Agenda Report
Fullerton City Council
MEETING DATE: APRIL 2, 2024
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: DAISY PEREZ, DEPUTY CITY MANAGER
PREPARED BY: CHRISTIAN HERNANDEZ, PARKS AND RECREATION MANAGER SUBJECT: DAY OF MUSIC COMMITTEE FEE WAIVER REQUEST
SUMMARY
The Day of Music Committee requests City Council waive all fees for their annual city-wide music festival event.
PROPOSED MOTION
Approve Day of Music $5,760 fee waiver request, consistent with City Council action in prior years.
ALTERNATIVE OPTIONS
Approve the Proposed Motion
Approve fee waiver and waive additional $4,617.60 for direct police officer costs via the event at the Plaza and waive additional City facility rental fees which may vary based on the Day of Music application Other options brought by City Council.
STAFF RECOMMENDATION
Staff recommends the Proposed Motion.
CITY MANAGER REMARKS
The City Manager recommends the proposed motion to waive the $5760 in fees, however to charge the costs for the additional direct Police costs. I believe this is a valuable event for Fullerton. In addition, to the costs listed, the motion would encompass Fire Department costs to be absorbed by the City.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statement:
Fiscal and Organizational Stability.
FISCAL IMPACT
The Day of Music Committee requests waiving the following fees:
Fees for Use of Facilities $ 2,780
Fees for City Expenses $ 1,980
Refundable Deposit $ 1,000
Direct Police Officer Expense $ 4,617
Total Fees $10,377
Staff recommends, however, waiving $5,760 but charging the additional expense for police required for the event at the plaza, consistent with previous year. Staff also recommends not waiving Hunt fees, if requested for use, due to efforts to recover as many costs as possible at the Hunt over the next two years to keep the facility viable in the future. Day of Music did not use this venue in previous years.
The Day of Music Committee would incur fees for facility use and direct City expenses in addition to the refundable security deposit. The facility fee for this event totals $2,780. Facility use fees support City facility maintenance and operations. The City would incur $1,980 in direct costs for part-time staffing, custodial and plaza cleaning. The City could incur additional fees if the organizer requests to use additional City facilities for the event.
The event would require three additional police officers (two police officers and one supervising officer) for the duration of the event to provide adequate safety at a $4,617.60 rate.
The city would fully refund security deposits, if required, to the organizer provided no damage requires application of the deposit fees.
BACKGROUND AND DISCUSSION
The Day of Music Committee met with City staff on March 20, 2024 to discuss the 2024 event. The Committee has hosted a city-wide music festival for the Fullerton community on June 21, the first day of summer, since 2015. The number of venues participating in the Day of Music has expanded to include parks, public areas, streets, private businesses and the Downtown Plaza. The Committee plans to host the event this year at multiple locations, including the Downtown Plaza. The Committee requests permission to close Wilshire Avenue to accommodate multiple food vendors and performances on the Downtown Plaza stage, similar to the 2023 event.
The Day of Music Committee requests the City waive all fees, direct City staff to assist with closing Wilshire Avenue and provide staff for event setup and teardown. City staff have met with the organizer to guide necessary applications and requirements for a successful event. The Day of Music Committee would designate a volunteer as the main contact for City staff to communicate with in case of any issues.
The following lists rental fees for the Fullerton Downtown Plaza event:
Facility Fees
Facility Rental – 14 hours $2,450
Alcohol Use Fee $250
Amplified Music Fee $80
Total Facility Cost $2,780
Fees for City Expenses
Staff Fee (14 hr X 2 X $30) $840
Power Washing (pass through) $650
Custodial Fee (14 hr X $35) $490
Total City Expenses $1,980
Refundable Deposits
Security Deposit $250
Alcohol Use Deposit $250
Cleaning Deposit $250
Amplified Music Deposit $250
Total Refundable Deposits $1,000
Fees for Police Officers
1 Supervising Officer (12 hr X $141.44) $1,733.28 2 Officers (12 hr X $120.18) $2,884.32
Total Police Officer Cost $4,617.60
Total Fees (Not Including Police Department) $5,760.00 Total Fees (Including Police Department) $10,377.60 cc: City Manager Eric J. Levitt
Day of Music Committee Fee Waiver Request
April 2, 2024 - Page PAGE \* MERGEFORMAT 2