To the members of the:
CITY COUNCIL
Date 1824CA VCC V City of
CM ACM DCM (3) _K
Carlsbad
Memo ID# 2024027
Council Memorandum
April 18, 2024
To: Honorable Mayor Blackbun and/Members of the City Council From: Christie Calderwood, Chief of Police
Via: Scott Chadwick, City Manager
Re: 2024 TGIF Concert Series Update (Districts - All)
This memorandum provides information related to the location decision for the 2024 TGIF Concerts in the Park series, as well as information related to the security services contract.
Background
TGIF Concerts in the Park began in the 1980s and is a city-sponsored community event that draws large crowds of people. On December 12, 2023, staff presented a review of the 2023 TGIF Concerts in the Park and requested feedback and guidance from City Council for the 2024 season on various issues, including security enhancements. On March 19, 2024, staff provided a planning update, which included the recommended schedule and locations for the 2024 TGIF Concert series.
The selection of concert venues was guided by considerations such as park size, parking arrangements, and the capacity to establish secure event perimeters with controlled access points, in collaboration with staff from the Library and Cultural Arts Department, the Police Department, and the Fire Department. After careful assessment, Stagecoach Community Park, Calavera Hills Community Park, and Alga Norte Community Park were recommended for the 2024 TGIF Concert series.
On December 12, 2023, City Council approved the funding for nine concerts and enhanced security measures for the 2024 TGIF Concerts in the Park season through Resolution No. 2023-291. Staff returned to City Council on March 19, 2024, to provide a planning update, which included identifying a private security company to provide an increased security presence at the concerts.
Discussion
Park Locations for TGIF Concert Series
A public safety review of the current TGIF Concerts in the Park operating conditions was conducted, which included an evaluation of concert venues to determine which parks are most conducive to holding concerts. From a public safety perspective, Poinsettia Community Park, for example, is a challenging concert location. Safe ingress and egress are an issue due to limited Police Department
Administration
2560 Orion Way | Carlsbad, CA 92010 | 442-339-2100 t
Council Memo - 2024 TGIF Concert Series Update (Districts -All) April 18, 2024
access points. Emergency egress from each field is also challenging due to the below grade location and limited avenues to safely evacuate the venue. In a worst-case scenario with a mass casualty event, such as an active shooter or a vehicle assault, this park would present significant challenges for aid to get in and for park-goers to evacuate.
Additionally, Poinsettia Community Park is also heavily frequented by visitors enjoying its basketball courts, dog park, soccer fields, children's playground and tennis and pickleball courts.
However, concerts held in the park impose on these activities and exacerbate existing parking issues. The limited on-site parking prompts numerous complaints from residents on nearby streets. Furthermore, the absence of a designated area for the Police and Fire Command Post adds to the logistical challenges. Pedestrians often resort to walking on the roadway to reach the field, impeding vehicle traffic. Managing large groups of pedestrians crossing Hidden Valley Road during concerts has proven difficult due to insufficient lighting and the majority of attendees parking or residing in nearby neighborhoods. Additionally, the narrowed traffic lanes surrounding the park, and distance from the roadway to the event space, make it challenging for emergency vehicles such as ambulances and fire engines to access the event space.
The baseball fields are also not wide enough to allow for large vehicles to drive onto the field to deliver equipment including the mobile stage.
The public safety review determined Stagecoach Community Park, Calavera Hills Community Park and Alga Norte Community Park are the best parks from a safety and security management perspective. These three locations will provide the safest and most convenient experience for the thousands of attendees.
Security Services Contract for the 2024 TGIF Concert Series The Police Department identified several aspects of the current TGIF operations requiring adjustment to better align with the best practices in policing. Two out of the five objectives were to screen attendees for weapons and provide a robust security presence inside the concert venues and at access points. Both objectives will be accomplished by contracting with a security company to provide security services at the concerts.
Recognizing the importance of skilled security services and the evolving landscape, the Police Department directed its attention toward finding a reputable security firm with a solid history.
Following thorough exploration by the Police Department's Traffic Division Lieutenant, who also serves as the Incident Commander on large-scale events, Elite Show Services emerged as the chosen vendor, boasting a proven track record in providing security for numerous prominent professional sports teams and concert venues within the region. Its alignment with the new security protocols, as well as meeting the standards set by the department and the community, made it the ideal choice.
Council Memo - 2024 TGIF Concert Series Update (Districts - All) April 18, 2024
The Police Department has had continued conversations with Elite Show Services to ensure it recognizes the TGIF concert series as a unique community family-friendly event, as opposed to a larger professional sports team event. Elite Show Services will staff the event with personnel who provide a friendly and welcoming environment. It foresees these concerts as the kind of events its staff will enjoy, leading to a dedicated core group of personnel. This means by the second and third concerts, both Police Department staff and the community can expect to encounter some familiar faces.
The Carlsbad Municipal Code Sections 3.28.050 and 3.28.060 requires the procurement of goods, professional services and services, over $30,000 to be formally bid, however, there is an escalator that increases the threshold. Effective July 1, 2023, the formal bidding threshold was raised to $45,000. The contract with Elite Show Services for the 2024 TGIF concert series is $37,350, which is below the formal bidding threshold of $45,000. The Chief of Police has authority to enter into this contract on the city's behalf. The term of the contract is for one year, allowing the Police Department to evaluate the vendor to ensure the needs of the Police Department, the city, and the community are being met. The evaluation will encompass an assessment of whether the prescribed standards pertaining to professionalism, security screening procedures, and the overall enhancement of the concert-goers' experience have been met. The contract may be amended to extend the contract upon a satisfactory review.
After the concert series concludes in August, the Police Department will revisit the need to conduct a request for proposal for cost purposes and/or choose a different vendor.
Next Steps
Staff is expected to announce the concert lineup in May along with information needed by community members to participate in this year's events. The contract will be executed with Elite Show Services and evaluated closely throughout the summer. cc: Geoff Patnoe, Assistant City Manager
Cindie McMahon, City Attorney
Gary Barberio, Deputy City Manager, Community Services
Reid Shipley, Assistant Chief of Police
Suzanne Smithson, Library & Cultural Arts Director