AGENDA REPORT
City Council
MEETING
DATE:
August 12, 2026
PREPARED
BY:
Christie Goodsell,
Recreation Services
Manager
DEPARTMENT
DIRECTOR:
Dave Knopp
DEPARTMENT: Parks, Recreation and
Cultural Arts
CITY
MANAGER:
Jennifer Campbell
SUBJECT:
Memorandum of Understanding between the City of Encinitas and the Encinitas Chamber of Commerce for two community special events at the Encinitas Community and Senior Center.
RECOMMENDED ACTION:
Approve and authorize the City Manager to execute a Memorandum of Understanding (MOU) between the City of Encinitas and the Encinitas Chamber of Commerce in substantial form as contained in Attachment 1 in consultation with the City Attorney to host the Wellness for Every Body ~ Healthy Living Expo on November 7, 2026 at the Encinitas Community and Senior Center and host Live Boldly. Live Well. Senior Lifestyle Expo on February 20, 2027.
ENVIRONMENTAL CONSIDERATIONS:
The action being considered by the City Council is exempt from the California Environmental Quality Act (CEQA) because it is not a “project” under Section 15061(b)(3) of the CEQA Guidelines because it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. The action is also exempt from CEQA under Section 15378(b)(5) of the CEQA Guidelines because it involves an organizational or administrative activity of government that will not result in the direct or indirect physical change in the environment.
This item is not related to the Climate Action Plan.
GENERAL PLAN/CITY COUNCIL FOCUS AREAS:
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The recommended action aligns with the City Council Focus Area 5 - Ensuring and Preserving Community Character and Economic Vitality, Goal 4 - to work with community organizations to support projects and programs that preserve community character.
FISCAL CONSIDERATIONS:
The fiscal impact associated with the staff recommendation is included in the approved FY 2026-27 Operating Budget. As an event co-sponsor, the City works in partnership with the Encinitas Chamber of Commerce, a 501(c)(6) non-profit organization. City expenditures are outlined in the table below and will include one recreation staff, on a normal work schedule, to help plan and provide logistical support, and two recreation staff, to set up and break down the events. Recreation staff will also print flyers, banners, and manage promotion platforms. Additional expenses include supplies for banners and flyers. The Parks, Recreation and Cultural Arts Department, will receive a table space at each event which is a cost savings of $475 per event. The Encinitas Chamber of Commerce will absorb all other associated event expenditures, outlined in the Encinitas Chamber of Commerce event budgets (Attachments 3 and 4).
City Provided Services Estimated
Value
Room Rental Fee at the Encinitas Community & Senior Center $3,030 City Staff Liaison Costs for Pre-Event and Day of Coordination $300 City Staff Costs to Set Up of Venue $192
Printing of 10 Banners (Materials and Staff Time) $462
Temporary Banner Permit Fee $294
Printing of 200 Flyers $8
Staff Time for Promotion of Events on City Website, Social Media and Calendar
$304
Total Estimated Value $4,590
BACKGROUND:
Since the Encinitas Community and Senior Center opening in February 2002, City staff, in cooperation with area partners and City Commissions, have worked to provide enriching programs for the community. The Chamber of Commerce has successfully partnered with the City of Encinitas to host both the Wellness for Every Body ~ Healthy Living Expo and the Live Boldly. Live Well. Senior Lifestyle Expo. These Expos are dedicated to supporting local Encinitas health and wellness businesses with the goal of helping them to grow and thrive.
The Chamber of Commerce agreed to take the lead and assume financial responsibility to produce the event, with the City’s support.
ANALYSIS:
The Parks, Recreation and Cultural Arts Department endeavors to work in partnership 2026-08-12 Item #08D Page 2 of 14
with organizations such as the Encinitas Chamber of Commerce, a 501(c)(6) nonprofit, which supports the City’s Partnership Policy C032 (Attachment 2). Based on the success of past events and to continue to support Economic Development in our community, both parties desire to host the Wellness for Every Body ~ Healthy Living Expo in 2026 and host Live Boldly. Live Well. Senior Lifestyle Expo in 2027.
Each event will include approximately 50 exhibits by local businesses and vendors as well as educational speakers and demonstrations, all specific to Encinitas health and wellness businesses and community resources. Each event is expected to draw approximately 400 visitors throughout the day. The Wellness for Every Body ~ Healthy Living Expo on February 10, 2024 attracted roughly 350 attendees, while the Live Boldly.
Live Well. Senior Lifestyle Expo on February 21, 2026 brought in about 375 attendees.
The events will comply with operational hours for Encinitas Community and Senior Center.
ATTACHMENT(S):
1. MOU between City of Encinitas and Encinitas Chamber of Commerce
2. Partnership Policy C032, dated 2-17-16
3. Encinitas Chamber of Commerce Wellness for Every Body ~ Healthy Living Expo Budget
4. Encinitas Chamber of Commerce Live Boldly. Live Well. Senior Lifestyle Expo 2026-08-12 Item #08D Page 3 of 14
1 MEMORANDUM OF UNDERSTANDING BETWEEN
CITY OF ENCINITAS AND ENCINITAS CHAMBER OF COMMERCE
The City of Encinitas, a municipal corporation hereinafter referred to as CITY, and the Encinitas Chamber of Commerce, hereinafter referred to as CHAMBER, enter into this Memorandum of Understanding (MOU) for the express purpose of providing a Wellness For Every Body ~ Healthy Living Expo and Live Boldly. Live Well. Senior Lifestyle Expo (EVENTS) at the Encinitas Community and Senior Center.
I. PURPOSE
The purpose of this MOU is to establish a formal working relationship between the parties, based on the CITY and CHAMBER’s desire to work cooperatively to provide a Wellness For Every Body ~ Healthy Living Expo and Live Boldly. Live Well. Senior Lifestyle Expo community educational EVENTS, free to the public.
II. DESCRIPTION OF SPECIAL EVENT SERVICES
CITY and CHAMBER desire to work cooperatively to provide community special events that includes a Wellness For Every Body ~ Healthy Living Expo, and Live Boldly. Live Well. Senior Lifestyle Expo, highlighting local Encinitas business.
This free event for attendees will include exhibitors promoting their businesses.
A. CITY will:
1. Provide the event’s venue at the Encinitas Community and Senior Center, using the banquet hall, kitchen, and ancillary rooms. Facility permit fee is non-applicable and shall not exceed a value of $3,030.
2. Provide a City sponsored booth promoting the City programs, activities, and services.
3. Provide a staff liaison to communicate with the CHAMBER before and during the events with logistics and operations coordination.
4. Provide support staff for set-up and breakdown.
5. Assist CHAMBER with event promotions via the CITY website and social media platforms and posting flyers and banners on City owned property. CITY will provide ten banners and 200 flyers.
B. CHAMBER will:
1. Plan, coordinate, schedule, supervise, prepare promotional materials, and operate the Wellness For Every Body ~ Healthy Living Expo, and Live Boldly. Live Well. Senior Lifestyle Expo. Submit design/artwork for CITY approval no less than 45 days prior to the event.
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2 2. Coordinate the events and serve as the fiscal agent. All event sponsorships and exhibitor fee revenue collected are retained by the Chamber and are used to cover the costs of producing the events as well as to support other Chamber operations.
3. Provide event booth space for the Encinitas Parks, Recreation and Cultural Arts Department at no cost to the CITY.
4. Be responsible for event promotions and promote the events as “In partnership with the City of Encinitas.”
5. Include CITY branding in all associated flyers, posters, press releases, and social media, print and web advertisements.
6. Organize a food recovery agency if food is provided at the events.
7. Zero Waste Event Strategies:
• Educate vendors/exhibitors on zero waste requirements • Provide refillable water station(s)
• Provide and identify organic waste, recycling, and trash containers on the venue site map, 1:1:1 ratio minimum
• Post recycling container signs identifying acceptable organic waste and recycling materials
• Use of reusable products as a first choice or recyclable products as a second choice
• Minimize use of single package products (e.g. individual packets of ketchup)
• Not utilize single-use plastic bags
• Not utilize polystyrene products
• Not utilize plastics
• Not utilize balloons
8. Coordinate the event set-up, teardown, and clean-up.
9. Coordinate event presentations or promotions to community groups regarding the events.
C. CITY and CHAMBER will agree to:
1. Provide two free events for the community.
2. Meet prior to the events to provide event updates and discuss logistics, as mutually agreed upon by both parties.
3. Develop an overall general timeline regarding planning and day of event activities mutually agreed upon by both parties.
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3 III. TERMS
The term of this MOU shall commence on the date of execution by the City and continue through February 20, 2027. This MOU contains all the terms and conditions agreed upon by the parties regarding the subject matter of this MOU and supersede any prior agreement, oral or written, and all other communications between parties related to such subject matter.
IV. TERMINATION FOR CAUSE
In the event of CHAMBER’S failure to execute, deliver, or perform the DESCRIBED SERVICES, the CITY may in its sole and exclusive discretion, terminate this MOU by notifying the CHAMBER by certified mail of said agreement.
V. TERMINATION FOR CONVENIENCE
Either party may, in its reasonable discretion, with or without cause, terminate this MOU upon the giving of ten (10) days prior written notice to the other party.
VI. AMENDMENTS OR MODIFICATIONS
This MOU may not be amended except by a writing duly executed by the parties hereto. The CITY shall have the right to grant reasonable extensions of time to CHAMBER for any purpose or for the performance of any obligation of CHAMBER hereunder.
VII. INDEMNIFICATION
CHAMBER agrees to indemnify and hold the CITY and CITY’S officers, officials, employees, elected and appointed officials and agents harmless from, and against any and all, liabilities, claims, demands, causes of action, losses, damages and costs, including all costs of defense thereof, arising out of, or in any manner connected directly or indirectly with, any intentional or negligent acts or omissions of CHAMBER or CHAMBER’s agents, employees, subcontractors, officials, officers or representatives in regards to the EVENTS. CHAMBER will defend and indemnify CITY and CITY’S officers, officials, employees and agents, from and against such liabilities, claims, demands, causes of action, losses, damages and costs related to and only to the EVENTS. Except as otherwise provided in this Section, CITY’S intentional acts, CITY’S violations of law, or the CITY’S sole active negligence are the CITY’S responsibility and not those of CHAMBERS board, officers, employees, or agents.
VIII. INSURANCE
CHAMBER shall obtain, and during the term of this MOU shall maintain, policies of automobile liability, to the extent applicable general liability and property damage insurance from an insurance company authorized to be in business in the 2026-08-12 Item #08D Page 6 of 14
4 State of California for CHAMBER. Each such policy shall be in an amount of not less than one million dollars ($1,000,000) for each occurrence and shall be endorsed with the followinglanguage:
1. The CITY and CITY’s officers, officials, employees, agents and volunteers are to be covered as additional insured by the City of Encinitas with respect to liability arising out of the acts and omissions by or on behalf of CHAMBER during the event. CHAMBER’S obligation herein does not extend to liabilities, claims, demands, and causes of action, losses, damages or costs that arise out of the City’s intentional wrongful actions, City’s violation of law, or the City’s active negligence.
2. The insurer shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.
3. Provide that the policy shall remain in full force during the full term of this MOU and shall not be canceled, terminated, or allowed to expire without thirty (30) days prior written notice to the CITY from the insurance company.
B. Before CHAMBER shall employ any person or persons in the performance of the MOU, CHAMBER shall procure for its employees, if any, a policy of Worker’s Compensation Insurance as required by the Labor Code of the State of California.
C. Prior to commencement of work under this MOU, CHAMBER shall furnish to the MOU OFFICER proof of the insurance required in this Section.
IX. MOU IN WRITING
This MOU contains and embraces the entire MOU between the parties hereto and it, nor any part of it, may not be changed, altered, modified, limited or extended, orally or by any MOU between the parties unless such MOU be expressed in writing, signed and acknowledged by the CITY and CHAMBER or their successors in interest.
X. NOTICES
Any notices, consents or approvals permitted or required to be given in accordance with this Agreement shall be sent by regular U.S. mail, overnight mail service, or personal delivery, addressed as follows, and shall be deemed to have been delivered (i) if sent by U.S. mail, on the fourth (4th) business day following deposit in the United States mail, (ii) if sent by overnight mail, on the date that it is recorded as delivered to the intended recipient, (iii) if personally delivered, upon receipt.
2026-08-12 Item #08D Page 7 of 14
5 CITY: ENCINITAS CHAMBER OF COMMERCE:
Jennifer Campbell Carol Knight
City Manager CEO
505 S. Vulcan Avenue 535 Encinitas Boulevard, Suite 116 Encinitas, CA 92024 Encinitas, CA 92024
XI. EXECUTION OF MOU
The persons executing this MOU on behalf of the parties hereto warrant that they are duly authorized to execute this MOU on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this MOU.
In Witness whereof, the parties hereto have caused this MOU to be executed effective as of the effective dates set forth below.
CITY OF ENCINITAS ENCINITAS CHAMBER OF COMMERCE
Jennifer Campbell, City Manager Date Carol Knight, CEO Date APPROVED AS TO FORM:
Ajit Thind, City Attorney Date
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ATTACHMENT
2 2026-08-12 Item #08D Page 9 of 14
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Monday, July 20, 2026 01:17 PM GMT-07:00 1/1
Encinitas Chamber of Commerce
Wellness For Every Body~Healthy Living Expo
January - December 2026
EXPO HEALTH & WELL 26 TOTAL EXPO TOTAL
Revenue
Program/Event $0.00
Bar Income 0.00 0.00 $0.00
Exhibitor Booth 14,000.00 14,000.00 $14,000.00
Sponsorship 4,000.00 4,000.00 $4,000.00
Total Program/Event 18,000.00 18,000.00 $18,000.00
Total Revenue $0.00 $18,000.00 $18,000.00 $18,000.00
Cost of Goods Sold
Program/Event Expenses (Master) $0.00
Bar COGS 0.00 0.00 $0.00
Contractors-PGM/EVT $0.00
Entertainment 0.00 0.00 $0.00
Event Management 1,500.00 1,500.00 $1,500.00
Marketing Contractor 3,250.00 3,250.00 $3,250.00
Total Contractors-PGM/EVT 4,750.00 4,750.00 $4,750.00
Food 0.00 0.00 $0.00
Marketing & Promo-PGM/EVT $0.00
Ads 900.00 900.00 $900.00
Total Marketing & Promo-PGM/EVT 900.00 900.00 $900.00
Merchant Processing 625.00 625.00 $625.00
Printing-PGM 600.00 600.00 $600.00
Supplies 200.00 200.00 $200.00
Total Program/Event Expenses (Master) 7,075.00 7,075.00 $7,075.00 Total Cost of Goods Sold $0.00 $7,075.00 $7,075.00 $7,075.00 GROSS PROFIT $0.00 $10,925.00 $10,925.00 $10,925.00
Expenditures
Expenses Mngmnt & Admin (Master) $0.00
Payroll Expenses $0.00
Wages 1,599.00 1,599.00 $1,599.00
Total Payroll Expenses 1,599.00 1,599.00 $1,599.00
Total Expenses Mngmnt & Admin (Master) 1,599.00 1,599.00 $1,599.00 Total Expenditures $0.00 $1,599.00 $1,599.00 $1,599.00
NET OPERATING REVENUE $0.00 $9,326.00 $9,326.00 $9,326.00 NET REVENUE $0.00 $9,326.00 $9,326.00 $9,326.00
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BUDGET
Revenue
Program/Event
Exhibitor Booth 16,000.00
Sponsorship 3,000.00
Total Program/Event $ 19,000.00
Total Revenue $ 19,000.00
Cost of Goods Sold
Program/Event Expenses (Master)
Contractors-PGM/EVT
Event Management 1,500.00
Marketing Contractor 4,000.00
Total Contractors-PGM/EVT $ 5,500.00
Food
Licenses and Fees
Marketing & Promo-PGM/EVT
Ads 900.00
Total Marketing & Promo-PGM/EVT $ 900.00
Merchant Processing 550.00
Printing-PGM 650.00
Total Program/Event Expenses (Master) $ 7,600.00
Total Cost of Goods Sold $ 7,600.00
Gross Profit $ 11,400.00
Expenditures
Expenses Mngmnt & Admin (Master)
Contractors-Admin/General
Marketing Contractor
Total Contractors-Admin/General $ 0.00
Payroll Expenses
Taxes
Wages 2,000.00
Total Payroll Expenses $ 2,000.00
Total Expenses Mngmnt & Admin (Master) $ 2,000.00
Total Expenditures $ 2,000.00
Net Operating Revenue $ 9,400.00
Net Revenue $ 9,400.00
Encinitas Chamber of Commerce
LIVE BOLDLY. LIVE WELL. SENIOR LIFESTYLE EXPO
2027
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