TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Mario Rueda, Fire Chief
DATE: September 10, 2025
SUBJECT: APPROVAL OF REQUEST TO WAIVE SPECIAL EVENT
STANDBY SERVICE FEE FOR SAN MARINO HIGH
SCHOOL'S 2025 GRAD NIGHT EVENT
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Safe Community
BACKGROUND
Since 1955, San Marino High School has hosted a Grad Night event at the high school for graduating seniors. The long-standing tradition is organized, constructed, and funded primarily by parent volunteer contributions and donations from the San Marino community.
DISCUSSION
To ensure safety of the attending students, staff, and volunteers, the Fire Department engages with the Grad Night Committee early in the design phase of the event, ensuring fire protection is built into the props, construction features, access, and egress for all participants. This effort culminates with a requirement that a Fire Safety Officer be present for the duration of the Grad Night event. The Fire Safety Officer plays a critical role in protecting attendees by monitoring potential fire and life safety hazards, ensuring compliance with safety protocols, and providing immediate medical care if needed. The Fire Safety Officer is typically on standby for approximately 11 hours, covering the entire night of the event.
Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
The City of San Marino’s Adopted Fine and Fee Schedule includes a fee for Special Event Standby Service at $120 per hour, for a minimum of 4 hours.
In furtherance of the City’s longstanding support and partnership with the San Marino Unified School District, and because the event is arranged entirely by parents, volunteer contributions, and donations from San Marino residents, staff are requesting approval to waive applicable fees for this annual tradition.
Waiving the fee will allow community resources to remain fully dedicated to creating a safe and memorable experience for graduating seniors.
The waiver of this fee would join the several other methods of direct monetary and in-kind support the City of San Marino provides the San Marino Unified School District. Other examples of such support include the City‘s funding of the crossing guard program throughout the community, public safety and public works services associated with the homecoming parade, police presence at high school sporting events, track meet coordination, library services, and more.
FISCAL IMPACT & PROCUREMENT REVIEW
On June 6, 2025, the San Marino Fire Safety Officer assigned to the San Marino High School Grad Night event was on standby from 6:00 PM to 5:00 AM. The total cost to provide standby services was $1,320.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council waive the Special Event Standby Service fee for San Marino High School’s 2025 Grad Night event. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to waive the Special Event Standby Service fee for San Marino High School’s 2025 Grad Night event.”