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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