Encinitas City Council
September 9, 2026

AGENDA REPORT
City Council

MEETING
DATE:

September 9, 2026

PREPARED
BY:

Dave Knopp
Director

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 a Holiday Village & Market that will enhance the Heritage Tree Lighting Event
RECOMMENDED ACTION:

Approve and authorize the City Manager to execute a Memorandum of Understanding 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 Encinitas Holiday Village & Market on Friday, December 4, 2026, on the west half of the Moonlight Beach Parking Lot.

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:
2026-09-09 Item #10E Page 1 of 17
This item relates to the General Plan, Policy 2.7, Recreation Element: Encourage the use of appropriate public lands and facilities for parks and recreation purposes to the maximum extent feasible consistent with the maintenance of natural resources. 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 FY 2026- 27 Operating Budget. As an event co-sponsor, the City of Encinitas (City) works in partnership with the Encinitas Chamber of Commerce, a 501(c)(6) non-profit organization (Chamber). The special event permit fee is not applicable as identified in the proposed MOU.

City expenditures are outlined in the table below and will include one recreation staff member, on a normal work schedule, to assist with event planning and logistical support, and one staff member to supervise parking at the Pacific View Arts Center. Recreation staff responsibilities include printing flyers and banners and managing promotional platforms. Additional City costs consist of supplies needed for printed materials. All remaining expenditures associated with the event will be absorbed by the Encinitas Chamber of Commerce as detailed in its event budget (Attachment 2).

City Provided Services Estimated
Value
Special Event Permit Fee for Moonlight Beach $309
City Staff Liaison Costs for Pre-Event and Day of Coordination $300 City Staff Cost to Provide Parking at PVAC $445
Printing of 5 Banners (Materials and Staff Time) $230
Temporary Banner Permit Fee $147
Printing of 200 Flyers $8
Staff Time for Promotion of Events on City Website, Social Media and Calendar
$152
Total Estimated Value $1,591
BACKGROUND:

The City has a long history of collaborating with community organizations, including the Chamber, to offer engaging and enriching community events. This first-time Chamber event is intended to complement and enhance the Encinitas Historical Society’s annual Heritage Tree Lighting by expanding the activities available for community members attending both adjacent events.

The Heritage Tree Lighting, now in its 32nd year, will take place on Friday, December 4, 2026. The City maintains a Memorandum of Understanding with the Encinitas Historical 2026-09-09 Item #10E Page 2 of 17
Society to partner on the event, and the SOCIETY has provided the City with a letter of support for the Chamber’s proposed event (Attachment 3).

City
ANALYSIS:

The Parks, Recreation and Cultural Arts Department strives to collaborate with organizations such as the Chamber to align with the City’s Partnership Policy C032 (Attachment 4). The Chamber’s objective is to enhance the Holiday Tree Lighting event by creating an engaging destination that encourages attendees to arrive early and remain longer. Their vision is to offer a memorable holiday experience reminiscent of a smallscale European Christmas market while showcasing the unique character and coastal charm of Encinitas. An overview of the Chamber’s proposed event is included as Attachment 5.

The Holiday Village & Market will feature 20 vendor booths offering unique gifts, holidaythemed activities such as music and crafts, and food options. No alcohol will be permitted at the event.

ATTACHMENT(S):

1. MOU between City of Encinitas and Encinitas Chamber of Commerce

2. Encinitas Chamber of Commerce Village & Market Budget

3. Encinitas Historical Society Letter of Support

4. Partnership Policy C032, dated 2-17-16

5. Encinitas Chamber of Commerce Village & Market Event Plan 2026-09-09 Item #10E Page 3 of 17
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 Holiday Village & Market on the west half of Moonlight Beach Parking Lot on Friday, December 4, 2026.

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 an Encinitas Holiday Village & Market that will enhance the Heritage Tree Lighting event that is put on in partnership between the Encinitas Historical Society and the CITY. Attendance at the event is free to the public.

II. DESCRIPTION OF SPECIAL EVENT SERVICES
CITY and CHAMBER desire to work cooperatively to provide a community special event that will enhance the Encinitas Historical Society’s Heritage Tree Lighting event, that will occur on the same day and adjacent to the CHAMBER’s event. This free event for attendees will include local exhibitors selling holiday related merchandise, arts, and food in the spirit of the season.

A. CITY will:

1. Provide the event’s venue at the west half of the Moonlight Beach parking lot. Facility permit fee is non-applicable and shall not exceed a value of $309.

2. Provide a staff liaison to communicate with the CHAMBER before and during the events with logistics and operations coordination.

3. Provide additional event parking at Pacific View Arts Center parking lot.

4. Assist CHAMBER with event promotions via the CITY website and social media platforms and post flyers and banners on City owned property. CITY will provide five banners and 200 flyers.

B. CHAMBER will:

1. Provide a free event for the community.
2026-09-09 Item #10E Page 4 of 17
2 2. Submit a complete special event application with all supporting documents in compliance with the requirements of Encinitas Municipal Code Chapter 6.11 and Special Event Planning Guide.

3. Plan, coordinate, schedule, supervise, prepare promotional materials, and operate the Holiday Village & Market. Submit design/artwork for CITY approval no less than 45 days prior to the event.

4. Coordinate the event and serve as the fiscal agent. All event sponsorships and exhibitor revenue collected are retained by the Chamber and are used to cover the costs of producing the event as well as to support other Chamber operations.

5. Be responsible for event promotions and promote the event as “In Partnership with the City of Encinitas.”

6. Include CITY branding in all associated flyers, posters, press releases, and social media, print and web advertisements.

7. Organize a food recovery agency if food is provided at the event.

8. 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

9. Coordinate the event set-up, tear-down, and clean-up.

10.Coordinate event presentations or promotions to community groups regarding the event.

C. CITY and CHAMBER will agree to:

1. Communicate regularly prior to the event to provide event updates to the CITY liaison and discuss matters, as mutually agreed upon by both parties.
2026-09-09 Item #10E Page 5 of 17
3 2. Develop an overall general timeline regarding planning and day of event activities mutually agreed upon by both parties.
2026-09-09 Item #10E Page 6 of 17
4 III. TERMS
The term of this MOU shall commence on the date of execution by the City and continue through December 15, 2026. This MOU contains all the terms and conditions agreed upon by the parties regarding the subject matter of this MOU and supersedes 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 EVENT. 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 EVENT. 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 2026-09-09 Item #10E Page 7 of 17
5 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.
2026-09-09 Item #10E Page 8 of 17
6 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
2026-09-09 Item #10E Page 9 of 17
Thursday, August 13, 2026 11:42 AM GMT-07:00 1/1
 







Holiday Village & Market Budget




HOLIDAY VILLAGE & MARKET TOTAL
Revenue
Program/Event $0.00
Exhibitor Booth 5,000.00 $5,000.00
Merch Sales 500.00 $500.00
Sponsorship 5,000.00 $5,000.00
Ticket Sales 0.00 $0.00
Total Program/Event 10,500.00 $10,500.00
Total Revenue $10,500.00 $10,500.00
Cost of Goods Sold
Program/Event Expenses (Master) $0.00
Contractors-PGM/EVT $0.00
Event Management 1,000.00 $1,000.00
Marketing Contractor 1,500.00 $1,500.00
Total Contractors-PGM/EVT 2,500.00 $2,500.00
Cost of Goods Sold 500.00 $500.00
Decorations 100.00 $100.00
Marketing & Promo-PGM/EVT $0.00
Ads 900.00 $900.00
Total Marketing & Promo-PGM/EVT 900.00 $900.00
Printing-PGM 500.00 $500.00
Rentals 500.00 $500.00
Supplies 500.00 $500.00
Total Program/Event Expenses (Master) 5,500.00 $5,500.00 Total Cost of Goods Sold $5,500.00 $5,500.00
GROSS PROFIT $5,000.00 $5,000.00
Expenditures
Expenses Mngmnt & Admin (Master) $0.00
Payroll Expenses $0.00
Taxes 100.00 $100.00
Wages 500.00 $500.00
Total Payroll Expenses 600.00 $600.00
Total Expenses Mngmnt & Admin (Master) 600.00 $600.00
Total Expenditures $600.00 $600.00
NET OPERATING REVENUE $4,400.00 $4,400.00
NET REVENUE $4,400.00 $4,400.00
2026-09-09 Item #10E Page 10 of 17
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