Exhibit CC 04/02/2013 #8 CC 4/2/13 Item # 8
PARKS AND RECREATION DEPARTMENT
CITY HALL
st.19,` 10300 TORRE AVENUE•CUPERTINO,CA 95014-3255
k
TELEPHONE:(408)777-3110 www.cupertino.org
CUPERTINO
CITY COUNCIL STAFF REPORT
Meeting: April 2, 2013
Subject
Review and Approve Modifications to the Community Special Events in Memorial Park
Policy, including Criteria for City Sponsorship of a Special Event.
Recommended Action
Approve policy.
Description
The City of Cupertino currently sponsors several special events in the community each
year. When Cupertino helps sponsor an event, it is in the form of in-kind services
including waiving facility and park rental fees and providing Sheriff's deputies and
Parks and Recreation staff support. A list of special events sponsored by Cupertino is
found on Attachment A. In conjunction with the 2012-2013 Budget process, the Council
inquired as to the criteria for Cupertino Sponsorship of a special event.
Cupertino has a policy entitled "Community Special Events at Memorial Park" that was
adopted by the City Council on August 16, 2005. The policy details the process to apply
for a special event, the logistics involved and several criteria requirements. Staff has
modified this policy to include all criteria and to update requirements based on current
activity in the park. A copy of this policy is found on Attachment B.
Discussion
Staff is recommending that the criteria for Cupertino support of a special event be
incorporated into the existing policy document, as it is a thorough outline of the process
to apply for a special event permit and a guide for operating a special event. The
recommended criteria for Council consideration can be found on page 5 of the policy.
The Parks and Recreation Commission voted to recommend these criteria at its
December 6, 2012 and March 28, 2013 Commission meetings. Final changes from their
March 28, 2013 meeting are incorporated herein.
Fiscal Impact
None
Prepared by: Carol Atwood, Acting Director of Parks and Recreation
Approved for Submission by: David Brandt, City Manager
Attachments: Attachment A—List of Special Events
Attachment B—Community Special Events in Memorial Park
Administrative services/park and recreation/staff reports/community special events in Memorial Park
2012 City of Cupertino Festival Breakdown ATTACHMENT A
1 1 ,
Festival Facilities Used Facility Usage 1! i Total
,
1
Cherry Blossom 2012(two day) All rooms at Quinlan,Amphitheater(Fri Sun) $8,420.00' $775.25 $3,780.00, $2,880.89 $15,856.14
-
,
, --;
World Journal 2012 ftwo-day) Senior Ctr.-Reception Hall, Bay Rm,Arts and Craft Rm(Sat-Sun.) $3 --i-,350.001 $575.00 $3,780.00 $3,868.66 $11,573.66
Amphitheater(Sat.-Sun.) 7
i T: 1
_, ;
Happy Kids Day-2012 i i Cupertino&Social Rm.(Sat.) $1,040.001 $500.001 $1,257.38 $2,797.38
1
City sponsored$3700 toward the 2012 event.
-,- -4
1 d.
Fall Festival-2012(one day) i i Senior Ctr.-Reception Hall(Fri&Sat),Amphitheater(Sat Sun) $2,380.00 $300.00! $1,200.001 $1,815.90, $5,695.90
4_
(Senior Center usage is for tne Fine Arts League Show)
-Ik- ---- J_-_-.___ ,
Diwali-2012(one-day) iCupertino&Social Rm.(Friday-Sat.) $1,850.00; $300.00 1
$0.001 $1,218.55 $3,368.55
t
.- - ,
.00 i ,
Ikebana Flower Show-2012 All rooms at Quinlan for 7 days(5 days for setup&2 days for show) $17 220.00r- ,
' $184.00 $0.00 I- $0 $17404.00—1
Have show every 18 months-next show is Feb.2014 1 1 1
I 1
Lions Club-2012 I Held at BBF-entire picnic area $575.00 I
$575.00
-1. I
WVCS BBQ-2012 I Held at BBF-Sycamore site $100.00 I 1 $100.00
7
i
Costs for 2012 Events $34,935.00 $2,634.251 $8,760.001 $11,041.38T $57,370.63
ATTACHMENT B
City of Cupertino
Community Special Events in Memorial Park
PURPOSE
To establish policies governing special events held within Memorial Park, City of
Cupertino.
DEFINITIONS
Special Events are events that take place within or contiguous to Memorial Park, City of
Cupertino, and are likely to:
• Interfere with the normal flow of pedestrian or vehicular traffic
• Require special accommodations, regulation of, or waiver of the usual traffic laws or
controls
• Generate a crowd of spectators sufficient in size to obstruct, delay, or interfere with
the normal flow of pedestrian or vehicular traffic
• Generate a crowd of sufficient size to restrict access to parks, recreation areas, city
facilities, or other public areas
• Result in the need for police regulation, monitoring, or control
POLICY
1. The City encourages special events and activities that benefit the community.
2. The City acknowledges that various groups and organizations plan special
events in Cupertino.
3. The sponsor of the event must submit an application for exclusive use of
Memorial Park to the Director of Parks and Recreation up to one year before the
event and no later than six (6) months prior to the event date.
4. Special event applications shall be awarded only to local tax exempt or civic
organizations that provide services to residents of Cupertino. An event producer
Community Special Events in Memorial Park Page 1 of 5 April 2,2013
may be retained by the tax-exempt organization to coordinate an event; however,
the tax-exempt organization will be considered the event applicant and will be
responsible for all costs, permits, requirements, regulations, etc. A three week
period between events is preferred A two-week period between events is
required to allow turf an opportunity to recover from the impacts of events.
5. Due to the parking impacts of De Anza College's Flea Market, special events will
not be allowed in Memorial Park the first Saturday of every month.
6. When reviewing the applications, the Director of Parks and Recreation, or
designee, will approve or deny the request using the following general
guidelines, and other factors specific to the event proposal:
• Is the application complete, and was it filed on time?
• Will the event provide cultural, social, recreational or educational activities for
Cupertino residents? New events (not previously held in Memorial Park) will
need to demonstrate that there will be a significant benefit to Cupertino residents
before a permit is issued.
• What benefits and impacts will the event create for businesses and residents in
Cupertino?
• Will the event conflict with other activities planned for Memorial Park, the
Quinlan Center or the Senior Center on the same day? Priority will be given to
events that have annually been held on the particular date(s).
• Is there a two-week period in between special events (for the turf to recover from
earlier events)? To the extent possible, three weeks should be allowed between
events.
• How will the event benefit charitable causes in Cupertino? For returning events,
what do you give to charitable causes in Cupertino?
• If this is a returning event to Memorial Park, did it
i. Comply with the Special Event Policies last year?
ii. Provide cultural, social, recreational or educational benefits to the
community?
Community Special Events in Memorial Park Page 2 of 5 April 2,2013
7. Complying with this Special Event Balky, Applicants shall also comply with all
applicable laws, ordinances and regulations. Sound measured at the property
line during an event must be within allowable limits stated in the City's noise
ordinance.
8. Event Organization shall provide insurance against claims for injuries to persons
or damages to property which may arise from or in connection with the event
arising from work or activities performed by the Event Organization, its agents,
representatives, employees or subcor tractors. The minimum limits of insurance
are $1,000,000 general liability with "City of Cupertino, its City Council, boards
and commissions, officers, employees and volunteers" listed as additional
insured.
9. Upon the director's approval of the special event application, event organizers
shall meet with City staff from Public Works and Parks and Recreation
Departments to review special conditions for exclusive use of Memorial Park.
10. The Director of Parks and Recreation, or designee, may add special conditions
for exclusive use.
SPECIAL CONDITIONS
1. Special event organizers must meet insurance requirements for public liability,
automobile liability and workers compensation liability as.outlined in the City's
special event insurance packet. An applicant must provide evidence of tax-exempt
status. The City of Cupertino Exclusive Use Permit Application must be approved
by the Director of Parks and Recreation or designee.
2. Event set-up shall begin no earlier than 7:00 a.m. on Friday and all activity must
cease by 10:00 p.m. no later than X2:00--p.m. noon on Monday. Vendors will be
permitted to unload supplies and equipment from Stevens Creek Boulevard and
Anton Way during Saturday and Sunday, 7:00 a.m. to 10:00 a.m. and 4:00 p.m. to
7:00 p.m. At all other times, Stevens Creek Boulevard and Anton Way are a NO
STOPPING /NO PARKING ZONE.
3. Event volunteers will monitor the Quinlan Community Center front parking lot,
Sports Center parking lot and both entrances to the Commons, Christensen Drive
and Oaks Shopping Center during the event's hours of operation to prohibit event
parking. The monitors are required to be adults (over the age of 18), English
Community Special Events in Memorial Park Page 3 of 5 April 2,2013
speaking and to have a cell phone to communicate with event organizers and
Sheriffs' Department.
4. Tents will be secured using water barrels or concrete blocks. Absolutely no stakes
will be driven into the ground. Inflatables will be the only exception to this policy
and the location must be approved by the Parks & Recreation and the Public Works
Department.
5. Day of event promotional signs may be displayed in the interior of Memorial Park.
Signs may not be placed on the sidewalk or in the public right of way.
6. Event advertisement in Memorial Park may take place no earlier than two weeks
before the event. Tying banners to park trees is not allowed.
7. Clearly marked debris, recycle, and compost containers are required in Memorial
Park (must contact Los Altos Garbage Recology). Organizers are responsible for
ordering, paying, and emptying trash receptacles in Memorial Park on event days.
8. An event layout must be submitted to the Parks and Recreation Department in
writing fourteen (14) days prior to event.
9. Off-site parking plans must be submitted in writing thirty (30) days prior to event.
10. Golf carts may be used to transport supplies through Memorial Park. No other
motorized vehicles (except wheelchairs) will be allowed. Golf carts must be driven
by licensed drivers over the age of 18 years old.
11. Organizers are required to hire Sheriff's Department Deputies to patrol the park
during the event. The schedule for the Deputies will be approved by the Director of
Parks and Recreation or designee. The deputies shall enforce city and park
ordinances, and in particular, prevent vehicles from driving into the park. The
Parks and Recreation Director, or designee, shall determine the number of officers
needed to patrol the event.
12. Portable toilets and ADA portable toilets with hand washing facilities will be
required.
13. Event organizers shall provide written notification thirty days in advance of the
festival to adjacent neighbors on Christensen Drive and the Commons. Mailing
Community Special Events in Memorial Park Page 4 of 5 April 2,2013
labels will be provided. Event organizers are required to notify the Oaks Shopping
Center management of expected event impacts.
14. Only water-soluble material for marking booth spaces may be used.
15. The maximum number of booths shall be approved by the Parks and Recreation
Department representative. Organizers must obtain a Festival and Fair Permit from
County of Santa Clara Department of Environmental Health and an Outdoor Fairs
Permit from Santa Clara County Fire Department in advance of festival date. If
alcohol is being sold, organizers must obtain a license from the Department of
Alcoholic Beverage Control.
16. Festival organizers must provide, in advance of festival date, the "City of Cupertino
Regulations for Festival Vendors in Memorial Park" to all festival vendors.
17. Festival organizers must abide by Fire Code requirements.
CRITERIA FOR CUPERTINO SUPPORT OF A SPECIAL EVENT
The City of Cupertino encourages special events and activities that benefit the
community. The following criteria must be met for Cupertino support of a special
event to be considered. The special event should:
• Provide cultural, social, recreational or educational activities for Cupertino
residents.
• Demonstrate significant benefit to Cupertino residents.
• Benefit Cupertino businesses.
• Benefit charitable causes in Cupertino.
• Obtain other sponsors in addition to the City of Cupertino. The City may
request a copy of the event budget and the event volunteer hours.
• Demonstrate compliance with the Cupertino Special Event Policy as well as
applicable laws, ordinances and regulations (returning event only).
• Submit letters of support along with its permit application (new event only).
Neighbors of the special event should be notified in advance of a City Council
decision on the proposed new special event.
Approved by the City Council on August 16, 2005; April 2, 2013
Admin services/park and recreation/community special events in rr emorial park—cc-April 2,2013
Community Special Events in Memorial Park Page 5 of 5 April 2,2013