CITY COUNCIL STAFF REPORT
March 4, 2025 {{section.number}}c
OPTIMIST CLUB OF CORONADO MODERATE SPECIAL EVENT REQUEST RECOMMENDATION:
Find that the program is exempt from the provisions of CEQA based on Article 19, Section 15304(e) (minor alterations to land) which allows for temporary uses of land and events such as carnivals, seasonal sales, and parades that will have negligible or no permanent effect on the environment and approve the request of the Optimist Club of Coronado to hold the Crown City Summer Fitness Challenge Celebration on Saturday, September 6, 2025, from 8 to 11 a.m. at Spreckels Park, as proposed.
BACKGROUND:
The Optimist Club of Coronado (Optimist Club) has requested to hold the Crown City Summer Fitness Challenge Celebration on Saturday, September 6, 2025, from 8 to 11 a.m. at Spreckels Park. The event will serve as a celebration following the inaugural Crown City Summer Fitness Challenge, a virtual fitness challenge hosted by the Optimist Club from July 4 to Labor Day. The celebration will provide an opportunity for participants to socialize, and awards will be presented.
The Optimist Club anticipates anywhere between 500 and 1,000 participants. Both the virtual challenge and the celebration will serve as a fundraising effort for the organization.
The Optimist Club has requested use of the Spreckels Park Gazebo, electricity for a speaker and microphone, and additional trash receptacles. The organization is considering hiring a DJ but acknowledges the proximity to residences and potential noise concerns. Additionally, the Optimist Club has expressed interest in hiring a coffee and donut vendor for the event.
ANALYSIS:
A special event is any scheduled or planned non-emergency event occurring within the City of Coronado that can reasonably be expected to require increased or modified emergency or nonemergency services or support by City personnel. Chapter 20.30 of the Coronado Municipal Code states that individuals and organizations wishing to hold an event in City-owned parks, facilities, or within public rights of way must obtain a special event permit. Special events are categorized as “Major,” “Moderate,” or “Minor” based on information submitted by event organizers within their letter of intent or special event permit application.
The Crown City Summer Fitness Challenge Celebration event as described meets the definition of a moderate event, which typically entails 200 to 1,000 participants and carries some impact to the community. All moderate events require City Council approval to be added to the annual Special Events Calendar. To be considered for approval, moderate events are required to submit a letter of intent to the City Manager’s Office at least six months prior the event.
Food Vendor Request
As the approval body, the City Council reviews all special requests, including alcohol waivers, food vendor approvals, and fee waivers. To be considered, such requests must be included in the applicant’s letter of intent.
Under the City’s Sidewalk Vending Operations policy, food and retail vendors are generally prohibited within the City unless specifically authorized. However, the City Council has the authority to approve food vendors for certain special events. Examples of special events with food vendors include the Flower Show, Art and Wine Festival, and Fourth of July celebration. Given that this event qualifies as a moderate event, the City Council may approve the allowance of a food vendor at Spreckels Park as part of the celebration event. If approved, the vendor must comply with all applicable health and safety regulations, including obtaining necessary permits and adhering to waste disposal requirements.
The proposed event is expected to have a low impact on the community and does not pose significant staffing concerns. It can be effectively managed by City staff and the requested date does not conflict with any previously approved special events. Staff recommends approval of the event as proposed.
FISCAL IMPACT:
No direct fiscal impact is anticipated. The Optimist Club will provide volunteers to plan, organize, and execute the event. The Optimist Club will be required to pay the special event application fee and reimburse the City for expenses related to the delivery of the event, including costs incurred by Fire, Police, and Public Services, if applicable.
ALTERNATIVE:
The City Council may modify or deny the request as presented.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
The project is categorically exempt from the provisions of CEQA based on Article 19, Section 15304(e) (minor alterations to land) which allows for temporary uses of land and events such as carnivals, seasonal sales, and parades that will have negligible or no permanent effect on the environment.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
1. Letter of Intent
2. Special Event Application
3. Revised 2025 Special Events Calendar
Submitted By: City Manager's Office / Kelli Maples