POINT ARENA CITY COUNCIL
AGENDA ITEM SUMMARY
AGENDA ITEM: IX A
MEETING DATE: 5/23/2023
TITLE
2023 Independence Weekend Celebration: Street Fair & Fireworks Extravaganza July 1 & Main Street Independence Parade July 2
RECOMMENDED ACTION
Receive report and adopt the following:
1) Resolution 2023-08 Suspending Section 9.05.010 of the Point Arena Municipal Code During the Independence Weekend Celebration on July 1 & 2, 2023 2) Resolution 2023-09 Authorizing the City Manager to Execute a California Department of Transportation Standard Encroachment Permit Application for the July 2, 2023 Main Street Independence Parade
ANALYSIS
The Annual Independence Weekend Celebration will occur the weekend of July 1 & 2.
The Street Fair & Fireworks Extravaganza will take place at Arena Cove from 4pm until 11pm on Saturday, July 1. The Main Street Independence Parade will take place at Noon on Sunday May 2.
Planning has begun for the events. The City has released vendor information for the street fair and isrequesting sponsorships. The fireworks show will cost $15,000 this year, an expected increase given the state of the pyrotechnics industry which has seen a 35% rise in costs since 2021.
The Street Fair opens at 4pm at Arena Cove. Vendors include a variety of food, drink including beer and wine, arts and crafts and a large kids’ area with bounce house. This year’s musical lineup includes Finians Call, Boonfire, Funkosaurus and Aaron Borowitz and the Golden Chanterelles. Fireworks begin at dark and will last approx. 15-20 minutes. A listing of pyrotechnics is attached.
An event of this size runs on volunteers and provides community members a way to help put on this spectacular event. Organizers are actively recruiting volunteers to assist with gate entry, parking, clean-up and other tasks. Volunteers get free admission and a tshirt.
There is still space for vendors including food, drink and arts and crafts. Anyone interested in helping fill out our kids’ area is encouraged to apply.
The event is also seeking sponsors for the fireworks. Any profit from the event will be deposited in the Point Arena Pier’s Repair & Rehabilitation Fund.
This year’s parade theme is “Stayin’ Alive” to commemorate surviving the pandemic and winter storms. The parade seeks a wide variety of entrants, especially floats. Parade entrants should submit their information to City Hall in advance of the event. Entrants begin to gather at Point Arena High School around 10:30am where volunteers will be able to help locate a place in the parade route. The parade starts at the intersection of Main and School Streets and proceeds down Main Street to Iverson Avenue at noon.
Attached are two resolutions. One authorizes the submission of an encroachment permit to CalTrans for the full closure of Main Street for the parade. The other resolution allows the open consumption of alcohol from 4-11pm on July 1 and 11am and 2pm on July 2, 2023.
FISCAL IMPACT
Any profit from the Street Fair & Fireworks Extravaganza will be deposited in the Point Arena Pier’s Repair & Rehabilitation Fund.
ATTACHMENTS
1) 2023 Poster by Steve Oliff
2) Fireworks Display Information
3) Vendor Application
4) Sponsor Letter
CITY MANAGER SIGNATURE
_________________________________
Paul Andersen, City Manager
Independence Celebration
2023 STREET FAIR VENDOR FORM – July 1, 2023
Vendor/Business Name
Contact Person(s)
Mailing Address
Phone Email
Type of Booth:
Food/Beverage Arts & Crafts Commercial
Activity/Game/Entertainment Informational Nonprofit? YES NO Electricity Requested ($15 Fee)
Description of Services/Items to be Sold:
Names as listed on Identification/Driver’s License of each Vendor Staff (up to 4):
Vendor Staff/Early Entry Gate List:
Vendor Staff/Early Entry Gate List:
Vendor Staff/Early Entry Gate List:
Vendor Staff/Early Entry Gate List:
Fees: Crafts Booths: $50.00. Food Booths: $150. There is a $15 charge if electricity needs to be provided. In addition to payment, a $100.00 security deposit is also required for all vendors.
Please submit a separate check for this amount. If event rules are followed and cleanup of the booth space is performed, the check will be returned.
(OVER)
I have read and understand the terms of the Vendor Requirements & Information Sheet: ________ initial
Please sign below and return with fee and security deposit to the City of Point Arena in person at City Hall, 451 School Street, or mail to PO Box 67, Point Arena, CA 95468. __________________________________________________________ ______________________ Signature Date
Terms: In consideration of the acceptance of my application for entry into the above event, I hereby waive, release and discharge any and all claims for damages for death, personal injury, or property damage which I may have, or which hereafter accrue to me, against the City as a result of work performed by the City. This release is intended to discharge the City, its officers, officials, employees, and volunteers, and other involved municipalities or public agencies from and against any and all liability arising out of negligence or carelessness on the part of persons or cities mentioned above. I further understand that accidents and injuries can arise out of the event; knowing the risks, nevertheless, I hereby assume those risks and to release and to hold harmless all of the persons or agencies mentioned above who might otherwise be liable to me for damages. It is further understood and agreed that this waiver, release, and assumption is the be binding on my heirs and assigns.
Street Fair – Vendor Requirements & Information Sheet
Thank you for your interest in participating in this year’s Independence Celebration Street Fair on Saturday July 1, 2023. We are happy to have an enthusiastic committee of local volunteer citizens heading up this year’s event! The following is some information you will need to know.
All Vendors
A completed vendor application, fee and separate security deposit check must be submitted by Friday June 9. You may submit the application and fees to the address below or by drop off at City Hall. Booth size is 10' x 10'. Booth locations will be assigned. We have limited electricity available; please make your request early to secure accommodations. Upon arrival, each vendor is required to check in with the Vendor Relations Manager to get your booth location assignment and to begin the 30-minute clock on your booth delivery period. Booth Delivery will be between 1 p.m. and 3 p.m. No vehicles will be allowed in the fair area after 3 p.m.
Upon vehicle entry for Booth Delivery, each Vendor will have a 30-minute delivery window. Once your delivery window has elapsed, you must park in the designated Vendor Parking area at the Rock Wall. Vendors may have no more than two vehicles for booth deliveries and subsequent Vendor Parking at the Rock Wall. Booth Set Up will be between 1:30 p.m. and 3:30 p.m. You must be set up by 3:30 p.m. You may not tear down booths until after the last firework is shot. You must dispose of all your trash and leave your area free of litter.
No styrofoam products allowed.
No alcoholsales. No silly string sales or other products that create litter.
Additional Requirements for Food Vendors
You must get a 1-day Food Facility permit from the County of Mendocino. You must provide a copy of the permit to us prior to the event. If you are already a permitted food facility, you may submit a copy of your permit to us prior to the event.
You must have a pop-up tent or canopy cover, with sides attached and provide your own work surfaces. You must provide trash and recycling containers.
Vendor Fee Breakdown
Crafts booths are $50, food booths are $150. These fees cover the cost of liability insurance. Electricity Fee of $15 to be added to the booth fee if electricity is needed. A $100 Security Deposit is required for all vendors. Please submit a separate check for this amount. *If you adhere to the event rules, your Security Deposit will be returned. Checks must be made out to the City of Point Arena.
Submit completed documents to:
City of Point Arena
PO Box 67
Point Arena, CA 95468
If you have questions, contact City Hall at 707-882-2122 or [email protected] 2023 Point Arena
Fireworks extravaganza
Help Sponsor One of Our Community’s Largest Celebrations! The most highly anticipated event on the South Coast – the Point Arena Fireworks Extravaganza – will occur July 1, 2023!
Upwards of 2500 people attend the Fireworks
Extravaganza at Arena Cove and the event has
achieved renown with locals and visitors alike.
We often field calls from out-of-towners inquiring
when this year’s festival will occur so they can
make vacation plans.
As with any event, costs have increased. We have
been very fortunate to have a first-rate fireworks
show for a relatively inexpensive price. This year,
our fireworks provider – Pyro Spectaculars – is
asking for $15,000 for the fireworks show.
We all know how important this event is to the South Coast economically. To keep this important event going, we need your financial help. Every year the event is funded in part by donations from generous individuals, organizations and businesses like yours.
Our goal this year is to raise $15,000 to cover the cost of the fireworks show itself.
The City does not make a profit from this event. We always break even or run a small deficit. This wonderful event doesn’t just happen out of the blue – it takes many hours of planning and lot of hard work by a dedicated group of volunteers and City staff. The event is also very expensive to host – there are costs for security, insurance, porta-potties, trash and recycling, and clean-up.
To keep this event going strong, we need your financial support. We are asking you to step up and contribute to this year’s fireworks show - please be as generous as you can. This event is critical for local merchants and helps sell our city to visitors in a way no other event can!
Thank you for your consideration,
2023 Independence Weekend Committee