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HomeMy WebLinkAbout05/22/1989 - Special Minutes City Council MINUTES CITY COUNCIL SPECIAL MEETING MONDAY, MAY 22, 1989 4:00 P.M. COUNCIL MEMBERS PRESENT: Mayor Ringer, Councilmembers Gardner, McIlhaney, Schneider, Birdwe11 and Haddox COUNCIL MEMBERS ABSENT: Councilman Brown STAFF PRESENT: City Manager Ragland, Assistant City Manager Brymer, Assistant City Manager Woody, Finance Director Harrison, City Attorney Locke, PARD Director Beachy, Fire Chief Landua, Building Offlcial Perry, Operations Manager Riley, Public Information Officer Calliham, Assistant Police Chief Feldman and Risk Manager Wagner. VISITORS PRESENT= See guest register. Agenda Item No. i - Discussion and co--ideration of request for funding for co-sponsoring the Hot Air Balloon Ra11¥ to be hel~ June 1-4, 1989 in BITaB/College Station. Ms. Penny Zent, Director of the Texas Balloon Championship, and Mr. Harold Cliver, member of the Balloon Championship Board, came forward to speak on this item. Ms. Zent explained that the idea for this festival came from a previous event held last October at Coulter Field. This event was very successful and generated great interest. Subsequently, preparations began for the first annual State of Texas Balloon Championship in Bryan/College Station. Mr Cliver commented that this event will have a tremendous impact on the local economy. Councilman Haddox ask Mr. Cliver to explain the location of the launching site and parking area. Mr. Cliver replied that they observed several areas in Bryan/College Station and felt the vacant parcel located next to the TI Plant was the best site. Mr. Bert Wheeler, owner of the property, agreed to let them utilize this land. Councilman Haddox asked for an approximate attendance figure for the four day event. Mr. Cliver estimated 50,000 people will attend provided the weather is nice. Ms. Zent described several advertising techniques produced throughout the state. 007282 City Council Special Meeting Monday, May 22, 1989 Page 2 Councilman Haddox asked if the Chamber of Commerce donated any funds. Ms. Zent replied that they received $300 in cash with a donation of $200 in "Smack in the Heart of Texas" tote bags. Mayor Ringer noted that the championship staff has applied for a parade permit; and as part of the permitting process, staff reviewed the estimated cost to the city. Staff provided the Council with a cost summary for providing services to the event; the total cost is estimated to be $8,135. Ms. Zent explained that the Police Chief has recommended that there be a minimum of four certified police officers on duty during the entire festival, with approximately $4,000 of overtime pay projected for these officers. Councilman McIlhaney asked about the liability insurance. Ms. Zent replied that there is a $1 million liability insurance policy for the balloon championships, including indemnification provisions for the sponsoring agencies, Bert Wheeler, Inc., and the City of College Station. Councilman Haddox asked if we could donate $1,705 for electrical service, waive the application fee, and ask several of the officers to donate their time. Ms. Zent replied that the Police Chief told her that he would prefer having on-duty officers, but he will allow certified officers to volunteer their time.. Councilman Birdwell stated concern about the number of vendors from out of town. He also expressed concern about spending taxpayers money for the out-of-pocket expenses. Ms. Zent remarked that a tremendous amount of advertising has been solicited throughout the state, and many people have expressed interest to attend. Councilman Birdwell asked how much money is out of pocket money. Mr. Ragland replied $6,200. Councilman Schneider asked what precedent will the city be establishing by participating in this endeavor. Mayor Ringer replied that the city absorbs the cost during the budget process for police officers to regulate traffic control during the Christmas Parade and Straight Shot. Councilman Schneider commented that there may be other ways through which the city may support this type of activity. Mayor Ringer noted that the $100.00 application fee has been waived. Ms. Zent explained that a large portion of the proceeds will go to KAMU television, KORA and KTAM Radio MASH, and HOSPICE OF THE BRAZOS VALLEY. 00728 City Council Special Meeting Monday, May 22, 1989 Page 3 Councilman Birdwell moved to accept the permit on credit with the understanding that the city be reimbursed for the permit fee on a pro rata basis with any charitable contributions. Mr. Birdwell clarified that his motion included all expenses discussed. If the event achieved a "break-even" status, the city would be repaid. If the event did not break even, the amount of reimbursement would be a percentage of the total charitable contributions. Mayor Ringer clarified that the city will furnish the following on credit: electrical service, $1,705; police department services, $4,080; fire and ambulance service, $2,050; application fee, $100. The mayor pointed out that the total estimated expenditures may be reduced through the use of volunteers and donations. Further discussion was held on the status of the required bond; Ms. Zent explained that the $200 bonding fee would be paid to the insurance company. Councilman McIlhaney seconded the motion which carried unanimously, 6-0. Agenda Item No. 2 - Adjourn. Mayor Ringer adjourned the meeting at 5:09 p.m. APPROVED: ATTEST: -city r/ta Dian Jo.es 007284