APPROVAL OF "PICNIC IN THE OUTFIELD" AT CLARK STADIUM

 

Recommendation

The Parks, Recreation and Community Resources Advisory Commission and staff recommends that Council:

1. Approve the request to hold the Community Picnic on September 22, 2001, at Clark Stadium between the hours of 11:00am-4:00pm

2. Appropriate funds from donations expense account to the "Picnic in the Outfield."

Background

At a regularly scheduled meeting, the Commission decided that in addition to their role as policy makers, they wanted to select a special project annually that would be led by Commissioners and community volunteers.

To that end, at the February 6, 2001 meeting, the Commission voted to conduct a community picnic as the FY 2001-2002 special project. Chairperson Francis and Commissioner Gonzales were selected to work on the event subcommittee.

The subcommittee recruited additional community members to assist with the planning of this event. Included in the committee are members of the Kiwanis Club, Women’s Club, and Youth Roller Hockey League. To date, the subcommittee has met six times to lay the groundwork for this event. In addition, staff secured a $10,000 donation from Mervyns California to pay for event operation costs.

At a regularly scheduled meeting, August 7, 2001, the Commission approved and forwarded the request for final approval and appropriation of funds to City Council.

Analysis

The "Picnic in the Outfield" will be located at Clark Field and will offer a variety of activities for the families and individuals in Hermosa Beach. All residents will be encouraged to bring a picnic lunch and enjoy the festivities. The City will provide traditional family games, inflatables, a dunk tank, strolling entertainment, and Calypso music.

Local non-profits will sell cotton candy, popcorn, beverages, and sno-cones to benefit their individual organizations and the people they serve.

Along with the festivities of the day, to commemorate the picnic, an aerial photo will be taken at 3:00pm, followed by the Best Block in Hermosa Beach Contest. Each resident will register their block at the event; with the block showing the greatest number of attendees winning a large, humorous trophy.

Not only will this event meet the objectives of the Commission to present an event that would enhance Hermosa Beach Civic pride, it also will have no impact on the general fund as it will be funded entirely with a private donation. If it is successful, it may become an annual event in the City.

Fiscal Impact: - NO IMPACT ON THE GENERAL FUND 10,000 from donation account 001-3903 
                           FY 01-02

---

 

Estimated Budget

Jump and Joy, Inc: Inflatables, Dunk Tank, snack machines                             $1,250.00
James Productions: Old Fashion picnic games                                                   1,550.00
Signs 4 Success: Double Sided Banner                                                                850.00
Jim Cubberly: DJ Service                                                                                    300.00
Strolling Entertainers: Balloonist, Face Painter, etc.                                            1,000.00
Prizes: Best Block in Hermosa Awards                                                                200.00
Staffing: Police, Recreation Leaders                                                                  1,000.00
Bill Alnes: Aerial Photo                                                                                        350.00
Advertising: Flier Reproduction/Local news coverage                                        1,000.00
Decorations:                                                                                                        250.00
Contingency                                                                                                  * 2,250.00
Total Estimated Cost:                                                                                 $10,000.00

*Any additional funds from Mervyns California donation will be used toward the continuation of the event for future years.

Requests for funding:   Donation Expense Account 001-3903 FY 01-02

---

 

Event Timeline

11:00am Event Start

• Calypso Compromise Band to Entertain
• Picnic Lunch, bring your own, food not provided

12:00pm-4:00pm (to be operated through duration of event)

• Dunk tank
• Giant Slide
• Strolling Entertainers
• Snack/Dessert Booths open (Non-Profits)
• Registration for Best Block award, most attendees from a block in Hermosa Beach

1:00pm-3:00pm

• James Productions: Family games, Three Legged Races, Hula-Hoop Contest, Water Balloon Toss, and Flipper Relay
• Bingo Game played from stage area

3:00pm-4: 00pm

• Tug-O-War Game lead by City Staff
• Best Block Award in Hermosa Presented
• Hermosa Beach Aerial Photo