#6 Haunted Forest Event at Oak Meadow ParkCOUNCIL AGENDA REPORT
DATE: September 29, 2004
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT:
MEETING DATE: 10/4/04
ITEM NO. b
ACCEPT STAFF REPORT ON A SPECIAL EVENTS PERMIT FOR THE
HAUNTED FOREST EVENT AT OAK MEADOW PARK
RECOMMENDATION:
Accept staff report on a special events permit for the Haunted Forest event at Oak Meadow Park.
BACKGROUND:
At its May 3, 2004 meeting, Council authorized the processing of a special event permit for a
volunteer group to present the Haunted Forest event at Oak Meadow Park, in place of Town staff
who had previously presented the event, in collaboration with members of this volunteer group. The
group had approached the Town this year to assume control of the event upon Town staff s
indication that it did not intend to present the event again. The volunteer group agreed to apply for
a special events permit, pay the appropriate fees, assume responsibility for all elements of the event
and, additionally, make a donation of 20% of net revenues to the Police Foundation. Staff brought
this matter before Council on two occasions, and subsequently obtained direction and authorization
to proceed with the issuance of a special events permit. At that time, staff committed to bring the
permit back to Council for formal consideration.
DISCUSSION:
The volunteer group is headed by Mr. Brian Patterson and Ms. Joy Breiling. They operate under the
name "Raglan Castle Productions". Staff from the Police Department and Parks and Public Works
have met with the two and finalized arrangements for the event. A special events permit was issued
by the Police Department on September 30, 2004. Set up of the event will commence on the
weekend of October 2 and 3, 2004. The event will operate from October 15 through October 31,
every evening except Monday, from 7:00 to 10:00 p.m.
PREPARED BY: Scott R. Seaman < „
li�Q yithjAkt1/404/___
�
Chief of Police
Y:\PDICOUNCIL\Haunted Forrest 10-04-04.wpd
Reviewed by: Assistant Town Manager O /Town Attorney Clerk Finance
Community Development Revised: 9/30/04 1:18 pm
Reformatted: 5/30/02
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT:
September 29, 2004
The key provisions of the special events permit include:
• Sponsor will obtain permission and follow all conditions as set forth by the Director of Parks
and Public Works.
• Meet all the standards as established by the Town, Fire Department and Health Department.
• Follow the orders of the Director of Parks and Public Works.
• Sponsor to be responsible for the clean up of the entire event and the surrounding area to the
satisfaction of the Director of Parks and Public Works.
• Sponsor sh all have all equipment removed from the park by a date determined by the
Director of Parks and Public Works.
• Sponsor shall pay all costs associated with the event, prior to the issuance of the special event
permit.
• Sponsor to pay 20% of net proceeds to the Los Gatos Police Foundation upon conclusion of
the event.
• Standard clauses of special events including recycling, prohibition of alcohol and noise
amplification permit requirement.
By prior agreement with Town staff, and in consideration of a donation to the Police Foundation,
the Police Department's reserve police officers will provide security each evening and the Disaster
Aid Response Team will provide support for medical issues.
CONCLUSION:
Staff requests Council's approval of this report.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
Town funds are not being utilized to support this event.
Town Council Minutes
Redevelopment Agency
October 4, 2004
Los Gatos, California
TIME
ITEM
ACTION ON ITEM
7:12
PM
CONSENT ITEMS
CONSENT ITEMS
ITEM 1
SCHEDULE OF
PUBLIC HEARINGS
Motion by Ms McNutt, seconded by Mrs. Decker, that Council accept
and file informational report regarding currently scheduled public
hearings. Carried unanimously. (01.28)
ITEM 2
PAYROLL
RATIFICATION FOR
AUGUST-
SEPTEMBER 2004
Motion by Ms McNutt, seconded by Mrs. Decker, that Council ratify
the check register for payroll of August 29, 2004 through September 11,
2004 paid on September 17, 2004 in the amount of $561,323.38.
Carried unanimously. (02.V)
ITEM 3
ACCOUNTS
PAYABLE FOR
AUGUST 2004
Motion by Ms McNutt, seconded by Mrs. Decker, that Council ratify
the check register for accounts payable invoices paid on September 10,
2004, September 17, 2004 and September 24, 2004 in the amount of
$2,343,095.08. Carried unanimously. (03.V)
ITEM 4
FISCAL YEAR
2003/2004 ANNUAL
REPORT
Motion by Ms McNutt, seconded by Mrs. Decker, to accept and file
the Fiscal Year 2003-2004 Annual Report. Carried unanimously.
(04.09)
ITEM 5
WEST VALLEY
SANITATION
DISTRICT SEWER
SERVICES
Motion by Ms McNutt, seconded by Mrs. Decker, that Council
approve the transition plan for the transfer of maintenance
responsibilities for the Los Gatos sewer collection system from the
Town of Los Gatos to West Valley Sanitation District. Carried
unanimously. (05.40)
ITEM 6
HAUNTED FOREST
SPECIAL EVENT @
OAK MEADOW
PARK
-
Motion by Ms McNutt, seconded by Mrs. Decker, that Council accept
and file staff report on a special events permit for the Haunted Forest to
be held at Oak Meadow Park from October 15th through October 31st.
Carried unanimously. (06.10)
ITEM 7
DOMESTIC
VIOLENCE
AWARENESS
Resolution 2004-118
Motion by Ms McNutt, seconded by Mrs. Decker, that Council adopt
Resolution 2004-118 entitled, RESOLUTION OF THE TOWN OF
LOS GATOS PROCLAIMING OCTOBER 2004 AS DOMESTIC
VIOLENCE AWARENESS MONTH. Carried unanimously.
(07.28)
N:\MASTER\COUNCILIMINUTES\2OO4\M IU-IW-@i.wpd
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Page 1 of 2
]ackie Rose - Re: Good morning Penny:
From: <PdeWitt@driveraliant.com>
To: "Jackie Rose" <JRose@losgatosca.gov>
Date: 9/30/2004 8:49 AM
Subject: Re: Good morning Penny:
Jackie,
This would be fine but I would use a Hazard II rate due to it being in a
park and outside. Exhibition (Outddor)
Regards,
Penny De Witt, AIS
Special Events —Account Administrator
Phone (949) 660-8163
Fax (949) 251-1663
License#0C36861
"Jackie Rose"
<JRose@losgatosca
.gov> To
<PdeWitt@driveralliant.com>
09/30/2004 08:28
AM "Layne Davis"
<LDavis@losgatosca.gov>
Subject
Good morning Penny:
CC
Good morning Penny:
I have a insurance question for you....I have a couple who are having
a Haunted Woods Walk
( kinda like a haunted house event outside) open to the public for 15
file://C:\Documents%20and%20SettingsUR.ose\Local%20Settings\Temp\GW}00001.HTM 9/30/2004
Page 2 of 2
nights and expect 3000 people total. It is held at Oak Meadow Park. I
was thinking this would fall under and exhibition or theatrical stage
performances. It has been an event held by the Town in the past, but now
has gone to the public to run.
Is this ok by you?? If not can you give me a quote for the event?
Thank you,
]ackie
Jackie D. Rose
Deputy Town Clerk
Town of Los Gatos
E-mail: jrose@losgatosca.gov
ForwardSourcelD: NT0002F872
file://C:\Documents%20and%20Settings\JRose\Local%20Settings\Temp\GW}00001.HTM 9/30/2004
GENERAL STAR INSUR( "'tCE COMPANY
CERTIFICATE NO.: LOSG-O _
CERTIFICATE OF INSURANCE
SPECIAL EVENT LIABILITY PROGRAM
PRODUCER:
Robert F. Driver Company, Inc.
P. O. Box 28323
Santa Ana, CA 92799-8323
(949) 660-8160
License No: OC 36861
PUBLIC ENTITY (ADDITIONAL INSURED)
NAMED INSURED (EVENT HOLDER):
RAGLAN CASTLE PRODUCTIONS/JOY J. BREILING
326 Los Pinos Way
San Jose, CA 95119 408-227-2767
EVENT INFORMATION:
TYPE: Haunted Form
DATE(S): October 2„d thru November 10t. 2004
LOCATION: OAK MEADOW PARK
This is to certify that the policies of insurance listed below have been issued to the insured named above for the policy period
indicated. Notwithstanding any requirements, terms or conditions of any contract or other document with respect to which this
certificate may be issued or may pertain, the insurance afforded by the policies described herein is subject to all the terms,
exclusions and conditions of such policies. Limits shown may have been reduced by paid claims.
INSURANCE CARRIER: General Star Insurance Company
MASTER POLICY NUMBER: IYG340276B
MASTER POLICY DATES: EFFECTIVE: JANUARY 1, 2004 EXPIRATION: JANUARY 1, 2005
COMMERCIAL GENERAL LIABILITY
General Aggregate Limit
Products & Completed Operations
Personal & Advertising Injury
Each Occurrence Limit
Fire Damage (Any One Fire)
Medical Payments (Any One Person)
$ 1,000,000
1,000,000
1,000,000
1,000,000
50,000
5,000
OCCURRENCE FORM DEDUCTIBLE: NONE
The limits of insurance apply separately to each event insured by this po icy as if a separate policy of insurance has been issued for that event.
"Who is insured" is amended to include, as an insured, the person or organization shown in this schedule, but only with respect to liability arising out of the
ownership, maintenance or use of the premises used by the named insured (event holder). This insurance does not apply to: Any `occurrence" which takes place
after the event holder ceases to be a tenant in that premises.
OTHER ADDITIONAL INSUREDS
Town of Los Gatos
CANCELLATION: Should the above described policy to cancelled before the expiration date thereof the issuing company will mail 30 days written notice to the
certificate holder and additional insureds listed.
AUTHORIZED REPRESENTATIVE:
DATE ISSUED: September 29.2004
N:1CLK\Event Insurance\Insurance Certifeate.wpd
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CONSERVATION
INTCRNATIONAI.
CONSERVATION INl'E RNATIONAL
JOY J BREILING
AKA JOY J. PATTERSON
326 LOS PINOS WAY (408) 227-2767
SAN JOSE, CA 95119
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