06. Events/festival waivers
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CUPEIQ1NO
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City Hall
10300 Torre Avenue
Cupertino, CA 95014-3255
Telephooe: (408) 777-3220
Fax: (408) 777-3366
DEPARTMENT OF ADMINISTRATIVE SERVICES
SUMMARY
Agenda Item No: (p
Meeting Date: November 1, 2005
SUBJECT AND ISSUE
Receive a report on event/festival waivers.
BACKGROUND
At the October 4, 2005 City Council meeting, staff was asked to prepare a report to Council
summarizing the current city policy for event and festival waivers.
The Fiscal Year 04/05 Budget changed our policy in this area and cut festival out-of-pocket
expenditures, saving the General Fund approximately $35,700 per year. The new policy
provided for free use of city facilities but passed on the cost of city staff (public works and park
and recreation) and sheriff support to the sponsoring organizations. Memorial Park use has
always been free (except for the large group picnic area and amphitheater) and existing and long-
time festivals (Cherry Blossom, Chamber Art and Wine, Rotary Oktoberfest, Moon Festival and
the Unity Parade) have used the community and senior centers without rental fees, as no parking
was available to make these venues attractive to other renters. Council approved IFWC and the
Ikebana Flower Show use of the Quinlan Center during the budget review. New festivals are
currently charged for facility use.
In addition, the 04/05 Budget implemented a "Special Event Permit" fee for the use of city
streets. This fee would apply to our two parades - Battle of the Bands and the Unity Parade.
Both organizations were not charged the fee in 04/05 because their applications and/or booking
dates occurred prior to the beginning of that fiscal year when the fee became effective. This
year, both events will be charged the Special Event Permit fee of $1,090. Representatives from
the Battle of the Bands asked City Council to waive the fee, but were denied. Statements at oral
presentation at the October 4th meeting implied that waivers were not being consistently applied.
Please note, however, that this statement is incorrect and the Unity Parade will also be charged
this fee.
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Printed on Recycled Paper
RECOMMENDA nON
Receive the report and no further action is necessary.
Submitted by:
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Carol A. Atwood
Director of Administrative Services
Approved for submission:
David W. Knapp
City Manager
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