HomeMy WebLinkAboutItem 3c - Breeders' Cup Cost Projections for Public SafetySUMMARY
STAFF REPORT
Police Department
DATE: August 18, 2009
TO: Mayor and Members of the City Council
FROM: Robert P. Sanderson, Chief of Police ,-°
By: Gene Gioia, Captain
Nancy Chik, Senior Management Analyst
SUBJECT: 2009 Breeders' Cup Cost Projections to Provide Public Safety Services
Recommendation: Provide direction as to whether to charge the Oak Tree
Racing Association for non - traffic related public safety services for the 2009
Breeders' Cup event.
The Oak Tree Racing Association at Santa Anita Park will once again be the host of the
Breeders' Cup World Championship on November 6 and 7, 2009. During past
Breeders' Cup events at Santa Anita Park, public safety services were provided at no
cost to the Oak Tree Racing Association or Breeders' Cup. This report will detail cost
expenditures that the City of Arcadia incurred during the 2008 Breeders' Cup, along with
projected expenses for providing public safety services during the 2009 Breeders' Cup.
BACKGROUND
The Arcadia Fire Department and Arcadia Police Department provided a great deal of
service for Breeders' Cup in 2008. This included pre -event planning meetings,
development of operation plans, logistical and support resources, and actual personnel
overtime expenses. These expenses were not independently budgeted; therefore, the
total cost was absorbed into the operating budgets of each department.
During the 2008 Breeders' Cup, the Fire Department experienced direct and indirect
costs in the amount of $16,601.71. Direct costs included overtime and meals at
$10,792.94, while indirect costs included staff time for attending meetings, developing
the Incident Action Plan (IAP), and managers working the event. These figures were
derived from 23.5 hours of deployment per employee over the 2 -day event.
The Police Department incurred total expenses in the amount of $42,752.83. This
included attendance at meetings, briefings, meal expenses, and personnel overtime
costs to provide on -site police service. Some employees were assigned to the
Breeders' Cup event as part of their regular duties, including the police management
staff, and these expenses were not calculated into the above figure. Additionally,
expenses incurred for traffic control also are not included since the Police Department is
required to provide this service.
In 2008 and 2009, the Oak Tree Racing Association donated $7,500 to the Arcadia
Mounted Enforcement Team (AMET), and has donated $5,000 per year in previous
years. Additionally in 1997, the Oak Tree Racing Association donated a horse trailer to
AMET valued at $8,800.
DISCUSSION
For the 2009 Breeders' Cup event, the Fire Department is projecting a direct cost of
approximately $8,822, this is for the overtime costs to staff one engine company, one
rescue ambulance, one battalion chief, and one captain to man the weapons of mass
destruction trailer. Indirect costs will be significantly decreased due to the reduction in
staff time to produce an IAP and meetings. It is anticipated that the Fire Department will
provide fire, emergency medical, and hazardous materials protection for two 10 -hour
days during the event.
The Police Department is projecting the total cost to be $27,710. This figure accounts
for overtime expenses for 17 police officers and 3 sergeants on Friday, November 6;
staffing on Saturday, November 6, would include 20 officers and 4 sergeants. Each
shift would be 10 hours in duration. The cost will be lower because staffing levels will
be slightly reduced from 2008, both in number of personnel and hours of deployment,
and police management staff will also be assigned at no cost.
Due to the fact that the City of Arcadia has not charged Santa Anita Park, Los Angeles
Turf Club, or the Oak Tree Racing Association for police services during live racing or
other special events at the Park, research was conducted into the manner in which
other police agencies handle such situations.
Results of the survey showed that San Diego County Sheriff's charge Del Mar Race
Track for all on -site policing. The Pomona Police Department charges Fairplex for
police services for all on -site events. The Pasadena Police Department bills the Rose
Bowl for police services. All three agencies charge for services at the overtime rate of
time and a half. San Diego Sheriff's charge an additional 10% for overhead, while
Pomona PD and Pasadena PD do not charge for overhead.
In light of the above information, the City of Arcadia may want to consider charging
Santa Anita Park for providing non - traffic related police service during future specific
events.
FISCAL IMPACT
If public safety service is provided free of charge, as in past years, the total fiscal impact
would be $36,532 for the 2009 Breeders' Cup event. This amount could be reduced if
the Oak Tree Racing Association were to fully or partially reimburse the City for services
provided during Breeders' Cup.
Santa Anita Park is currently in default for payment due to the City for past services in
the amount of $29,000, and the current bankruptcy situation has precluded Santa Anita
Park from making payment. Should the City decide to seek full or partial reimbursement
for Breeders' Cup services, then advance payment may be considered.
RECOMMENDATION
Provide direction as to whether to charge the Oak Tree Racing Association for non -
traffic related public safety services for the 2009 Breeders' Cup event.
Approved:
Donald Penman, City Manager