City Council Meeting
June 6, 2023
Recap of 2022 and Approval of 2023 Event
PLACENTIA
All AMERICA ;IN
Background
• The 2023 Heritage Festival event will mark its 58th anniversary as a community event
• City staff, including representatives from Administration, Community Services, Police, Fire Life & Safety, and Public Works have recently conducted a thorough review of the Heritage Festival planning and operations • The event requires the implementation of new policies and procedures to ensure a safer, better streamlined, and more fiscally efficient event • Staff has identified areas of most concern as the band review/parade route, increased subsidy by the City, the health and safety of all participants, a continued temperature warming trend, and a lack of diverse parade entries • Following the City's review of the event, a meeting was held with the Heritage Festival Committee to discuss the City's main concerns and recommendations for the 2023 event
Background
Staff and the Heritage Festival Committee agree that improvements are necessary to achieve a more organized and streamlined event, decrease City subsidy, and address concerns of health and safety of all event participants In response to the identified concerns, Staff and the Heritage Festival Committee recommend the following areas for improvements:
• Shortening of the Parade Route
• Implementation of the Heat Index Policy
• Increased Vendor/Participant Fees
• Implementation of Sub -Committees
• Increased solicitation of sponsorships
• Increased Staff involvement in Parade logistics
• Encourage greater community involvement
PLACENTIA
a
Heritage Festival Financial Review
Staff
Costs
$23,621.00
$37,287.37
$31,715.22
$33,218.95
N/A
$32,200.00
$37,905.46
Supplies $45,123.12 $54,190.63 $62,620.77 $61,670.01 N/A $72,034.09 $72,713.80 Total
Costs
$68,744.12
$91,478.00
$94,335.99
$94,888.96
N/A
$104,234.09
$110,619.26
Revenue $42,434.85 $40,930.00 $32,854.61 $35,465.09 N/A $23,847.43 $29,907.00 Net Cost
$26,309.27
$50,548.00
$61,481.38
$59,423.87
*2020 Heritage Festival Cancelled due to COVID-19
N/A
$80,386.66
$80,712.26
2023 Heritage Festival Event Recommendations
• Shorten parade route from 1.10 miles to 0.5 miles
• Implementation of the Heat Index Plan and Dress Down Policy for all participating bands
• Increased vendor/participant fees to provide for improved fiscal efficiencies • Increased Staff involvement in Parade Logistics
• Addition of "Parade Spacers" to keep the pace of the parade at a maximum 50ft I.IIJLGII II.0 LJCLVVCCI I CI Ill ICJ LL' I GULAUG y. G1I.JJ • Implementation of Heritage Festival Sub -Committees
• Staff and Committee to recruit Sub -Committee members and volunteers to assist in the event planning and logistics
• Implementation of City's Steering Committee
• Staff and Committee to solicit greater donations and sponsorships to decrease the City's subsidy
• Staff to add important logistical/directional information to parade and band review packets for improved organization of check-in/staging process • Staff and Committee to encourage and solicit greater community participation to provide for increased diversity of parade entries
2023 Proposed Festival Date and Parade Route
• Date: October 14, 2023
• Parade Route: Shorten parade route from 1.10 miles to 0.5 miles • Band Review Route: Will remain at 0.38 miles
Parade route to begin at Bastanchury Rd. and Kraemer Blvd. and travel north in the southbound lanes (0.5 miles)
Band review and staging on westbound lanes of Bastanchury Rd., between Kraemer Blvd. and Valencia Ave. (0.38 miles)
Parade staging on Kraemer Blvd., south of Bastanchury Rd.
Non -Competing bands to stage on Kraemer Blvd., south of Bastanchury Rd
VIP/Honor Convoy staging on westbound lanes of Bastanchury Rd. between Kraemer Blvd. and Tuffree Blvd.
City Staff to lead parade logistics and feed entries into the parade Bus parking on Golden Ave. between Kraemer Blvd. and Valencia Ave.
PLACENTIA
2023 Proposed Parade Route and Staging
Recommendation #1
VIP Staging
Other Parade Staging
Band Staging
Parade. Route
Band Review Staging
Band Review
Bus Parking
Heat Index Policy -Recommendation #2
• The Heat Index Policy shall be presented and reviewed with all Band Directors who wish to participate, prior to the event at a mandatory meeting • The Heat Index shall be calculated based on a combined Relative Humidity and Temperature combination at or above 90 degrees
• As described in the Heat Index Policy, at or above 90 degrees, bands will be required to "dress down" for the parade and competition portion of the event • Bands will be required to march without jackets, capes, and shacko hats • City Staff will be responsible for enacting the Heat Index Policy four (4) days in advance of the event based on weather information and data • All bands will be contacted and informed that the Heat Index Policy will be in place for the day of the event
• As buses entering the staging area on the day of the event, they will be greeted by a City staff who will inform/remind them of the enacted Heat Index Policy • Failure to comply with the Heat Index Policy, shall result in removal from the event • City Staff/Emergency Personnel will have sole authority and will determine if the event shall be cancelled based on the Heat Index Policy guidelines
2023 Heat Index Policy Guidelines
105+
Extreme Danger
Danger
Extreme Caution
Extreme Caution
Caution
All outdoor City sponsored activities suspended
All outdoor City Sponsored activities suspended
All outdoor City Sponsored activities suspended
Automatically kicks in the discussion phase of Extreme
Heat Plan Guidelines and begins preparation for
additional activity specific to pre -cautionary measures as well as provides flexibility to onsite personnel and officials to institute activity or rule modifications.
Reminder: Individuals who choose not to participate in
these conditions will not be penalized
Coaches, leaders, event directors, officials observe
participants carefully for signs of heat injuries or
exhaustion. Assure and schedule participants for water
breaks. Water is to be always available. Individual
participants are not required to participate in these
conditions
Relative Humidity (%)
Temperature and Relative Humidity Scale
NWS Heat Index
40 45
50 55
60 65
70 75
8O
8S
90 95
100
Temperature °F)
80 82 84 86 88 90 92 94 96 98 100 102 104 106 108 1101
80 81 83 85 88 91 94 97 101 105 109 114 119 12400171W
80 82 84 87 89 93 96 100 104 109 114 119 1241M 137
81 83 85 88 91 95 99 103 108 113 118 t24 31 137
81 84 86 89 93 97 101 108 112 117 124
82 84 88 91 95 100 105 110 116 123 9 137
82 85 89 93 98 103 108 114 121 136
83 86 90 95 100 105 112 119 6 134
84 88 92 97 103 109 116 124 32
84 89 94 100 106 113 121 129
85 90 96 102 110 117 135
86 91 98 105 173 122 31
86 93 100 108 117
87 95 103 112 121
Likelihood of Heat Disorders with Prolonged Exposure or Strenuous Activity ID Caution
Extremes Caution
• Danger
Extreme Danger
www.weather.gov/safety/heat-index
Vendor/Participant Fees -Recommendation #3
Vendor/Partici • ant
Band Review Entry
Beer Garden Vendor
Business Vendor
Car Show Entry
Car Show Vendor
al
Craft Vendor
Food Vendor (Resident Non -Profit)
Food Vendor (Non -Resident Non -
Profit)
Food Truck/Commercial
Game/Activity Vendor
Homebased Business
Non -Profit Vendor
Pancake Breakfast Vendor
Parade Entry
2022 Fees
$200
2023 Recommen • ation
$200 — PYLUSD Band
$250 — All other bands
$250 30/70 Split with a Resident Non -Profit
Group (City retains 30%)
$1,250 — All other vendors
$250-$2000 $500-$5,000 (Based on sponsor level)
$40 $40
$45, after Oct. 1 $45, after Oct. 19
$70 $100
$95 $150
$220 $220
$275 $275
$380
$500
$95 $95 (Not collecting fees)
$150 (Collecting fees)
$95 $150
$40 $125
$250 Same rates as food vendors
$25 $25
2022 Event Costs and 2023 Event Funding Request
2022 Total Event Costs
2022 Revenue
$110,619
Staff costs - $37,905
Supplies/Equipment - $72,713
$29,907
2022 Net Cost to the City
$80,712
Event Supplies Funding Request For FY 2023-24
$122,900
Includes supplies and staff costs for all City personnel • The 2023 event supplies funding request is estimated based on actual expenses from the 2022 event and utilizing an estimated increase in costs for goods and services • By implementing increased vendor/participant fees, and soliciting greater sponsorships, Staff anticipates an increase in revenue to offset event costs
PLACENTIA
Questions?
IA°
11/4
4 1/111111111111111111111111111111;
L ;NtUM E
[1ST
RELH1