FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
AGENDA ITEM #2
MEETING DATE February 5, 2025
PREPARED FOR Mayor and Town Council
PREPARED BY Heather Abrams, Town Manager
SUBJECT Receive a Presentation and Update on the 2025 Fairfax Festival
RECOMMENDATION
Receive a presentation by Larry Bagman, Fairfax Festival Board member, regarding the logistics and planning for the Fairfax Festival in June 2025, and provide direction or feedback as necessary.
EXECUTIVE SUMMARY
The beloved Fairfax Festival is an annual event that attracts thousands of residents and visitors over the three-day weekend. Larry Bagman will present an update on the upcoming event, including the Town’s involvement in supporting the festival. The Town serves as the financial agent for the festival and provides key staff support, including reimbursable overtime for Police and Public Works services. The festival reimburses the Town from proceeds generated through beer and wine sales; however, the attached budget sheet indicates that the festival remains in a deficit.
BACKGROUND
The Fairfax Festival has been a cornerstone in the community for over four decades. Organized by the Fairfax Festival Board and volunteers, it is supported by revenues from sponsorships, vendor booths, and beverage sales, volunteers. This free, not-for-profit event is made possible through community partnerships with local non-profits and organizations. The leading Festival organizers are the Festival Chair, Larry Bragman, and a Festival Administrator, which is currently vacant.
The Town of Fairfax serves as the festival’s fiscal agent but does not oversee its programs, personnel, or financial decisions. To support this long-standing community event, the Town provides several in-kind services at no charge, including:
• Street Closures: Council-approved closure of Elsie Lane for setup, cleanup, and festival hours. • Use of Public Spaces: The festival utilizes public property—including Bolinas Park, the ball field, Peri Park, and the Pavilion—for booth rentals, stages, and activities. • Promotion: Inclusion in Town newsletters, town website, and other communications. • Event Coordination: Recreation staff assists festival volunteers and organizers. • Financial Processing: As the festival's fiscal agent, the Town processes some payments, as the festival is not a Town program or an incorporated non-profit.
Additionally, the Town provides essential financial and logistical support. Public Works and Police staff play a key role in ensuring the festival’s safety and operations. The attached breakdown outlines staff responsibilities, time commitments, and staffing needs. While the festival reimburses the Town for these services using revenue from beer and wine sales, the current budget reflects a deficit, raising concerns about full reimbursement.
2 Department Task Description Hours Number of Staff
Public Works
Street Closures and
Traffic Management
Install barricades, signs, and
cones to ensure safe
pedestrian and vehicle traffic
flow.
10 3
Event Setup and
Infrastructure
Deliver and set up event
infrastructure such as tents,
tables, and waste
receptacles. 8 4
Trash Collection and
Waste Management
Regularly empty trash and
recycling bins throughout the
event. 12 2
Post-Event Cleanup
Remove barricades, signage,
and event infrastructure;
clean streets and sidewalks. 6 4
Police
Traffic and Parking
Management
Direct traffic and manage
parking throughout town All Day 21
Patrol Patrol Festival and attendees All Day 21
All Day 21
Admin
Administrative Support
Advertising, scheduling
coordination, cash proceed
processing 20 3-5
DISCUSSION
At the February 5, 2024 Town Council meeting, Chair Bragman will present an update for the upcoming festival scheduled for June 7, 8 2025. Because of the unconventional nature of the festival administration, there are questions every year about how it is organized. Staff is bringing this item forward to proactively communicate about the festival, before its event in June.
FISCAL IMPACT
There is no fiscal impact associated with receiving this update.
ATTACHMENTS
A. Fairfax Festival Budget Sheet – Fiscal Year 2024-25
B. Fairfax Festival Recap for Fiscal Year 2023- and 2024 Town of Fairfax
2024~ 25 0 • et
FUND
DEPT
12 FAIRFAX FESTIVAL
623 FAIRFAX FESTIVAL
The Fairfax Festival fund is a special revenue fund which raises funds to support the production of the annual festival.
The Fairfax Festival reimburses all Police and Public Works overtime associated with Festival activities, The festival was not held in FY20 and FY21 due to COVID.
FUND SUMMARY FY 2021-22 FY 2022-23 FY 2023-24 FY 2023-24 FY 2024-25 Actual Actual ADOPTED Projected ADOPTED
BEGINNING FUND BAL
REVENUES
090 882 FESTIVAL REVENUE
090 823 SPONSORS
090 824 VENDORS/BOOTH
090 825 MERCHANDISE SALES
070 699 OTHER
SUBTOTAL REVENUES
APPROPRIATIONS
SEE NOTE
SEE NOTE
497 OVERTIME REIMB SEE NOTE
814 ADVERTISING
815 PRINTING SEE NOTE
821 OUTSIDE SERVICES SEE NOTE
822 PROFESSIONAL SERVICES
882 FAIRFAX FESTIVAL - OTHER
890 MISCELLANEOUS
SUBTOTAL APPROPRIATIONS
TRANSFERS
725 971 TSFR TO 01-GENERAL FUND
100 931 TSFR FROM 01-GENERAL FUND
SUBTOTAL TRANSFER
NET DEPARTMENT ACTIVITY
ENDING FUND BAL
NOTES:
825 Shirts, food & drinks
(19,485)i (34,040)1
53,550
- 16,500
- 39,975
21,145
53,550 77,620
- -
1,928 1,300
- - 17,963 22,157
5,528 5,460
28,058 35,258
9,628 12,795
63,105 76,970
(5,000)1
(5,000)
(14,555) 650
(34,040)1 (33,390)1
497 Reimburse Town for Police & Public Works overtime
815 Posters/Tee shirts
821 Music, Performers, Website
890.Equipment rental, Bl'vll, ASCAP
(33,390)1 (32,570)1
3,000 16,500 16,500
35,000 39,975 40,000
3,000 21,145 21,000
-
41,000 77,620 77,500
5,000 - -
2,500 1,300 1,300
300 - -
2,500 22,000 22,000
7,000 5,500 5,500
4,000 35,000 35,000
10,400 13,000 13,000
31,700 76,800 76,800
(5,000)1 -
I
(5,000)
4,300 820 700
(32,570)1 (31,870)1
ATTACHMENT A
Fairfax Festival
Comparative Net Income Summary
June 2024 & 2023
2024 2023 $▲
Revenues
Beverage Commissions 32,670 21,657 11,013 Sponsorships 16,227 16,500 (273) Vendors ‐ Food/Bev/Tee 19,495 21,144 (1,649) Arts & Craft Booths 12,425 12,250 175
Flea Market Booths 5,053 4,250 803
Misc vendors ‐ Ballfield 486 1,025 (539) Total Revenue 86,355 76,826 9,529 Expenses
Administrator 5,105 5,163 (59)
Advertising, Signs, Posters 1,910 1,399 511 Astro Jump 600 579 21
Bands 12,096 6,792 5,304
Bike Parking 1,300 1,300 ‐
BMI licensing 459 956 (496)
Equipment rental 15,070 17,494 (2,424) Health Dept 5,332 5,280 52 Insurance 3,182 4,510 (1,328) Kanteen Cups 3,867 7,087 (3,220) Misc 938 2,336 (1,397)
PO Box 222 216 6
Recycling 7,993 5,460 2,533 Sound Engineering 4,000 5,600 (1,600) Stage rental 2,600 1,150 1,450 Tee Shirts/posters 9,283 9,853 (570) Water 691 465 226
Total Expenses 74,648 75,639 (992) Net Income 11,707 1,187 10,521 Prepared 11/26/24 MV
Unaudited ‐ for discussion purposes only
ATTACHMENT B