Agenda Item No.
16 CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services CPVV
FOR: City Council Meeting of October 24, 2022
SUBJECT: 2022 Winterfest
RECOMMENDATION:
That City Council:
1. Review and approve the 2022 Winterfest layout and associated street closures; and
2. Approve the Beer and Wine Garden and associated boundaries; and
3. Consider the request made by the Uptown Association and, if approved, authorize a budget adjustment in the amount of $6,000 to increase Winterfest expenses in the Special Events Division of the Community Services Department during the FY 2022/2023 and reduce the non -department budget.
DISCUSSION:
The 2022 Winterfest will take place on Saturday, November 26, 2022, from 2:00 p.m. to 9:00 p.m. in the Historic Uptown. The following is an outline of the proposed activities, street closures, and beer and wine garden (Garden) for the Winterfest.
Activities
Vendors
The vendors will be managed by the Chamber of Commerce. City staff will help with marketing and onsite logistics such as maps and electricity. Food vendors will be located on California Street north of Yucaipa Boulevard. Similar to previous years, the merchandise vendors will be located on California Street in between Yucaipa Boulevard and Avenue A. The net income received by the Chamber for food and merchandise vendor spaces will be shared equally with the City.
Live Entertainment
The main stage will be located on the Yucaipa Performing Arts Center (YPAC) outdoor stage. The afternoon entertainment will include local bands and the night will end with festive holiday music. In addition to the main stage, live entertainment will be roaming the boundaries of the event.
Tree Lighting Ceremony
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A 24-foot Christmas tree will be decorated for the season and located in the Uptown Park.
A tree lighting ceremony will take place at 5:30 p.m. on the YPAC outdoor stage.
Santa's Village
Santa's Village will include a 30-ton snow hill with three lanes for sledding, a "North Pole Mailroom" to write letters to Santa, "Mrs. Claus' Kitchen" for children to decorate gingerbread cookies, an "Elves' Workshop" for creating a take-home craft, and a train ride.
Santa's Village will be located on Yucaipa Blvd., west of California street.
Photos with Santa
Photos with Santa will include Santa, Christmas photo props and a professional photographer. Participants can purchase a professional picture or take a picture with their phone for free. Photos with Santa will be located inside the YPAC.
Ice Rink
Per City Council's approval on March 28, 2022, the 4,000-5,000 sq. ft. ice rink will open on November 26, 2022, for the holiday season. The ice rink will be located in the lot in- between the YPAC and Brewcaipa. The schedule will include multiple one hour skate sessions as well as party packages.
Street Closures
The 2022 Winterfest will be held on Yucaipa Boulevard, from First Street to Adams Street, and California Street, from Acacia Avenue to Avenue B. The following street closures will be necessary in order to conduct the event:
• Yucaipa Boulevard at First Street, east of intersection • Yucaipa Boulevard at Adams Street, west of intersection • California Street at Acacia Avenue, south of intersection • California Street at Avenue A, north of intersection
If the vendors will be located in the middle of the street, street closures will need to take effect on Saturday, November 26, 2022, at 10:00 a.m. and will reopen by 11:45 p.m.
Garden
The Garden will be managed by the Knights of Columbus and will be in the Uptown Park. Similar to previous years, the Garden will serve beer, wine, and "hot toddies." The boundaries of the Garden will be confined to the Uptown Park and will be managed by a security company. The expense for security will be paid for by gross profits from the Garden. Net revenues generated from the Garden will be split 50/50 between the Knights of Columbus and the City.
Uptown Association Request
The Uptown Association has requested that all vendors be located in the middle of the street similar to Yucaipa Music and Arts Festival as opposed to having them located in the parking stalls in front of the businesses similar to Autumnfest. This request would require power to be located in the middle of the street and additional street closure time will be needed in order to setup the vendors.
In order to accommodate the power requirements staff has reached out to Calimesa Tech Services for a quote. The total cost of power will be $6,000. This amount exceeds the current Winterfest expenditure budget; therefore, a budget adjustment would be required to accommodate the request.
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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.
The Fiscal Year 2022/2023 Adopted Budget includes estimates for Winterfest revenues in the amount of $7,800 and expenses in the amount of $31,125, with an additional amount of $2,400 in part-time temporary wage expenditures allocated elsewhere in the General Fund Adopted Budget.
If Council approves the Uptown Association request, the amount of $6,000 will be allocated from the non -department contingency account to complete a budget adjustment and transfer the appropriate expenditure to the Community Services Department special events division. This amount exceeds the current Winterfest expenditure budget; therefore, a budget adjustment would be required to accommodate the request. If approved, the remaining balance in the non -department contingency account will be $184,000.
Attachments: A) Winterfest Budget
B) W/Vterfest Layout
Approved by:
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ATTACHMENT A
Winterfest 2022 BudLyet
ESTIMATED
ESTIMATE WITH POWER
Revenues
Budgeted Revenue:
Kids Zone
$
5,000.00
$
5,000.00
Beer and Wine Garden Sales
$
1,000.00
$
1,000.00
Vendor Booths
$
1,000.00
$
1,000.00
Sponsorship
$
800.00
$
800.00
Total Revenues
$
7,800.00
$
7,800.00
Amount Allocated For Temporary Wages
$
2,400.00
$
2,400.00
Allocated General Fund Contribution
$
23,325.00
$
23,325.00
Total Resources Available for Winterfest
$
33,525.00
$
33,525.00
Expenditures
Budgeted Expenditures:
Entertainment
Entertainment
$
4,500.00
$
4,500.00
Green Room Misc and Food
$
420.00
$
420.00
Subtotal Entertainment
$
4,920.00
$
4,920.00
Infrastructure
Sound & Lights
$
5,000.00
$
5,000.00
Temp. Sanitation Facilities
$
2,500.00
$
2,500.00
Security
$
1,035.00
$
1,035.00
Power
$6,000
Snow
$
11,170.00
$
11,170.00
Arts and Crafts
$
1,000.00
$
1,000.00
Inflatable/Kids Zone rentals
$
4,500.00
$
4,500.00
Subtotallnfrastructure
$
25,205.00
$
31,205.00
Advertising
Marketing
$
1,000.00
$
1,000.00
Subtotal Advertising $
1,000.00
$
1,000.00
SubTotal Expenditures $
31,125.00
$
37,125.00
Temporary Wages
$
2,400.00
$
2,400.00
Total Expenditures $
33,525.00
$
39,525.00
Net Expense
$
-
$
6,000.00
In -Kind Support (budgeted)
PW: Street Closures
$
1,500.00
Sheriff/Police
$
2,000.00
Fire
$
500.00
In -kind Total
$
4,000.00
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4 • I Attach
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