the event ' s total budget was approximately $275 , 00 for 1989 and the majority of the revenues for the event were derived from booth sales for the arts & crafts show and two market places. V. PROMOTION *Total Promotion Budget: $300. *Promotion Coordinator: Office Manager and Promotion Committee Chairman. *Theme of Promotion Materials: Old Spanish California and indian heritage. *Types of Promotion Programs: Very little money is allocated for promotion. The event relies heavily on public service announcements, and free advertising. In many cases, local, state, and national publications seek them out for free advertisement. Posters, buttons, and brochures are also used, however, these items pay for themselves. C SPECIAL EVENT: STAGECOACH DAYS, BANNING CALIFORNIA CONTACT: Waunnell Marlar, Chamber of Commerce (714) 849-4695 I, OVERVIEW OF EVENT *Summary: Stagecoach Days is a week-long event that takes place the first full weekend of each October. The event is sponsored by the stagecoach Days Division of the Banning Chamber of Commerce. *.Purpose of Event: The purpose behind the event is to promote tourism, encourage community. interest in local history, .and raise monies for local service clubs. A portion of the revenue generated by the event is also used to make improvements to the fairgrounds where the primary activities are held. *Primary Events: 1) Rodeo. 2) Parade. The parade is operated by a professional parade company and is one of the largest local parades in California. 3) Queens Contest. 4) Vendor Booths. Food and novelty booth slots are made available to commercial and non-profit service clubs. C . 5) Carnival. 6) Art Show. II . EVENT RESPONSIBILITIES *Sponsoring Organization: A Board of Directors within the Chamber of Commerce is primarily responsible for coordinating the event. Fundraisers are held year-round to generate monies to fund the costs associated with providing the event. *Local Government: The City of Banning provides an annual grant of $101000 to fund promotional costs associated with Stagecoach Days. *Service Clubs : Several service clubs, such as the Elks and Rotary put on special events during Stagecoach Days. These groups are then required to pay the Chamber 10$ of the profits generated from the event.. Vendor booth slots are also made available to service club at a flat rate of $200 for food booths and $150 for novelty booths. C h *Local Business: vendor booths are made available to local businesses at a flat rate of $200 for food booths and $150 for novelty booths. *Other: A sponsorship from Budweiser was received in exchange for advertising. III. ORGANIZATIONAL STRUCTURE *Board of Directors Composition: The Board of Directors consists of 9 interested volunteers. Selection: The Directors are interested volunteers from the community that are confirmed by the full Chamber Board. *Organization of Workforce: The Board of Directors recruit interested individuals in the community to serve as chairman of each of the seven committees. The committee chairman are then responsible for recruiting their own volunteers and making proposals to the Board of Directors for their, committee's "game plan" . *Staffing: The Chamber of Commerce absorbs most of the "executive director type" staff work needed to coordinate the event. One, quarter-time Secretarial position is paid and attributed to the Stagecoach Days budget. This position is paid $5 per hour and provides clerical support for the event. Actual volunteer statistics were: not available, but it's estimated that between 200 and 300 volunteers are used during the event. IV. FINANCIAL INFORMATION *Total Budget: $125, 046 (1989 Projection) Expenses Revenues Parade $20, 02.3 $22 , 750 Rodeo 44, 366 48 , 966 Horseshoes 12 , 595 13 , 620 Barrel Racing 1, 460 2 , 2.60 Carnival 81910 ' 17, 410 Stagecoach Days 275 440 Park Administration 32 , 417 9, 000 GeneralQO_ _0_ Total $125 , 046 $1.14 , 446 V. PROMOTION *Total Promotion Budget.: $10,000. *Promotion Coordinator: Chairman of Promotion Committee and the Chamber of Commerce. *Theme of Promotion Materials: Historical/Stagecoach history. *Types of Promotion Programs: The local advertising campaign relies on radio and television public service announcements. Flyers, brochures, posters and buttons are also used to promote the. event. SPECIAL EVENT: LOMPOC VALLEY FLOWER FESTIVAL, LOMPOC CALIFORNIA CONTACT: Barbara McAhrin, Executive Director (805) 735-8511 I . OVERVIEW OF EVENT *Summary: The Flower Festival �is a five-day event that takes place the last full weekend in June of each year. The event is sponsored by the Lompoc Valley Festival Association, Inc. and offers a widevariety of activities to the general public.. It is estimated that daily attendance during the weekend .portion of the event exceeds 50, 000. *Purpose of Event: The purpose behiid the festival is . to promote tourism and provide local . service clubs with fundraising opportunities. *Primary Events: 1) Parade: The parade is led by a celebrity Grand Marshal (e.g. , Fess Parker) and has a floral theme. 12) • Carnival: The carnival is run .by a professional carnival operation. 3) Booths: Approximately 110 arts & crafts booth slots and 37 food booth slots are made available to local commercial and non-profit organizations. 4) Queen' s Contest. 5) Flower Field Tours: Guided bus tours/self guided tours are offered for over 1, 000 acres of flowers. 6) Paid Live Entertainment: For the first time in 1989, the Festival provided live, paid, professional entertainment (e,.g. , Johnny Lee, the Coasters) . 7) Commercial Center: Booths are made available to local merchants to display innovative wares of the community. II . EVENT RESPONSIBILITIES *Sponsoring Organization: The Association is financially self supporting and responsible for coordinating the entire event. *Local Govern-tent : The City of Lompoc provides the service hook ups for electricity at Ryan Park where the Festival is held. *Service Clubs: 37 food booth slots are made available to local, non-profit service clubs at a flat rate of $200 . Local service organizations sponsor the Queen' s Contest; $1, 500 of the contest profits are given to the Association, the remainder is kept .by the service clubs. *Local. Businesses: 108 arts & crafts booth slots are made available to local artisans at a flat rate of $100. The local art association also assesses each artisan a $100 flat rate for participation. A commercial tent is also offered to local merchants to display innovative wares of the community. The Association assesses a $200 flat rate for each booth. *Other: Sponsorships were received in exchange for advertising from Pepsi, Coors, and Budweiser. III . ORGANIZATIONAL STRUCTURE *Board of Directors. Composition: There are 13 Board of. Directors; 12 of which are General Directors and the immediate past President. Selection: Four General Directors are elected each year. Directors are elected from the general membership of the Association, which consists of individuals that apply for membership and pay stipulated annual dues. One director is the individual that has been elected as the President of the Association for the forthcoming year. Each. elected Director serves a .three-year- term. *Organization of. Workforce: In most cases, each Director position becomes a Chairman of a Committee. Each Committee Chair is responsible for recruiting volunteers for their activity. *Staffing: Paid staff for the festival consists of one, half- time Executive Director and one, quarter-time Secretarial position. The Executive Director is responsible for coordinating the entire event and receives a salary of $16, 000. The secretarial position provides all clerical support and receives a salary of $5 per hour. The Executive Director did not have firm figures for volunteers, but estimated that over 10, 000 volunteer man hours are used during the event. IV. FINANCIAL INFORMATION r . *Total Budget: 1989 Projection - $335, 000 Expenses Revenues General & Administration $ 58 , 393 . $ 24 , 649 Queen Candidates 26, 540 28 , 000 Queen Premiere 710 150 Queen ' s Ball 7, 500 7 , 500 Queen Debut 1, 050 750 Parade 23 ,805 71250 Park Chairman 15, 495 200 Food/Game Booths 31378 10, 000 Parking 1, 400 3 , 000 Tour Buses 11600 31000 Entertainment 60, 110 610000 Community Fair 2 , 600 12, 000 Bingo 4 , 450 8, 000 Beer Garden 17, 290 50, 000 Carnival 95,819 145, 433 Publicity 81100 514 Spring Arts Festival 7 ,492 7 , 745 TOTAL $ 335, 432 $ 369, 191 V. PROMOTION *Total Promotion Budget: $8, 100. *Promotion Coordinator: Chairman of Promotion Committee and Executive Director. *Theme of Promotion Materials: Songs of the Century. *Types of Promotion Programs: The Festival 's promotion campaign focuses on brochures, buttons, and posters. Public service announcements are relied on for local promotion. The Festival also advertises with a "Hotel Brochure Distribution Company" and with the Southern California Broadcasting Association. The Festival also advertises, via the Chamber of Commerce, in various national magazines, such as Sunset Magazine. �3c SPECIAL EVENT: HARBOR FESTIVAL, MORRO BAY CALIFORNIA CONTACT: Galen Richard, Festival Coordinator (805) 772-1155 I . OVERVIEW OF EVENT *Summary: The Harbor Festival is a three-day event that takes place the first, full weekend of October each year. The event is sponsored by Morro Bay Harbor Festival, Inc. and offers a wide variety of activities to the general public. Attendance for the Festival is estimated at 18, 000. *Purpose of Event: The purpose behind the Festival to promote the seafood and fishing industry, encourage tourism, and provide local service clubs with fundraising opportunities. *Primary Events: 1) Wine and Seafood Fair: The Wine and Seafood Fair is the biggest attraction of the Festival. Local fisherman and wineries provide gourmet fish and wine to the general public. Food and novelty booth slots are also made available to local service clubs and commercial establishments. 2) Arts and Crafts Show. II . EVENT RESPONSIBILITIES *Sponsoring Organization: The Morro Bay Harbor Festival is primarily responsible for planning and organizing the event. Monies generated during the Festival are used to fund the expenses of providing the event. Any monies remaining after expenses are paid, are returned to participants in the Wine and Seafood Fair and volunteer organizations. ,*Local Government: Prior to 1988 , the Harbor Festival was sponsored by the City of Morro Bay's Recreation Department. In 1988 , the Festival was taken over by private interests and converted into a non-profit corporation to benefit the community. Since incorporation, the Festival has been working toward becoming financially self-supporting. The City of Morro Bay provided a $6, 000 grant for the 1989 Festival and will make a final contribution of $3 , 000 in 1990. *Service Clubs: Food and novelty booth slots are made available to local service clubs at flat rates ranging from $0 to $150. *Local Businesses : Local fisherman, restaurants, and wineries donate their wares and services at cost. Food, novelty and arts & craft booth slots are made available to local i *Service Clubs: The Mustang Boosters and Soroptimist Club sponsor the beer booths during La Fiesta. . Both clubs.• split their beer sale profits (50/50) with La Fiesta. The Rotary Club provides assistance with crowd control during the parade. several service clubs also sponsor Queen's candidates during the event. Food vendor booths are made available to local non-profit service clubs assessed a flat rate of $25 flat rate and 10$ of gross sales. Arts and crafts booths are also made available and assessed a flat rate of $60. *Local Business: Several local businesses sponsor Queen's Candidates for La Fiesta. *Other: Chamber. of Commerce distributes information regarding the -La Fiesta celebration. III . ORGANIZATIONAL STRUCTURE *Board of Directors Composition: The By-Laws allow for a total of 17 Board of Directors. However, in actual practice, the Board of Directors is composed of six interested community members that serve until they voluntarily step down. Selection: When . a: vacancy occurs, perspective Board members are nominated by local citizens. A general meeting is then held where all interested members of the public are invited. A nominee must then receive a majority of the votes (and a minimum of 15 votes) during the meeting to win a seat on the Board.. *Organization of Workforce: Each Board member chairs at least one of the committees and is responsible for recruiting volunteers for their events. In cases where non-Board members chairs committees, the individuals must be confirmed by the Board. *Staffing: Currently, La Fiesta operates solely through volunteer labor. It ' s estimated, that approximately 100 volunteers participate in the event each year. businesses at flat rates ranging from $75 to $300. *Other: Festival staff are in. the process of obtaining sponsorships from commercial establishments to offset the loss of local government monies. III. ORGANIZATIONAL STRUCTURE *Board of Directors Composition: The Festival ' s Board is composed of seven interested community leaders. Four Directors serve one- year terms and three Directors serve two-year terms. Selection: Any member of the community, that qualifies under the Festivals By-Laws, can be nominated to serve on the Board of Directors. The Board •of Directors then vote amongst themselves to confirm the selection. *Organization of Workforce: Interested citizens volunteer to serve as committee chairs. All chair selections are approved by the Board of Directors. Each committee chair is responsible for recruiting all necessary volunteers for their activity. *Staffing: Paid staffing consists of a three-quarter time contract Festival Coordinator. The position is responsible for planning, organizing, and promoting the event and receives an annual salary of $15,400. The Festival Coordinator indicated that additional staff will be necessary in future years and will request to add at least one position to coordinate volunteers and provide clerical support during 1990. The Festival Coordinator estimates that at least 400 volunteers participate in the Festival annually.. IV. FINANCIAL INFORMATION *Total Budget: 1988 - $36, 000. Expenses Revenues Office $ 2 , 235 $ - -0- Printing 21000 -0- Promotion 2 , 900 -0- Novelties 1, 000 -0- Food & Beverages 61450 -0- Fees & Sales Tax 11140 -0- Awards 11000 -0- Entertainment 11500 -0- security 425 -0- Volunteers 61000 -0- x-33 Contract Labor 6 , 000 -0- Supplies 2 , 250 -0 Misc. Expenses 3 , 100 -0- Booth Fees -0- 4 , 885 Sponsors -0- 500 Sales & Admissions -0- 21, 615 City Grant -0- 9 . 000 TOTAL $ 36, 000 $ 36, 000 V. PROMOTION *Total Promotion Budget: $2 , 900. *Promotion Coordinator: Festival Coordinator. *Theme of Promotion Materials: Local gourmet seafood delicacies. *Types of Promotion Programs: The Festival holds a media night approximately one month before the event. The local press is given a preview of activities that will take place at the Festival, as well as, a sampling of the food and wine. According to the Festival Coordinator, media night has been very successful in promoting the Festival. The Festival relies heavily on free public service announcements and press to advertise the event. Posters, buttons, brochures, and caps are also used to promote the festival. �-3�f SPECIAL EVENT: LA FIESTA, SAN LUIS OBISPO CALIFORNIA CONTACT: Debbie Collins, Chairman (805) 541-6422 I . OVERVIEW OF EVENT *Summary: La Fiesta is a week long event held the third weekend of May each year. The event is sponsored by La Fiesta de San Luis Obispo, a local group of interested citizens, and offers a wide variety of activities to the general public. *Purpose of Event: The purpose behind the event is to promote the community's cultural heritage, encourage tourism, provide local. service clubs with fundraising opportunities, and raise monies for the continued restoration of the Mission. *Primary Events: 1) Queen Contest and: Coronation. 2) Zozobra. 3) Parade. 4) Country Carnival. 5) Whiskerino Contest. 6) Arts & Crafts Fair. , 7) E1 Presidente Dinner and Ball. 8) Entertainment in Mission Plaza. 9) Wine & Cultural Celebration. 10) Costume Breakfast. II . EVENT RESPONSIBILITIES *Sponsoring Organization: The La Fiesta organization is primarily responsible for , coordination of the event. The La Fiesta Board of Directors plan, organize, chair committees, recruit volunteers, promote, and fundraise for the event. *Local Government: The City of San Luis Obispo' s Promotional Coordinating Committee contributes $5, 000 annually to the event (this figure can vary) . In addition, city departments provide approximately $4 , 600 worth of in-kind donations to assist in providing the event (Police - $1, 000; Fire - $900; Public Works - $2 , 500; and Parks & Recreation waives Mission Plaza rental fees (+$200) and of loan tables and chairs) . �-3S IV. FINANCIAL INFORMATION *Total Budget 1989: $64 , 925 Expenses Revenues Queen' s Contest $ 19, 396 $ 26, 070 Art & - Crafts 2, 035 61858 Media Mixer 1, 636 -0- Beer Booth 5,480 8 ,711 Buttons 2 , 22.9 3 , 645 T-Shirts 2 , 356 3 , 889 E1-Presidente Dance 2 , 907 21051 Parade 8, 638 71100 Advertising 4, 338 -0- Entertainment 6, 383 -p- Wine Event 2, 436 2 ,944 Flamenco 892 757 General/Administration 4, 4.36 -0- Other Revenue/Cost 1.763 1. 673 Total $ 64,925 $ 63, 698 V.PROMOTION *Total Budget: $10, 559 (Includes button and t-shirt costs) . *Promotion Coordinator: Chairman of the Promotion Committee. *Theme of Promotion Materials: Spanish Heritage. *Types of Promotion Programs: A media event is held to introduce the Queen Candidates and give the local press a preview of the activities that will take place during La Fiesta. Posters, buttons and t-shirts are used to advertise La Fiesta. Public service announcements, press releases, and free advertising are also used to promote the event. C 1 989 -- 1 990 REQUEST FOR FUNDING FROM CITY OF SAN LUIS OBISPO BY LA FIESTA de SAN LUIS OBISPO AS SUBMITTED TO THE PROMOTIONAL COORDINATING COMMITTEE ON DECEMBER 13, 1989. ATTACHMENT E '� DECEMBER 13, 1989 MEMO TO: PROMOTIONAL COORDINATING COMMITTEE, CITY OF SAN LUIS OBISPO FROM: LA FIESTA de. SAN LUIS OBISPO 1990 BOARD OF DIRECTORS SUBJECT: REQUEST FOR FUNDING FOR 1990 EVENT--LA FIESTA'S 50th YEAR This annual event has grown so much and is so successful that it has outgrown the abilities of a totally volunteer staff. To insure the quality of performance of this event = seen as the City's main image builder - we are requesting start-up funds for a paid Administrator, office rent and office equipment. Funds are also needed to promote a first-class parade which is viewed annually by at least 20,000 people: As suggested, Debbie Collins and Vicki Carroll did request additional assistance from Parks & Recreation Dept. but their Commissioners voted against taking on more aspects of the La Fiesta event. We are requesting "seed money" for the followinq: 1/1/90- 6/30/90 12-M0. OFFICE SPACE, estimate $400/Mo. including utilities $ 2,400. $ 49800.. OFFICE EQUIPMENT, minimum estimate for copy machine, 69000. calculator; word processer; postage meter, desks, file cabinet, etc. 1 FULL-TIME ADMINI$TrRA.TORI. with Management training; 169250. - 329500. indludbs employee burden PAGENTRY, necessary parade assistance, per contract 59785. 69000. TELEPHONE, OFFICE SUPPLIES, CONTINGENCIES 49565. TOTALS. . . . . . . .. . . . . . .$ 35,000. $43,300. OUR 2nd YEAR PROJECTION WOULD, WITH FULL-TIME STAFF HAVING TIME TO AUGMENT LA FIESTA INCOME WITH SOME TYPE OF FUND-RAISING, BE SIGNIFICANTLY REDUCED. HOWEVER, WE REALLY NEED O ;E .YEAR OF OPERATION TO ACCURATELY PREDICT OUR NEEDS: OUR 3rd YEAR PPOJECTION WOULD BE TO REDUCE NEED FOR CITY FUNDING TO A LEVEL REQUIRED BY OTHER NON-PROFIT ORGANIZATIONS TO CONTINUE A QUALITY LEVEL OF SERVICE. G -3� �. r1 i La FIESTA 1990 BUDGET REVENUE COSTS VARIANCE QUEEN CONTEST $29, 660. 00 $20, 575. 00 $9. 085. 00 ARTS/CRAFTS 7, 655. 00 2. 386. 00 5 . 269. 00 MEDIA MIXER. 2, 000. 00 _2, 000. 00 BEER BOOTHS 9, 665. 00 6, 149. 00 3. 516. 00 BUTTONS 4, 112. 00 2 , 401. 00 1, 711. 00 • T-SHIRTS 3, 137. 00 2,551. 00 586. 00 ELPRESIDENTE DANCE 2, 247. 00 3, 286 . 00 -1, 03.9. 0.0 PARADE 1, 538. 00 10, 435. 00 -8, 897. 00 ADVERTISING L1, 405. 00 -4: 405. 00 ENTERTAINMENT 6, 000. 00 =6, 000. 00 i WINE EVENT 3, 500. 00 1 , 986. 00 1 . 514: 00 FLAMENCO 1, 000. 00 . 900. 00 100. 00 GENERAL/ADMIN 4, 000 . 00 -4, 000. 00 OTHER REVENUE/COSTS 5, 962. 00 1, 607. 00 4 , 355. 00 TOTAL $68. 476. 00 $68, 681. 00 $ -205. 00 �-39 Minutes - December 6 , 1989 Page 2 ITEM #2 ' FIESTA resented to the Commission the Debbie Collins and Vickie Carroll P ecifically the necessity findings of the Fiesta Ad Hoc Committee, sp to hire a person to head the Fie Volunt e s sta Board te Fiesta BoardofWorkers" in around direction and aid the annual celebration. accomplishing a self perpetuating After long discussion, it was the consensus of the Commission that atthe to hire a Fiesta Coordinator for Fiesta, fa r anto test oeva fuability coordinator' s results in June 1990, was not a due to shortness of time. The Commission on motion by Comm. Pat Gerety, 2nd by Comm.. Eve Vigil and passed 5-0 agreed with Fiesta Ad Hoc Committee that a the Fiesta paid COoofd1D Dor to irectors asad Flnecessaryesta anbetoesntakelb the o celebration Board the le succereduthrMotion ough Juneo1991ueso that aofully arts activitiesordicould be hi Cit be evaluated. Motion concluded that the City or any Y Department should have minimal involvement with the Fiesta Board and "Community" function rather than change it to a City prog m. IT 4 : PARK & RECREATION CONFERENCE 1990 rch 1990 The Pacific Southwest Park & Recreation Conference in San Diego, discussed with Commissioner Fulmer and Gerety indicating sire to attend. Rec. Sup. Fitzgerald will make r istratioi2�and lodging arrangements and Bother Commissioner' s who their de may be able t6,-,#t-tend should contact Fitz erald by ITEM_ #5• PROJECT(S�UPDATES. 1, Senior Center Rehabilitation 75% completed. 2 . Santa Rosa Softballs fight done. ects to council requesting 3 . French and Laguna Lak Park p j authorizations to bid., OTHER COMMITTEE REPORTS. rade to SLCUSD Board of Joint Use: Plans for C.L. smith field upgrade Education for approval Dec 1989 . Jack House: Annual XMAS Open House a go fir Dec 9 , 10, 1989 . Tree: Arbor Day program planning well underway with "Urban Forest" plan. coming, regular program of planting at Laguna Lake Park commemorative grove planned and an expanded banquet p�\ram planned for 1990. STAFF REPORTS : \ ar Lane Wilson distributed the monthly work accomplishments fork Golf, Building and Swimming Pool maintenance and discussed major projects underway. Lane reminded Commission of rededicatio Exhibit F GDO