Agenda Item No. 17
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services w
FOR: City Council Meeting of August 22, 2022
SUBJECT: 2022 Autumnfest
RECOMMENDATION:
That City Council:
1. Review and approve the 2022 Autumnfest layout and associated street closures; and
2. Approve the Beer and Wine Garden and associated boundaries.
DISCUSSION:
The Autumnfest Planning Committee (Committee) is comprised of representatives from the Knights of Columbus, Rotary Club of Yucaipa, the Chamber of Commerce, Yucaipa News Mirror, the Past Pleasures Car Club, and City staff. The Committee will continue to meet monthly to plan and execute the details of the event. The following are the proposed details for the 2022 Autumnfest (Event).
The Event will take place on Friday, September 30, 2022, from 6:00 p.m. to 10:00 p.m., and Saturday, October 1, 2022, from 1:00 p.m. to 9:00 p.m. The following is an outline of the suggested activities, layout, street closures, beer and wine garden (Garden), and live entertainment for the Event.
Activities
■ Garden (Knights of Columbus)
■ Food and Merchandise vendors (Yucaipa Chamber)
■ Haunted House (City)
■ Kids Zone (City)
■ `Show & Go' Car Show (Past Pleasures Car Club) — Friday only ■ Cornhole Tournament (City) — Saturday only
Event Layout
The Event layout is consistent with previous years' configurations whereby the `Show & Go' Car Show and cornhole activities will be located on Yucaipa Boulevard between 2nd Street and California Street, merchandise vendors will be located on both Yucaipa Boulevard and California Street, and food vendors will be located in the dirt lot in-between Brewcaipa and the Yucaipa Performing Arts Center (YPAC). The entertainment/main stage will be located -307-
on the YPAC outdoor stage. The Kids Zone will be located on California Street, north of Yucaipa Boulevard and the Haunted House will be set up inside the YPAC.
Street Closures
The 2022 Autumnfest will be held on Yucaipa Boulevard, from 2nd Street to Adams Street, and California Street, from Acacia Avenue to Avenue A. The following street closures will be necessary to conduct this event:
• Yucaipa Boulevard at Second Street, east of roundabout o Friday only
• Yucaipa Boulevard at 2nd Street, west of roundabout
o Friday closure for 45 minutes, during `Show & Go'
• Yucaipa Boulevard at Adams Street, west of intersection o Friday and Saturday
• California Street south of Acacia Avenue
o Friday and Saturday
• California Street north of Avenue A
o Friday and Saturday
• Yucaipa Boulevard at lst Street, east of intersection o Saturday only
Street closures will take effect on Friday, September 30, 2022, at 1:00 p.m. and will reopen on Saturday, October 1, 2022, by 11:45 p.m.
Garden
The Garden will be located near the main stage, in the Uptown Park. The boundaries of the Garden will include the Uptown Park and will be monitored by the Knights of Columbus. If the Knights of Columbus cannot find volunteers, security will be hired to monitor the boundaries of the Garden. The expense for security, if used, will be deducted from the proceeds of the Garden. The boundaries are detailed in Attachment A. Net revenues generated from the Garden will be split 50150 between the Knights of Columbus and the City.
Live Entertainment
The Committee has reviewed and is recommending the following entertainment:
• Friday evening entertainment will feature:
o The San Bernardino Teen Workshop
o Tijuana Dogs, a Rock, Dance, Party Band
• Saturday entertainment will feature:
o Yucaipa Dance
o YHS
o An 80's cover band (waiting on a final signed agreement) FISCAL IMPACT:
The direct costs to provide entertainment, production, staffing, activities, inflatables, security, sanitation facilities, and other miscellaneous expenses are detailed in the Attached Budget.
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The Fiscal Year 2022/2023 Adopted Budget includes estimates for Autumnfest revenues in the amount of $20,000 and expenses in the amount of $50,000, with an additional amount of $2,100 in part-time temporary wage expenditures allocated elsewhere in the General Fund Adopted Budget.
Attachments:
A. Proposed Budget
B. Event Site Map
Approved by: IA; 11
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UVEMATO ■ 1/ \
Autumnfest 2022 Budget
ESTIMATED
Revenues
Budgeted Revenue:
Kids Zone
Beer and Wine Garden Sales
Vendor Booths
Haunted House
Total Revenues
Expenditures
Budgeted Expenditures:
Entertainment
Saturday Entertainment
Friday Entertainment
Green Room Misc and Food
Subtotal Entertainment
Infrastructure
Sound & Lights
Temp. Sanitation Facilities
Security
Miscellaneous
Teen Area Rental
Kids Zone Rentals
Subtotal Infrastructure
Advertising
Marketing
$
4,000.00
$
2,500.00
$
9,000.00
$
4,500.00
$
20,000.00
$ 12,000.00
$ 8,500.00
$ 500.00
ACTUALS
$ 21, 000.00 $ -
$
10,000.00
$
3,000.00
$
3,000.00
$
1,000.00
$
4,000.00
$
4,000.00
$
25, 000.00 $ -
$ 4,000.00
Subtotal Advertising
$
4,000.00
SubTotal Expenditures $
50,000.00
Temporary Wages
$
2,100.00
Total Expenditures $
52,100.00
Net Expense
$
32,100.00
In -Kind Support (budgeted)
PW: Street Closures
$
1,500.00
Sheriff/Police
$
3,500.00
Fire
$
1,000.00
In -kind Total
$
6,000.00
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VAYZ�l I I I I I iT� I i I
MAIN I
* STAGE *
garden
information booth
Q cal fire booth
restrooms
1 FOOD VENDORS
MERCHANDISE VENDORS
Show N Go Car Show - Friday
Cornhole Tournament- Saturday
Kids Zone