Placentia Cit Council
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DIRECTOR OF COMMUNITY SERVICES
DATE: JULY 2, 2024
AGENDA REPORT
SUBJECT: RESOLUTION AUTHORIZING THE TEMPORARY SUSPENSION OF
REGULATORY ORDINANCE PERTAINING TO THE OPERATION OF THE
PLACENTIA ROTARY CLUB COWABUNGA FUNDRAISER EVENT ON
SATURDAY, SEPTEMBER 7, 2024, AT KRAEMER MEMORIAL PARK
FISCAL
IMPACT: $4,225 (Staff Costs)
SUMMARY:
Traditionally, the Placentia Rotary Club (Rotary) has held their annual Cowabunga Fundraiser event at Kraemer Memorial Park. The Cowabunga Fundraiser has been very successful when hosted at Kraemer Memorial Park due to the excellent working relationship between the City of Placentia and the Rotary.
This year, Rotary is requesting to partner with the City once again to plan and implement the Cowabunga Fundraiser event to be held on Saturday, September 7, 2024, from 2:00 p.m. to 9:00 p.m. at Kraemer Memorial Park, located at 201 N. Bradford Ave.
The Event will encompass a large portion of the open park space and include food areas, a beer and wine garden, vendor booths, a car show, and a live band performance. The sale and consumption of alcohol on public property and the use of amplified sound requires the temporary suspension of certain City regulatory ordinances.
This item requests the adoption of a resolution temporarily suspending certain regulatory ordinances of the Placentia Municipal Code to allow for music and alcohol to be permitted at the Cowabunga Fundraiser event in collaboration with the Rotary located at Kraemer Memorial Park from 2:00 p.m. to 9:00 p.m. on Saturday, September 7, 2024. Staff supports hosting Cowabunga at Kraemer Memorial Park and recommends approval of the event. Furthermore, the event will follow guidelines as recommended by the Health Department and State Department of Alcohol and Beverages Control (ABC) for the consumption of food and beverages.
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July 2, 2024
City Council Agenda
July 2, 2024
RECOMMENDATION:
It is recommended that the City Council take the following action:
1. Approve a facility rental/use agreement with the Placentia Rotary Club to host the annual Cowabunga fundraiser event at Kraemer Memorial Park and authorize the City Administrator or designee to execute all applicable documents; and
2. Adopt Resolution No. R-2024-37, A Resolution of the City Council of the City of Placentia Authorizing the Temporary Suspension of Regulatory Sections 10.28.010 and 23.76.050 of the Placentia Municipal Code for the operation of the Cowabunga fundraiser event on Saturday, September 7, 2024, from 2:00 p.m. to 9:00 p.m. at Kraemer Memorial Park located at 201 N. Bradford Avenue; and b) granting authority to the City Administrator or his/her designee to authorize the temporary suspension of the regulatory ordinance Section 10.28.010 and Section 23.76.050 of the Placentia Municipal Code for the operation of the Placentia Rotary Club Cowabunga Fundraiser Event held annually in September for the next five (5) years through 2029; and
3. Consider approving the Staff's recommendation to only waive facility use/rental fees for the use of Kraemer Memorial Park and not Staff costs or the damage deposit associated with the operation of the event.
STRATEGIC PLAN STATEMENT:
There is no specific strategic planning goal or objective associated with this agenda item.
DISCUSSION:
The Placentia Rotary Club (Rotary) has held their Cowabunga event at Kraemer Memorial Park for many years and is again requesting to hold the event in collaboration with the City on Saturday, September 7, 2024. The goal of the Cowabunga event is to raise funds for community activities and programs in Placentia.
The event will take place between the hours of 2:00 p.m. and 9:00 p.m. The fundraising portion of the event will include food and a beer and wine garden. Proposed alcohol sales will be conducted during the event and will require proof of valid identification. It is expected that the event will draw up to one thousand (1000) participants.
All proceeds from the event will go towards supporting community programs and events in Placentia. Traditionally, the City has supported various community organizations by co -sponsoring community events that benefit local non -profits or enhance the quality of life in Placentia. Typically, the City provides Community Services personnel and or Public Works personnel to assist at the event by overseeing the maintenance of the facility, park, and restrooms throughout the event. Additionally, the Fire Life and Safety Department has supported similar events by providing review and approval of the proposed event logistical layout and setup. Similar events have the potential to generate revenue for the City, depending on the level of
City Council Agenda
July 2, 2024
co-sponsorship provided. In this case, Rotary would retain 100% of the proceeds to be distributed to future community programs and events in Placentia.
Should the City Council approve the event, the City will not retain revenue from the event and will provide assistance from the Community Services Department, Fire and Life Safety Department, and the Police Department for the implementation of the event.
The attached resolution suspends (for the duration of the event) the Municipal Code sections pertaining to the controlled use of alcohol on public property and to the use of amplified music which may exceed the noise standards during the Cowabunga Fundraiser event. The Rotary shall agree to follow all City guidelines, obtain all necessary permits, and follow associated regulations from the State Department of Alcohol Beverage Control (ABC) and Orange County Health Department (00 Health) for the consumption of food and beverages. City staff supports the implementation of the Cowabunga Fundraiser event as an opportunity to provide families an opportunity to enjoy a community event and further enhance the quality of life in the city.
FISCAL IMPACT:
Per the City's Facilities Use Policy (Policy No. 815), the Director of Community Services maintains the discretion to waive facility use deposit fees for the benefit of the community programs and events but cannot waive staff costs or facility use fees. As identified by Rotary, all proceeds from the Cowabunga Fundraiser event will support further enhancing the quality of life of the Placentia community.
A breakdown of the fees for the event is identified in Attachment 3 and includes Staff costs and facility use fees associated with the implementation of the event. Total fees amount to $8,039. Of these total fees, $4,225 is associated with Staff costs for the event. The Rotary requests a 100% fee waiver. Given the benefit of this community event, Staff supports the proposed event and recommends that the City Council consider the approval of a fee waiver for the facility use fees as requested by the Rotary. Due to the size of the event, Staff recommends that the City Council not waive the Staff costs associated with the operation of the event or the damage deposit for use of the park. The City Council maintains the discretion to approve a full or partial fee waiver.
A special event and facility rental/use permit between the City and the Rotary will be required for the implementation of the event. Details of the permit will include the requirement for the Rotary to name the City as additionally insured for use of Kraemer Memorial Park, provide their staff and volunteers for the event, and rent all necessary equipment for the event at their own expense.
Prepared by:
Reviewed and approved by:
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Veronica Ortiz Karen Crocker `
Deputy Director o •m, unity Services Director of Community Services
City Council Agenda
July 2, 2024
Reviewed and approved by:
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Damien R. Arrula
City Administrator
Attachments:
1. Resolution R-2024-37
2. Placentia Rotary Club Letter requesting event approval
3. Staff and Facility Use Fees