Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services
FOR: City Council Meeting of August 28, 2023
SUBJECT: 2023 Autumnfest
RECOMMENDATION:
That the City Council:
1. Review and approve the 2023 Autumnfest layout and associated street closures; and
2. Approve the Beer and Wine Garden and associated boundaries; and
3. Approve a $5,000 increase to Autumnfest budgeted expenditures.
DISCUSSION:
The 2023 Autumnfest (Event) will take place on Friday, September 29, 2023, from 6:00 p.m. to 10:00 p.m., and Saturday, September 30, 2023, from 1:00 p.m. to 9:00 p.m. The following is an outline of the 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 ■ Touch A Truck (City) — Saturday only
Event Lavout
The Event layout is consistent with previous years' configurations whereby the `Show & Go' Car Show and Touch A Truck activities will be located on Yucaipa Boulevard between 2na Street and California Street, merchandise vendors will be located on 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 on the YPAC outdoor stage.
The Kids Zone will be located on Yucaipa Boulevard east of California Street and the Haunted House will be set up inside the YPAC.
Street Closures
The following street closures are necessary to conduct this event:
• Yucaipa Boulevard at Second Street, east of roundabout o Friday only
• Yucaipa Boulevard at 2°d 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 at Acacia Avenue, south of intersection o Friday and Saturday
• California Street at Avenue A, north of intersection
o Friday and Saturday
• Yucaipa Boulevard at 1st Street, east of intersection o Saturday only
Street closures will take effect on Friday, September 29, 2023, at 12:00 p.m. and will reopen on Saturday, September 30, 2023, 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 food court and will be monitored by security guards.
The expense for security, if used, will be deducted from the proceeds of the Garden. The boundaries are detailed in Attachment 2. Net revenues generated from the Garden will be split 50150 between the Knights of Columbus and the City.
Live Entertainment
• Friday evening entertainment will feature:
o YHS Thunderbird Marching Band
o Soul Pointe
o Spazmatics
Saturday entertainment will feature:
o Yucaipa Dance
o Green Today
o Just Like Pink
FISCAL IMT PACT:
The adopted FY 2023-2024 Annual Budget includes Autumnfest as a special event and estimates revenue of $25,000 and expenditures of $50,000. Staff is requesting an additional $5,000 to be added to the budget, due to the increase in costs for infrastructure. Following this adjustment, the projected net cost to the General Fund will be $30,000.
Attachments:
1. Proposed Budget
2. Event Site Map
Approved by:
2 ATTACHMENT 1
ATTACHMENT A
Autumnfest 2023 Budget
ESTIMATED
Revenues
Bud1jeted Revenue:
Sponsorships
Kids Zone
Beer and Wine Garden Sales
Vendor Booths
Car Show Registration
Haunted House
Total Revenues
Expenditures
Budgeted Expenditures:
Entertainment
Saturday Entertainment
Friday Entertainment
Green Room Misc and Food
Subtotal Entertainment
Infrastructure
Sound & Lights
Power
Temp. Sanitation Facilities
Security
Miscellaneous (Rentals, supplies, radios)
Inflatable/Kids Zone rentals/Haunted House
Subtotal Infrastructure
Advertising
Marketing
Subtotal Advertising
Net Expense
In -Kind SuDDort (budgeted)
PW: Street Closures
Sheriff/Police
Fire
In -kind Total
$ 8,000.00
$ 5,000.00
$ 2,000.00
$ 7,300.00
$ 200.00
$ 2,500.00
$ 25,000.00
$
10,000.00
$
6,000.00
$
2,000.00
$
18, 000.00
$ 10,000.00
$ 6,500.00
$ 5,000.00
$ 3,200.00
$ 4,300.00
$ 6,000.00
ACTUALS
$ 35, 000.00 $ -
$ 2,000.00
$ 2,000.00 $ -
SubTotal Expenditures $ 55,000.00 $ -
Total Expenditures $ 55,000.00 $ -
$ 30,000.00
$
1,500.00
$
3,500.00
$
1,000.00
$
6,000.00
ATTACHMENT 2
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