06-0124_FIESTA ASSOCIATION, SJC_• 0
Memorandum of Understanding for
Organizational Responsibilities in Conducting
the 2006 Fiesta de las Golondrinas Celebration
This Memorandum of Understanding between the San Juan Capistrano Fiesta Association
(Fiesta Association) and the City of San Juan Capistrano (City) establishes and clarifies the
duties and responsibilities for conducting the annual San Juan Capistrano Fiesta de las
Golondrinas celebration.
Since 1994, with the Fiesta Association designated as lead agency, various local
organizations, civic groups, the City, and the Fiesta Association have collaborated to plan,
organize, and conduct the annual Fiesta de las Golondrinas celebration commemorating
the return of the swallows to San Juan Capistrano each March. By accepting the role as
lead agency in administering and organizing this annual celebration, the Fiesta Association
has provided important planning and organizing responsibilities in addition to overseeing
major promotion and advertising for the annual celebration. By serving as lead agency, the
Fiesta Association has also enabled the City to substantially reduce staff costs in
conjunction with conducting the annual celebration. The Fiesta Association has been very
effective in this lead agency role and has worked positively with community groups and the
City to produce very successful Fiesta celebrations.
The role of lead agency shall be defined as, but not limited to, the following: (1) conducting
major programs as part of the annual celebration; (2) coordinating with other community
groups wishing to conduct events as part of the annual celebration; (3) developing official
celebration publicity; (4) coordinating efforts of event volunteers; (5) submitting
City -required permits and insurance requirements for the annual celebration; and (6)
assisting the City with an Event Recycling and Urban Runoff Program.
SERVICES TO BE RENDERED
As the lead agency in planning, coordinating and conducting major events for the annual
San Juan Capistrano Fiesta de las Golondrinas celebration for 2006, the Fiesta
Association agrees to the following:
A. Activities Coordination. The Fiesta Association will oversee all requests from community-
based organizations and nonprofit groups wishing to participate in the annual Fiesta de las
Golondrinas celebration beginning in mid-February.
B. Publicity Coordination. The Fiesta Association will oversee and coordinate all media,
marketing and publicity in conjunction with all official events conducted as a part of the
2006 Fiesta de las Golondrinas celebration. This includes the development of the official
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Fiesta de las Golondrinas Event Guide. Should any public funds be utilized for publicity, the
Fiesta Association agrees to comply with F.P.P.C. regulations.
C. Calendar Coordination. The Fiesta Association will develop the official, comprehensive
listing of Fiesta de las Golondrinas events to assist in reducing duplication and overlapping
of event activities. The Fiesta celebration begins in February 2006 with the Taste of San
Juan kickoff reception.
D. Event Administration. The Fiesta Association will seek, receive and review all initial
requests from San Juan Capistrano -based nonprofit organizations wishing to conduct
Fiesta events in public right-of-way areas. Such requests, after initial processing by the
Fiesta Association, would then be forwarded to the City for permit issuance and final
approval. Additionally, the Fiesta Association shall work in conjunction with the City to
complete and submit all necessary permit applications, along with appropriate traffic and
logistical plans.
E. Coordination with the City. The Fiesta Association agrees to coordinate with City staff
and will comply with regulations and procedures established by the City for the conducting
of major community special events such as the Fiesta de las Golondrinas.
INSURANCE REQUIREMENTS
Comprehensive General Liability. The Fiesta Association shall supply evidence of
valid current coverage for all specified areas of responsibility covered by this
memorandum. The Fiesta Association shall provide comprehensive general liability
insurance coverage including liquor liability, naming the City and the Redevelopment
Agency as additional insured, and the State of California (CalTrans) as a certificate holder,
in the following minimum amounts:
$1,000,000 property damage;
$1,000,000 injury to one person/any one occurrence/not limited to contractual
period;
$1,000,000 injury to more than one person/any one occurrence/not limited to
contractual period.
Proof of liability insurance shall be in the form of: (1) an insurance certificate; and (2)
an endorsement from the carrier. City, the Redevelopment Agency, and CalTrans shall be
added as additional insureds to the insurance policies required under this Memorandum of
Understanding. This policy/policies shall not terminate nor shall they be canceled, nor the
coverage reduced, throughout the duration of the Fiesta de las Golondrinas celebration.
The Fiesta Association shall also provide the City 30 days advance written notice regarding
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changes to this coverage. A listing of all events covered by this insurance coverage shall
be provided to the City by the Fiesta Association.
III. INDEMNIFICATION
The Fiesta Association shall indemnify, defend, and hold harmless the City and its
officers and employees and the Redevelopment Agency against all liabilities or claims of
liability or loss (including reasonable attorney's fees, related costs and expenses) because
of death, personal injury or property damage arising or resulting from the fault or
negligence of the Fiesta Association in its operations under this Memorandum of
Understanding.
IV. TERM
This Memorandum of Understanding shall remain in effect, commencing with
approval by the San Juan Capistrano City Council, and shall continue in effect until 30 days
following the conclusion of the Fiesta de las Golondrinas 2006 celebration. Termination of
this Memorandum of Understanding may take place by either party providing the otherwith
30 days written notification or immediately in the event of a lapse of insurance coverage.
V. LIAISON BETWEEN CITY AND FIESTA ASSOCIATION
The City shall designate staff to serve as liaisons with the Fiesta Association to
assist the Fiesta Association in carrying out this Memorandum of Understanding.
VI. EXCLUSIONS
The Fiesta Association's responsibilities as lead agency in coordinating Fiesta
events do not apply to commercial and/or business events conducted in association with
the annual Fiesta celebration. Requests for participation by commercial and/or business
entities shall be directed to City staff for coordination, permit requirements and event
authorization.
VII. FIREARMS DISCHARGE
In compliance with City regulations, the Fiesta Association has requested and
received a City Council approved exception to discharge firearms in conjunction with
Hoos'gow Day activities and for the lead group in the annual Swallows Day Parade.
IX. Notice
Written notification regarding this Memorandum of Understanding will be given in
writing as follows:
Karen Crocker
Community Services Director
City of San Juan Capistrano
25925 Camino del Avion
San Juan Capistrano, CA 92675
Fiesta Association
Tacy Lee, President
San Juan Capistrano Fiesta Association
P.O. Box 532
San Juan Capistrano, CA 92693
The terms and conditions described above are agreed to:
SAN JUAN
Tacy Lde), President
FIESTA ASSOCIATION
CITY OF SAN JUAN CAPISTRANO
Dave Adams, City Manager
ATTEST:
R. Monahan, City Clerk
APPROVED AS TO FORM:
— (2S, & �A /
John R. S aw, City At orney
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Date l' t,;' '/ ° /P
Date .2,--t-06
•
AGENDA REPORT
TO: Dave Adams, City Manager (�w
FROM: Karen Crocker, Community Services Director
. 2/7/2006
D12
SUBJECT: Consideration of Memorandum of Understanding, Waiver of Fees, and
Exception for Firearm Discharge for the 2006 Fiesta de las Golondrinas
(Fiesta Association)
RECOMMENDATION:
By motion:
1. Approve the attached Memorandum of Understanding between the San Juan
Capistrano Fiesta Association and the City of San Juan Capistrano, which recognizes
the Fiesta Association as lead agency in planning, coordinating and conducting all
official events associated with the 2006 Fiesta de las Golondrinas celebration and,
2. Adopt a resolution approving the Fiesta Association's request for waiver of permit fees
for the 2006 Fiesta de las Golondrinas celebration and parade, 2006 July 4th
celebration, use of City facilities for conducting parade planning and general
membership meetings; and granting an exception, as permitted in Municipal Code
section 5-14.02, for firearm discharge on Hoos'gow Day and for the lead group in the
Swallows Day Parade and,
3. Approve a 77% reduction of fees for the La Presidenta Ball, subject to conditions, in
the amount of $995.
SITUATION:
A. Memorandum of Understandina (MOU)
In preparation for the upcoming 2006 Fiesta de las Golondrinas celebration and
parade to be conducted Saturday, March 25, 2006, the San Juan Capistrano Fiesta
Association has agreed to continue assuming various responsibilities as the lead
agency in planning, organizing and coordinating this annual event. In its role as lead
agency, the Fiesta Association has done an excellent job in overseeing important
planning and coordinating aspects of the community's annual Fiesta de las
Golondrinas celebration. Staff and the Fiesta Association have developed the
attached proposed Memorandum of Understanding (MOU) to clarify responsibilities
accepted by the Fiesta Association in its role as lead agency.
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Agenda Report
Page 2
February 7, 2006
The Memorandum of Understanding identifies responsibilities such as activities
coordination with other community-based organizations; publicity coordination,
including the development of the official Fiesta de las Golondrinas Event Guide;
calendar coordination involving the scheduling of events within the community
during the celebration time period; and event administration, which oversees
conducting of various events in public right-of-way areas. The Fiesta Association
continues to do an outstanding job in performing these areas of responsibility, while
its volunteer membership conducts several important celebration events including
the Swallows Day Parade and Mercado.
In accepting this role as lead agency, the Fiesta Association has facilitated
substantial cost savings to the City by relieving City staff of responsibilities for the
planning and coordination of multiple events which take place within the community.
The MOU also clarifies that events conducted by local businesses and merchants in
association with the annual Fiesta de las Golondrinas celebration are to be
processed by City staff as a part of the City's special activities event permit process
and are not the responsibility of the San Juan Capistrano Fiesta Association. The
Fiesta Association, under the outstanding leadership of its president, Ms. Tacy Lee,
has expressed a willingness to function as the Fiesta de las Golondrinas celebration
lead agency and is to be commended for the excellent job it does in its lead agency
role.
B. Fee Waivers to be Considered
2006 Fiesta de las Golondrinas Permit Fees (Swallows Parade & Mercado)
Due to the community nature of the celebration's activities and events, and
because of the significant contribution that the Fiesta Association makes in
coordinating and conducting these many events, the City of San Juan
Capistrano has historically approved a waiver of City fees associated with
permits required for conducting the annual celebration and parade. As part of
its lead agency role, the Fiesta Association will be working with City staff to
obtain necessary permits for many of the celebration's activities. The Fiesta
Association has requested that the City Council consider a waiver of these
permit fees.
Although some of the Fiesta de las Golondrinas events do occur within the
San Juan Capistrano Redevelopment Agency boundaries, the Agency has
no direct involvement with the events or the requested fee waiver.
It is to be noted that the Association does coordinate with the City's
Administrative Services Department for special activity business licenses for
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Agenda Report
Page 3
February 7, 2006
Mercado vendors. This fee of $5 per vendor is not part of the fee waiver
req uest.
2006 Fiesta de las Golondrinas Celebration
Following is a listing of anticipated permits required with fees for conducting
the Fiesta de las Golondrinas Celebration:
Special Activities Permit
$750
Alcohol Permit (Mercado)
$50
Facility Use Permit - HTC Park (Mercado)
$720
12 hrs x $60/hr = $720
Street Banner (Camino Capistrano/Del Obispo)
$80
Facility Use Permit
$80
Cook Park/La Novia (Pet Parade): 4 hrs x $20/hr =$80
Parade Encroachment Permit
$107
Parade License Fee
$6,000
(Sheriff Dept: $2,500 + Public Works Dept. $3,500 in accordance with
City Municipal Code Section 5-11-05)
Building Inspection Fee (Mercado)
150
Total Fees - Fiesta De Las Golondrinas:
$7,937
Other Fiesta Association Events and Meetings
In addition to coordinating and conducting various activities and events
associated with the annual Fiesta de las Golondrinas celebration, the Fiesta
Association also participates at the annual July 4`h celebration and is
requesting a waiver of City permit fees associated with the annual July 4th
event and parade planning meetings conducted in City Facilities throughout
the year. Following is a listing of anticipated fees required for these and other
activities.
General Membership & Parade Planning Meetings
40 hrs. @ $25/hr. 10 weekly meetings (Jan -March) Nydegger Bldg. $1000
4 hrs. @ $30/hr. 1 weekly meeting (March 22) Lacouague Bldg. $ 120
32 hrs. @ $25/hr. 8 monthly meetings (April -Nov) Nydegger Bldg. $ 800
Alcohol Permit for weekly and monthly meetings 50
Total Fees - General Membership & Parade Planning Mtgs.: $1,970
July 4th Celebration Permit Fees
Alcohol Permit 50
Total Fee - July 4`h Celebration: $ 50
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Agenda Report
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February 7, 2006
Recommendation of Reduction of La Presidenta Ball Fee Waiver
The Fiesta Association requested a waiver of fees for use of the Community
Center for La Presidenta Ball. Staff is not recommending a fee waiver;
however a fee reduction of 77% is recommended for this event. The
anticipated building usage fees associated with the Ball are $1,300, plus a
refundable $600 cleaning and compliance deposit. Staff recommends that
the Fiesta Association pay the hard costs of $305. The hard costs are as
follows:
Processing Fee $30
Liquor License $50
Building Monitor During Event $165
Set-up/Take Down $60
Total Hard Costs $305
TOTAL FEE REDUCTION - LA PRESIDENTA BALL $995
4. Refundable Cleaning and Compliance Deposit
A refundable cleaning and compliance deposit of $500 for the
Parade/Mercado and $600 refundable cleaning and compliance deposit for
the La Presidenta Ball would be required. These deposits would be refunded
after these two events providing that sites are restored to original conditions,
are left clean, and there is compliance with all conditions. Staff does NOT
recommend that these amounts be waived or reduced.
5. Total Fee Waiver Recommendation - The following total includes all
activities for which staff recommends fee waivers:
Fiesta de las Golondrinas (Parade/Mercado/Pet Parade) $7,937
General Membership & Parade Planning Meetings $1,970
July 4th Celebration Permit Fees $ 50
La Presidente Ball- $995
TOTAL FEE WAIVER RECOMMENDATION: $10,952
C. Firearm Discharge Request
Background
For over 30 years, the San Juan Capistrano Fiesta Association has
celebrated the day before the Swallows Day Parade with Hoos'gow Day.
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February 7, 2006
It has become a San Juan tradition. During Hoos'gow Day, the deputies of
the San Juan Fiesta Association, dressed in the black -and -white western
wear of the Association, roam the town with two portable jails. Local
townspeople are voluntarily "arrested" and put in jail. Bail to get out of the
Hoos'gow is to purchase a button, badge or garter for a nominal charge.
Many of the town's local businesses plan on the jail visiting them and have
their employees dress in western wear. Many of the employees wear buttons
and badges from past years as symbols of participating in Hoos'gow Day.
The primary reason for the Hoos'gow Day activities is to create enthusiasm
for parade day and to generate funding to help support the parade. Each
year the San Juan Capistrano Fiesta Association funds the Swallows Day
Parade by seeking sponsorships, conducting fund-raisers such as
barbecues, the Taste of San Juan, the Mercado, and in selling buttons,
badges and garters. The funds to put on the annual Swallows Day Parade
are in excess of $62,000. Over $6,000 is generated on Hoos'gow Day alone,
and it has become an integral part of the Association's fund-raising activities.
Hoos'gow Day activities begin at 8 a.m. and conclude at 4 p.m. on Friday,
March 24, 2006.
Hoos'qow Day Discharge of Firearms
Since Hoos'gow Day involves the discharge of firearms using blanks, several
types of businesses and locations in town are excluded. These include, but
are not necessarily limited to, all banks, liquor stores, day care centers,
schools, churches, hospitals, adult care facilities, bars, horse stables and all
residential areas. Special care is given to a location that has requested to not
be involved in the Hoos'gow Day activities.
Firearms loaded with blank ammunition are discharged on Hoos'gow Day.
For the past several years, the Orange County Sheriff's Department (OCSD)
has assisted the Fiesta Association by conducting gun safety meetings with
the Fiesta Association members and checking firearms and ammunition on
Hoos'gow Day. The Fiesta Association has a specific firearm safety deputy
assigned to monitor the use of firearms and to distribute the blank
ammunition. Blank ammunition using safety flash powder with no wadding is
used and issued by the gun safety deputy of the Fiesta Association. No other
ammunition is permitted. No automatic handguns or rifles are permitted.
Discharging of firearms within buildings is absolutely forbidden. No one under
the age of 21 is allowed to handle a firearm. Representatives of the Fiesta
Association will meet with a representative of Police Services to review the
current safety procedures and Hoos'gow Day activities.
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3. Parade Day Discharge of Firearms
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February 7, 2006
Traditionally, only the lead group in the parade is allowed to discharge
firearms. The lead group creates the enthusiasm and anticipation of the
crowd for the upcoming parade. The parade organizers will space the lead
group sufficiently in front of the following horsemen as not to create a safety
hazard. No other groups within or outside of the parade will be allowed to
discharge firearms due to the significant risk of alarming horses in the area.
The Fiesta Association requests that the City Council, through Section 5-
14.02 of the San Juan Capistrano Municipal Code, grant approval for an
exception for firearm discharging to the Fiesta Association for Hoos'gow Day
activities and for the lead group in the Swallows Day Parade.
COMMISSION/BOARD REVIEW, RECOMMENDATION:
This item requires no formal Commission review, but will be provided to the Parks,
Recreation and Equestrian Commission as an information item.
FINANCIAL CONSIDERATIONS:
The San Juan Capistrano Fiesta Association is requesting a waiver of permit fees
estimated at $7,937 for conducting the 2006 Fiesta de las Golondrinas events, a facility
use fee waiver of $1,970 for parade planning and general membership meetings
conducted in City facilities, a waiver of permit fees estimated at $50 for the July 4th
celebration, a partial waiver of fees for the La Presidenta Ball of $995 for a total fee waiver
request of $10,952.
Volunteer work provided by the Fiesta Association in performing its lead agency role for
planning, organizing and coordinating the 2006 Fiesta de las Golondrinas celebration, as
well as its role in conducting the annual Swallows Day Parade and Mercado, will relieve the
City of significant staff costs previously incurred for coordinating annual Fiesta de las
Golondrinas activities. Because of the significant voluntary contributions provided by the
Fiesta Association to the community, staff recommends that the City Council approve the
waiver of City fees.
PUBLIC NOTIFICATION:
Public notification is not a requirement for this item.
Ms. Tacy Lee, President*
San Juan Capistrano Fiesta Association
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Agenda Report
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RECOMMENDATION:
By motion:
February 7, 2006
Approve the attached Memorandum of Understanding between the San Juan
Capistrano Fiesta Association and the City of San Juan Capistrano, which recognizes
the Fiesta Association as lead agency in planning, coordinating and conducting all
official events associated with the 2006 Fiesta de las Golondrinas celebration and,
2. Adopt a resolution approving the Fiesta Association's request for waiver of permit fees
for the 2006 Fiesta de las Golondrinas celebration and parade, 2006 July 4th
celebration, use of City facilities for conducting parade planning and general
membership meetings; and granting an exception, as permitted in Municipal Code
section 5-14.02, for firearm discharge on Hoos'gow Day and for the lead group in the
Swallows Day Parade and,
3. Approve a 77% reduction of fees for the La Presidenta Ball, subject to conditions, in
the amount of $995.
Respectfully submitted,
O""Id',
Karen Crocker
Community Services Director
KC:LE:tm
Attachments: 1. Memorandum of Understanding
2. City Council Resolution
3. Letter of Request
4. 2006 Fiesta de las Golondrinas Calendar of Events
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Memorandum of Understanding for
Organizational Responsibilities in Conducting
the 2006 Fiesta de las Golondrinas Celebration
This Memorandum of Understanding between the San Juan Capistrano Fiesta Association
(Fiesta Association) and the City of San Juan Capistrano (City) establishes and clarifies the
duties and responsibilities for conducting the annual San Juan Capistrano Fiesta de las
Golondrinas celebration.
Since 1994, with the Fiesta Association designated as lead agency, various local
organizations, civic groups, the City, and the Fiesta Association have collaborated to plan,
organize, and conduct the annual Fiesta de las Golondrinas celebration commemorating
the return of the swallows to San Juan Capistrano each March. By accepting the role as
lead agency in administering and organizing this annual celebration, the Fiesta Association
has provided important planning and organizing responsibilities in addition to overseeing
major promotion and advertising for the annual celebration. By serving as lead agency, the
Fiesta Association has also enabled the City to substantially reduce staff costs in
conjunction with conducting the annual celebration. The Fiesta Association has been very
effective in this lead agency role and has worked positively with community groups and the
City to produce very successful Fiesta celebrations.
The role of lead agency shall be defined as, but not limited to, the following: (1) conducting
major programs as part of the annual celebration; (2) coordinating with other community
groups wishing to conduct events as part of the annual celebration; (3) developing official
celebration publicity; (4) coordinating efforts of event volunteers; (5) submitting
City -required permits and insurance requirements for the annual celebration; and (6)
assisting the City with an Event Recycling and Urban Runoff Program.
SERVICES TO BE RENDERED
As the lead agency in planning, coordinating and conducting major events for the annual
San Juan Capistrano Fiesta de las Golondrinas celebration for 2006, the Fiesta
Association agrees to the following:
A. Activities Coordination. The Fiesta Association will oversee all requests from community-
based organizations and nonprofit groups wishing to participate in the annual Fiesta de las
Golondrinas celebration beginning in mid-February.
B. Publicity Coordination. The Fiesta Association will oversee and coordinate all media,
marketing and publicity in conjunction with all official events conducted as a part of the
2006 Fiesta de las Golondrinas celebration. This includes the development of the official
ATTACHMENT
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Fiesta de las Golondrinas Event Guide. Should any public funds be utilized for publicity, the
Fiesta Association agrees to comply with F.P.P.C. regulations.
C. Calendar Coordination. The Fiesta Association will develop the official, comprehensive
listing of Fiesta de las Golondrinas events to assist in reducing duplication and overlapping
of event activities. The Fiesta celebration begins in February 2006 with the Taste of San
Juan kickoff reception.
D. Event Administration. The Fiesta Association will seek, receive and review all initial
requests from San Juan Capistrano -based nonprofit organizations wishing to conduct
Fiesta events in public right-of-way areas. Such requests, after initial processing by the
Fiesta Association, would then be forwarded to the City for permit issuance and final
approval. Additionally, the Fiesta Association shall work in conjunction with the City to
complete and submit all necessary permit applications, along with appropriate traffic and
logistical plans.
E. Coordination with the Citv. The Fiesta Association agrees to coordinate with City staff
and will comply with regulations and procedures established by the City for the conducting
of major community special events such as the Fiesta de las Golondrinas.
INSURANCE REQUIREMENTS
Comprehensive General Liability. The Fiesta Association shall supply evidence of
valid current coverage for all specified areas of responsibility covered by this
memorandum. The Fiesta Association shall provide comprehensive general liability
insurance coverage including liquor liability, naming the City and the Redevelopment
Agency as additional insured, and the State of California (CalTrans) as a certificate holder,
in the following minimum amounts:
$1,000,000 property damage;
$1,000,000 injury to one person/any one occurrence/not limited to contractual
period;
$1,000,000 injury to more than one person/any one occurrence/not limited to
contractual period.
Proof of liability insurance shall be in the form of: (1) an insurance certificate; and (2)
an endorsement from the carrier. City, the Redevelopment Agency, and CalTrans shall be
added as additional insureds to the insurance policies required under this Memorandum of
Understanding. This policy/policies shall not terminate nor shall they be canceled, nor the
coverage reduced, throughout the duration of the Fiesta de las Golondrinas celebration.
The Fiesta Association shall also provide the City 30 days advance written notice regarding
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changes to this coverage. A listing of all events covered by this insurance coverage shall
be provided to the City by the Fiesta Association.
III. INDEMNIFICATION
The Fiesta Association shall indemAify, defend, and hold harmless the City and its
officers and employees and the Redevelopment Agency against all liabilities or claims of
liability or loss (including reasonable attorney's fees, related costs and expenses) because
of death, personal injury or property damage arising or resulting from the fault or
negligence of the Fiesta Association in its operations under this Memorandum of
Understanding.
IV. TERM
This Memorandum of Understanding shall remain in effect, commencing with
approval by the San Juan Capistrano City Council, and shall continue in effect until 30 days
following the conclusion of the Fiesta de las Golondrinas 2006 celebration. Termination of
this Memorandum of Understanding may take place by either party providing the other with
30 days written notification or immediately in the event of a lapse of insurance coverage.
V. LIAISON BETWEEN CITY AND FIESTA ASSOCIATION
The City shall designate staff to serve as liaisons with the Fiesta Association to
assist the Fiesta Association in carrying out this Memorandum of Understanding.
VI. EXCLUSIONS
The Fiesta Association's responsibilities as lead agency in coordinating Fiesta
events do not apply to commercial and/or business events conducted in association with
the annual Fiesta celebration. Requests for participation by commercial and/or business
entities shall be directed to City staff for coordination, permit requirements and event
authorization,
VII. . FIREARMS DISCHARGE
In compliance with City regulations, the Fiesta Association has requested and
received a City Council approved exception to discharge firearms in conjunction with
Hoos'gow Day activities and for the lead group in the annual Swallows Day Parade.
IX. Notice
Written notification regarding this Memorandum of Understanding will be given in
writing as follows:
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Karen Crocker
Community Services Director
City of San Juan Capistrano
25925 Camino del Avion
San Juan Capistrano, CA 92675
Fiesta Association
Tacy Lee, President
San Juan Capistrano Fiesta Association
P.O. Box 532
San Juan Capistrano, CA 92693
The terms and conditions described above are agreed to:
SAN JUAN CAPISTMNO FIESTA ASSOCIATION
Date /-,..2 y ee
CITY OF SAN JUAN CAPISTRANO
Dave Adams, City Manager Date
ATTEST:
Margaret R. Monahan, City Clerk
APPROVED AS TO FORM:
John R. Sh , City Attorney
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RESOLUTION NO. 06-02-07-04
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN
CAPISTRANO, CALIFORNIA, APPROVING A REQUEST FORA WAIVER
OF CITY FEES TO THE SAN JUAN CAPISTRANO FIESTA ASSOCIATION
FOR THE EVENTS ASSOCIATED WITH THE 2006 FIESTA DE LAS
GOLONDRINAS CELEBRATION, SWALLOWS DAY PARADE, JULY 4TH
CELEBRATION; AND GRANTING AN EXCEPTION TO THE CITY'S
FIREARM DISCHARGE REGULATIONS FOR HOOS'GOW DAY AND
SWALLOWS PARADE DAY
WHEREAS, the City Council finds and determines that:
The City Council officially recognizes the San Juan Capistrano Fiesta
Association as the lead organization for the 2006 Eiesta de las Golondrinas
celebration; and
The San Juan Capistrano Fiesta Association has willingly continued to
assume the coordination, organization, and publicity responsibilities
associated with the annual Fiesta de las Golondrinas activities; and
Through its responsibilities of conducting the annual celebration, the San
Juan Capistrano Fiesta Association provides important cost savings to the
City; and
4. Approving the waiver of fees will not set a precedent for other fee waiver
requests; and
5. The discharge of firearms for Hoos'gow Day and Parade Day activities be
approved by the granting of an exception as established in Municipal Code
Section 5-14.02.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San
Juan Capistrano does hereby approve a request for waiver of City fees to the San Juan
Capistrano Fiesta Association for the events associated with the 2006 Fiesta de las
Golondrinas celebration, Swallows Day Parade, July 4th celebration; and grants the
Association an exception to the City's firearms discharge regulations.
PASSED, APPROVED, AND ADOPTED this 7T" day of February, 006.
DAVID M. SWERDLIN, MAYOR
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San Juan Capistrano Fiesta Association
Fiesta de las Golondrinas
January 9, 2006
Karen Crocker
Director of Community Services
City of San Juan Capistrano
25925 Camino de Avion
San Juan Capistrano, Ca 92675
Re: Waiver of City Fees
Fiesta de las Golondrinas 2006
Dear Karen:
This letter will serve as the San Juan Capistrano Fiesta Association's ("Association")
formal request that the City of San Juan Capistrano waive all fees associated with the
activities of the 2006 Fiesta de las Golondrinas. The Association has served as the lead
organization coordinating the activities of the Fiesta de las Golondrinas for many years.
As such, the efforts of the all volunteer Association has contributed to significant cost
savings to the City each year and the City has in past years recognized these cost savings
by waiving all City fees.
The fees (based on the City's fee schedule effective September 5, 2005) requested to be
waived include, but are not necessarily limited to the following:
Special Activities Permit (Mercado) $750.00
Alcohol Permit (Mercado) $50.00
Special Activites Permit ( Pet Parade
Banner) $10.00
Facility Use Permit (Cook/ La Novia
Park for Pet Parade) $280.00
Special Activities Permit ( Banner for
Fiesta Grande at El Adobe) $10.00
Community Center (La Presidenta Ball) $1880.00
Alcohol Permit $50.00
Parade License Fee $2000.00
ATTACHMENT
San Juan Capistrano Fiesta Assn. • P.O. Box 532 • San Juan Capistrano, CA 92693
0
0
San Juan Capistrano Fiesta Association
Fee Waiver Request Fiesta de las Clolondrinas
Page Two
Traffic Control Permit (Mercado) $115.00
Banner Installation and Removal $160.00
General Membership and Parade
Planning Meetings $1100.00
July 4`s Alcohol Permit $50.00
Approximate Total Fee Waiver Request $6455.00
There may be other City fees or adjustments in the 2005 City fee schedule that may not
be included in this request and the Association requests that they be waived on a case by
case basis by City staff.
The Fiesta Association is also requesting a waiver of the ordinance regarding the
discharge of firearms within the city limits for Hoos'Gow Day on March 24, 2006 and for
the lead off group during the Swallows Day Parade on March 25, 2006. The firearms will
be loaded with blank ammunition and the guidelines established by the Orange County
Sheriffs Department for past years will be followed.
Each year the Association raises the funds to support the Annual Fiesta de las
Golondrinas and Swallows Day Parade. The annual cost of the parade and it's related
activities is approximately $62,000. No city funds are used except for the waiver of the
fees and the involvement of city personnel on the day of the parade. Last year it was
estimated that over 30,000 people attended the Swallows Day Parade and supported the
local businesses.
The Association is committed to continuing the long standing tradition of serving the
City of San Juan Capistrano to preserve the cultural and historical heritage of the City.
Thank you for considering the waiver of fees on behalf of the Association and it's Board
of Directors and for the continuing support of the city council and staff.
Very truly yours,
Tacy Lee
La Presidents
San Juan Capistrano Fiesta Assn. • P.O. Box 532 • San Juan Capistrano, CA 92693
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Fiesta de las Golondrinas
2006 Calendar of Events
All dates, times and locations subject to change.
January 4th, Beginning of weekly Wednesday evening Fiesta Association
meetings at the Nydegger Building. Social time begins at 6:15 P.M.,
business portion begins at 7:00 P.M.
January 13th, Friday, 6:00 to 9:00 pm, The Fiesta Association Mixer and
membership drive is a good time to meet new and old friends.
Location - El Adobe de Capistrano Restaurant
January 14th, Saturday, 2-4 pm, Hairiest Man Sign Ups. Location - Swallow's Inn.
February 15th, Wednesday, 6:00 - 9:00 P.M.,
Annual Taste of San Juan, El Adobe Restaurant
March 5th, Sunday, 1:00 P.M., The Kids' Pet Parade held at
Cook/La Novia Park, San Juan
March 12th, Sunday, rain date for Kids' Pet Parade
March 18th, Saturday, 6 - 10:30 pm., La Presidenta Ball,
San Juan Capistrano Community Center
25925 Camino Del Avion, SJC
Entertainment provided by American Made Band
Tickets - $50.00 per person.
March 22nd, 6:30 p.m. to 9:30 p.m., Fiesta Grande, at the Swallow's Inn.
March 24th, Friday, 9:00 A.M. - 4:00 P.M., Hoos'Gow Day.
Fiesta members breakfast at Mollie's
March 25th, Saturday all day—
The 48th Annual Swallows' Day Parade & Mercado.
Parade begins promptly at 11:00 A.M.,
Mercado runs from 9:00 A.M. til 5:00 P.M.
ATTACHMENT 4
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 493-1053 FAx
www.sanjuancapistrano.org
February 8, 2006
Tacy Lee, President
San Juan Capistrano
PO Box 532
San Juan Capistrano,
Dear Tacy:
MEMBERS OF THE CITY COUNCIL
i SAM ALLEVATO
J,(�y In[01114111f0 DIANE BATHGATE
[AIA1t611[0 I 1961 VJVATT HART
1776 JOE SOTO
_ • DAVID M. SWERDLIN
Fiesta Association
CA 92693
A fully executed, original Memorandum of Understanding related to organizational
responsibilities in conducting the 2006 Fiesta de las Golondrinas celebration is enclosed
for your records.
Thank you for maintaining documentation confirming current compliance with the terms
of insurance under your agreement with the city. Please keep in mind that should this
documentation lapse, all work under this agreement must stop and all payments will be
withheld until we receive proper evidence of insurance.
You may proceed under this agreement in coordination with the project manager, Heidi
Ivanoff, Special Events Coordinator (949) 443-6391.
Thank you
CMC
Heidi Ivanoff, Special Events Coordinator
Karen Crocker, Community Services Director
San Juan Capistrano: Preserving the Past to Enhance the Future
0 Printed on recycled paper
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 493-1053 FAX
www.sanjuancapistrano.org
February 8, 2005
NOTIFICATION OF ACTION BY THE
CITY COUNCIL OF SAN JUAN CAPISTRANO
MEMBERS OF THE CITY COUNCIL
SAM ALLEVATO
DIANE BATHGATE
MATT HART
JOE SOTO
DAVID M. SWERDLIN
On February 7, 2005 the City Council of San Juan Capistrano met regarding:
"Consideration of Memorandum of Understanding, Waiver of Fees, and Exception
for Firearm Discharge for the 2006 Fiesta de las Golondrinas (Fiesta
Association)" Item No. D12.
The following action was taken at the meeting: Memorandum of Understanding
between the San Juan Capistrano Fiesta Association and the City of San Juan
Capistrano approved, recognizing the Fiesta Association as lead agency in
planning, coordinating and conducting all official events associated with the 2006
Fiesta de las Golondrinas celebration; and Resolution No. 06-02-07-04 adopted
approving the Fiesta Association's request for waiver of permit fees for the 2006
Fiesta de las Golondrinas celebration and parade, 2006 July 4th celebration, use
of City Facilities for conducting parade planning and general membership
meetings, and granting an exception, as permitted in Municipal Code section 5-
14.02, for firearm discharge on Hoos'gow Day and for the lead group in the
Swallows Day Parade; and a 77% fee reduction approved for the La Presidenta
Ball, subject to conditions, in the amount of $995: Hart/Bathgate, 5-0
The following documents are in the process of being executed: .
If you have any questions regarding this action, please contact Karen Crocker,
Community Services Director at 443-6389 for more detailed information.
Thank you,
Meg Monahan, CMC
City Clerk
Enclosed: Resolution No. 06-02-07-04
Cc: Tacy Lee, San Juan Capistrano Fiesta Association*; Karen Crocker, Community
Services Director
San Juan Capistrano: Preserving the Past to Enhance the Future
A
CJ R, nletl o, .vneo pace,
32400 PASEO ADEI-ANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 493-1053 FAX
www.sat?juancapistrano.org
0
MEMBERS OF THE CITY COUNCIL
NOTIFICATION OF MEETFT &DF POTENTIAL INTEREST
OF THE SAN JUAN CAPISTRANO CITY COUNCIL
SAMALLEVATO
DIANE BATHOATE
WYATT HART
JOE SOTO
DAVID M. SWERDLIN
The City Council of San Juan Capistrano will meet at 7:00 p.m. on February 7, 2006 in
the City Council Chamber in City Hall, to consider: "Consideration of Memorandum
of Understanding, Waiver of Fees, and Exception for Firearm Discharge for the
2006 Fiesta de las Golondrinas (Fiesta Association)" — Item No. D12.
If you have specific thoughts or concerns regarding this item, you are encouraged to
participate in this decision making process. You can communicate with the City Council
through correspondence addressed to the Council and/or by attending the meeting and
speaking to the Council during the public meeting.
Correspondence related to this item must be received at the City Clerk's office by 5:00
p.m, on Monday, February 6, 2006 to allow time for the Council to consider its content.
If you would like to speak at the meeting, please complete a yellow "Request to Speak"
form found inside the entrance to the Council Chamber. This form is turned in at the
staff table, just in front of the Council dais. You will be called to speak by the Mayor
when the item is considered.
You have received this notice at the request of the City staff member Karen Crocker,
Community Services Director. You may contact that staff member at (949) 443-6389
with any questions.
The agenda, including agenda reports, is available to you on our web site:
www.sanivancaoistrano.org. If you would like to subscribe to receive a notice when
agendas are posted to the web site, please make that request by sending an e-mail to:
council-apendas4sanivancaoistrano.oro.
Meg Monahan, CMC
City Clerk
cc: Tacy Lee, San Juan Capistrano Fiesta Association'; Karen Crocker, Community
Services Director
Received staff report
San Juan Capistrano: Preserving the Past to Enhance the Future
0 Printed on recycled paper