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SARATOGA CITY COUNCIL
MEETING DATE: July 7, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Morrow DIRECTOR: Barbara Powell
Administrative Analyst II Assistant City Manager
SUBJECT: Wildwood Cinema Movie Night
RECOMMENDED ACTION:
Accept report and provide direction on the following items:
1. Parks and Recreation Commission’s request that the Council cosponsor Wildwood
Cinema Movie Night by waiving City fees, which include park rental, special event
permit, and banner fees;
2. Parks and Recreation Commission’s request that the Council authorize the Commission
to seek partnerships with community organizations, such as the Chamber of Commerce or
Saratoga-Monte Sereno Community Foundation, to fund and co-host Wildwood Cinema
Movie Night;
3. Parks and Recreation’s request to seek donations to cover Wildwood Cinema Movie
Night expenses; and
4. Resolution allowing Wildwood Park to stay open until 10:00 p.m. on September 11,
2010.
BACKGROUND:
On March 3, 2010, the Parks and Recreation Commission (“Commission”) presented its
proposed work plan to the City Council during a joint meeting. At that time, the Commission
proposed holding a music event in one of the City’s parks to bring residents together and bring
greater awareness of Saratoga parks to the Community.
At the June 14, 2010, the Commission discussed options for a musical event and agreed to
change the event to a movie night in Wildwood Park in September. The event, which the
Commission has titled Wildwood Cinema Movie Night, is tentatively scheduled for September
11, 2010 at 7:30 p.m. The Commission has discussed showing a movie that features an actor,
writer, or producer from Saratoga.
City Co-sponsorship & Community Partnership:
The Commission is requesting that the City Council cosponsor the event by waiving City fees,
including park rental, special event permit, and banner fees (optional – see below). The
Commission is also seeking Council authorization to partner with a community organization, like
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the Chamber of Commerce or Saratoga-Monte Sereno Community Foundation, which can pay
for event expenses (aside from City fees) and help coordinate the event.
Donations:
Additionally, the Commission is asking Council for permission to solicit donations to cover
event expenses. However, the City Attorney has advised staff that approval of this request may
result in the appearance of a potential conflict of interest and could raise concerns about the
influence of event contributions on future Commission decisions. Furthermore, this request raises
logistical concerns. For example, money will need to be disbursed on a reimbursement basis and
the Council may want to consider who would be responsible for event expenses if donations are
insufficient to cover all costs.
City Event Funding:
As an alternative to allowing the Commission to seek partnerships with community organizations
or solicit donations, the City Council may choose to allocate money from the Community Event
Fund to cover all event expenses. There is currently $1,800 available in this fund. The
Commission expects the total cost of the event will be $1,600 at minimum.
Park Hours Extension:
To allow the Commission to hold the event, the Council will also need to approve the attached
resolution extending Wildwood Park hours to 10:00 p.m. on September 11, 2010. Per City Code
(11-05.020), Saratoga parks close half an hour after sunset and park hours can be temporarily
adjusted by a resolution of the City Council.
FISCAL IMPACTS:
The total cost of the City fees will be $145 if the Commission decides not to rent the banner
space in Blaney Plaza. If banner space is rented, the City fees will be $445. If the Council decides
to allocate funds to cover all event expenses, the total cost will be $1,600 without the banner or
$2,900 with the banner (includes production and space rental). The list of all the expenses is
detailed below, including event expenses with and without the banner.
Currently, there is $1,800 remaining in the Community Event Fund in fiscal year 2010/11 should
the Council decide to use this money to pay for the requested waiver of City fees or to pay for
additional Wildwood Cinema Movie Night expenses.
Option 1: Event Expenses No Banner
Expense Amount
City Fees Special Event Permit Fee $100
Wildwood Park Rental Fee $45
Total City Fees $145
Non-City Expenses Equipment Rental $800
Marketing/Promotional $355
Temporary Toilets $300
Total Non-City Expenses $1455
Total All Expenses (No Banner) $1600
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Option 2: Event Expenses with Banner
Expense Amount
City Fees Special Event Permit Fee $100
Wildwood Park Rental Fee $45
Banner Rental Fee for 1 Week $300
Total City Fees $445
Non-City Expenses Equipment Rental $800
Marketing/Promotional $355
Temporary Toilets $300
Banner $1000
Total Non-City Expenses $2455
Total All Expenses (With Banner) $2900
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The City fees for Wildwood Cinema Movie Night will not be waived, the Commission will not
be authorized to seek partnerships for Wildwood Cinema Movie Night, the Commission will not
be allowed to solicit donations for the event, and park hours will not be adjusted to accommodate
the hours of Wildwood Cinema Movie Night.
ALTERNATIVE ACTION(S):
The Council may decide to allocate monies to cover all or a portion of the expenses of Wildwood
Cinema Movie Night.
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City’s web site in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS:
Attachment A: Resolution extending Wildwood Park hours to 10:00 p.m. on September 11, 2010
Attachment B: Parks and Recreation Commission’s community event fund application for Wildwood
Cinema Movie Night