CITY OF POMONA
COUNCIL REPORT
August 5, 2024
To: Honorable Mayor and Members of the City Council
From: Anita D. Gutierrez, City Manager
Submitted By: Mark J. Gluba, Assistant City Manager
SUBJECT: ADOPT A SPECIAL EVENTS POLICY AND PROCEDURES
RECOMMENDATION:
It is recommended that the City Council adopt the following resolution:
RESOLUTION NO. 2024-106 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POMONA, CALIFORNIA ADOPTING A SPECIAL EVENTS POLICY AND PROCEDURES EXECUTIVE SUMMARY:
Adoption of Resolution 2024-106 (Attachment 1) will allow the implementation of a Special Events Policy and Procedures “Policy” for non-City events to minimize liability, ensure public safety, streamline the process, and enhance the overall customer service experience for applicants, participants, attendees, residents, and businesses.
SB1439/GOVERNMENT CODE §84308 APPLICABILITY:
☐ When this box is checked, it indicates the agenda item is subject to the Levine Act SB1439 requirements. Councilmembers are reminded to check their campaign contributions and determine whether they have received a campaign contribution of $250 or more that would require disclosure and/or recusal from discussing or acting on this agenda item. Campaign contributions of $250 or more made 1) by any person or entity who is identified in the agenda report as the applicant or proposer or 2) on behalf of the applicant or participant, including a parent, subsidiary or otherwise related business entity, or 3) by any person who has a financial interest in the agenda item requires a councilmember to comply with SB1439.
FISCAL IMPACT:
This action has no fiscal impact. Standardized procedures are expected to result in long-term cost savings through improved efficiency and resource management.
DISCUSSION:
Special events enrich the social and cultural wellbeing of our community. However, the absence of a standardized policy and procedure has led to inconsistencies in event management, safety concerns, and resource allocation. To address these issues, a special events policy for non-City events was created to minimize liability, ensure safety, streamline processes, and enhance the overall customer service experience for applicants, participants, attendees, residents, and businesses.
In 2019, a Special Events Committee was formed to review special event applications, plot plans, street closures, and make recommendations for increased safety measures. Feedback from event organizers and Park and Recreation Commissioners indicated a need for further improvement for the application process. In response, staff researched best practices, consulted with other cities, presented the special events process to the public, and created a simplified, one-page Los Angeles Public Health food permit process, vetted by Los Angeles County Public Health.
The Special Events Committee, which includes staff from Risk Management, Police, Public Works, and Los Angeles County Fire, reviewed the new policy. Currently, staff is revamping the five-page application into a one-page application, enhancing accessibility on the City’s website and mobile platforms, and improving the approval process for customer service efficiency.
The Policy (Attachment 2) outlines the approval and implementation process for special events. The goal is to ensure transparent and equal access to a fair review and approval process, enhancing both efficiency and customer service.
If approved by the City Council, this Special Events Policy and Procedures will be available on the City’s website and shared with future event organizers. Adopting the policy will provide a structured approach to managing special events, enhancing safety, and ensuring a positive experience for participants and the community. We recommend that the City Council approve the policy as presented.
COUNCIL PRIORITIES & GOALS:
This item supports the 2021-2022 City Council Priority 4: Safe and Clean Community – Goal M: Improve safety and cleanliness at parks and public spaces.
Prepared by:
Monica Belloso
Management Analyst
Attachment 1- Resolution 2024-106
Attachment 2 - Special Events Policy and Procedures
Adopt a Special Events Policy