050304 17 Council Agenda Report Haunted ForrestMEETING DATE: 5/3/2004
ITEM NO. I ►y
COUNCIL AGENDA REPORT
DATE: April 29, 2004
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: PROVIDE DIRECTION TO STAFF REGARDING THE HAUNTED FOREST
EVENT AND AUTHORIZE PROCESSING OF A SPECIAL EVENTS
PERMIT FOR THIS FUNCTION BY AN OUTSIDE ORGANIZATION AT
OAK MEADOW PARK.
RECOMMENDATION:
Provide direction to staff regarding the Haunted Forest event and authorize processing of a special
events permit for this function by an outside organization at Oak Meadow Park.
BACKGROUND:
On April 19, 2004, Council considered a report in which staff requested Council authorization to
accept and process a special events permit for a Haunted Forest event at Oak Meadow Park. Council
directed that this be re-agendized on May 3 so that there would be an opportunity for any other
community groups to come forward and express their interest in also being considered to promote
this event in the community.
DISCUSSION:
While this opportunity was made public through the televised council proceedings and open
solicitation of the press at the council meeting, no other community groups expressed interest in
being considered as a promoter of this event. At the Council's direction, no formal request for a
proposal was generated. The attached staff report from April 19 describes the circumstances of the
original proposal. Staff is prepared to accept and process a special events permit application from
PREPARED BY: Scott R. Seaman
Chief of Police
Y:\PD\GRAVEL\Haunted Forest 2.wpd
Vok-temfa•-••
Reviewed by: P S 'S Assistant Town Manager Town Attorney Clerk Finance
Community Development Revised: 4/29/04 2:37 pm
Reformatted: 5/30/02
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT:
April 29, 2004
Mr. Brian Patterson as specified in the attached report. Staff will incorporate issues of Council
interest, such as financial auditing, into the special events permit.
CONCLUSION:
Staff recommends that Council approve the acceptance of an application for a special events permit
from Mr. Patterson. Once received, staff will bring the permit back to Council for formal
consideration.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
See Attachment 1.
Attachments:
Previous Council Agenda Report of April 19, 2004
Distribution:
General
Parks Commission
t
DATE:
TO:
FROM:
SUBJECT:
MEETING DATE: 4/19/04
ITEM NO. r
COUNCIL AGENDA REPORT
April 5, 2004
MAYOR AND TOWN COUNCIL
DEBRA J. FIGONE,.TOWN MANAGER
ACCEPT STAFF REPORT REGARDING THE HAUNTED FOREST AND
AUTHORIZE FOR STAFF TO PROCESS A SPECIAL EVENTS PERMIT
FOR A HAUNTED FOREST BY AN OUTSIDE ORGANIZATION AT OAK
MEADOW PARK.
RECOMMENDATION:
Accept staff report regarding the Haunted Forest and authorize staff to process a special events
permit for a Haunted Forest by an outside organization at Oak Meadow Park.
BACKGROUND:.
The "Haunted Forrest" event was started in 1995 to promote a fun and exciting family -oriented event
that would provide a safe environment for kids, teens and adults to enjoy. The event has been held
annually at Oak Meadow Park, and involves a number of Halloween themed activities and realistic
displays.
The Haunted Forest began as a community event initiated by the police department. The event is
supported by a large number of Town volunteers and community Halloween enthusiasts. The
proceeds from this event have gone to support the operations of the Los Gatos Police Foundation,
as well the DARE program and other crime prevention programs. The Los Gatos Police Foundation
consists of members of the volunteer groups within the police department which includes the Police
Reserves, the Disaster Aid Response Team, the Volunteers in Policing, and the Pipe and Drum
Team.
PREPARED BY: Scott R. Seaman
Chief of Police
)0644124
Reviewed by: ASS Assistant Town Manager CkFTown Attorney Clerk Finance
Community Development Revised: 4/15/04 3:13 pm
.Reformatted: 5/30/02
PAGE 2 .
MAYOR AND TOWN COUNCIL
SUBJECT: ACCEPT STAFF REPORT REGARDING THE HAUNTED FOREST AND
AUTHORIZE STAFF TO PROCESS A SPECIAL EVENTS PERMIT FOR A
HAUNTED FOREST BY AN OUTSIDE ORGANIZATION AT OAK MEADOW
PARK.
April 5, 2004
DISCUSSION:
While the event has been largely set up and run by volunteers, it also requires many hours of staff
time to oversee the logistics of the event, both from within the police department for coordinating
the event, and from the parks department for the use and upkeep of Oak Meadow Park. Although
this was originally designed to be an event handled by volunteers for their own benefit, as opposed
to being a Town -sponsored event, it has evolved into an event which has required an increasing
number of hours of staff time at a cost to the Town.
The concern for the amount of Town costs incurred has become magnified in that the capacity of
the police department to absorb these costs has been diminished due to reduced budgets in areas such
as overtime and supplies and materials. This was discussed in preparation for the 2003 Haunted
Forest, and it was determined that the event would be scaled back in the number of days and that the
responsibilities would be spread among other departments to assist the volunteer effort and the police
department. Even under a scaled back model, last year's costs to the Town were over $30,000.00.
Due to the large amount of staff time now required, balanced against the many other commitments
those same staff have, it was the intention of staff to discontinue the Haunted Forest event after this
last year.
After last year's event, hearing that it was likely that the Haunted Forest event might be discontinued
due to budget constraints and increased staff time, a private individual came to the Town with a
proposal to keep the annual event running. Bryan Patterson has been associated with the Haunted
Forrest as a volunteer during the entire nine year run and is therefore passionate about seeing the
event continue. In addition to his involvement with this event, he has also reportedly been involved
in numerous other "haunted house" attractions for approximately twenty. years. He intends on
using his own staff to coordinate and put on the event without the necessity of active Town
involvement. Although he intends to run this event as a private business, in return for some support
from the volunteers of the Police Foundation, he does intend on donating 20% of the proceeds from
this event to the Foundation.
Staff has reviewed the proposal, and both the Police Chief and the Director of Parks and Public
Works have met with the Mr. Patterson. The proposal calls for 15 nights use of Oak Meadow Park
for the event, and continued use of the props previously used by Town staff in putting on the event.
Staff feels that there is still a benefit to the community by allowing this event to continue. By
allowing it to proceed as a private event, however, it would relieve Town Staff from the large
amount of time associated with the event, as well as saving the Town the costs which it is currently
incurring.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: ACCEPT STAFF REPORT REGARDING THE HAUNTED FOREST AND
AUTHORIZE STAFF TO PROCESS A SPECIAL EVENTS PERMIT FOR A
HAUNTED FOREST BY AN OUTSIDE ORGANIZATION AT OAK MEADOW
PARK.
April 5, 2004
As proposed, this would be handled as any other private event requiring a special events permit. This
would make the event cost recovery to the Town, requiring the sponsor to pay all ofthe costs associated
with a special. events permit, such as permit fees, park use fees, maintenance deposits as required by the
Parks Department, etc. Staff is seeking Council concurrence to allow staffto proceed on working with
this private individual to process a special events permit application, which would allow the Haunted Forest
event to continue to provide the annual community benefit at no cost to the Town.
Staffrecently shared this idea with the Parks Commission. The Parks Commission concurred that allowing
the Haunted Forrest to continue as a private event was a "win -win" situation, in that the event which
benefits the community and the Police Foundation would continue, while eliminating the stafftime and costs
which are currently associated with this event.
The special event permit will be brought back to Council in the next few months for approval, as the event
exceeds three days and Council approval is required by Town Code.
CONCLUSION:
Staff recommends that the Council authorize staffto work with Mr. Patterson for the processing of a special
events permit application for the Haunted Forest event.
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
This action would save the Town approximately $30,000 in staff time.
Distribution:
General
Parks Commission
Town Council Minutes
• Redevelopment Agency
May 3, 2004
Los Gatos, California
TIME
ITEM
ACTION ON ITEM
9:25
PM
ITEM 17
HAUNTED FOREST
HAUNTED FOREST EVENT IN OAK MEADOW PARK
OUTSIDE ORGANIZATION/SPECIAL EVENT PERMIT
t
9:27
PM
INTRODUCTION OF
ITEM 17
Mayor Glickman announced that this was the time and place so noted
to consider direction regarding the Haunted Forest event and authorize
processing of a special events permit for this function by an outside
organization at Oak Meadow Park. (17.36)
9:28
PM
COUNCIL
COMMENTS A ND
DIRECTION
Council Comments:
* What is the cost to the Town?
* What is the community benefit?
* Are there local organisations who would care to run this function?
* Having answered these questions Council agreed that Mr. Bryon
Patterson should be congratulated for coming forward to save this event.
9:36
PM
COUNCIL
CONSENSUS
ITEM 17
Consensus of Council to thank Mr. Patterson for providing services to
continue this event at Oak Meadow Park, and authorize processing of
a special events permit for holding this function for our community.
9:37
PM
9:54
PM
ITEM 18
BANNER PROGRAM
COUNCIL
CONSIDERATION
TOWN BANNER PROGRAM —ITEM 18
Terri Hope spoke for the committee working with the banners. She
spoke of colors, size, placement and costs. Council's questions were
answered and Council gave consensus to:
* Accept Arts Commission recommendation for the "Music in the Park"
banner design.
* Accept Arts Commission recommendation for "Celebrating the Arts"
banner design.
* Authorize the Town Manager to accept a donation of $2,500 from the
Los Gatos Art Cat Project Committee tothe Town of Los Gatos for
streetlight banner design, production and installation. (18.31)
9:55
PM
ITEM 19
DOWNTOWN
PARKING
DOWNTOWN PARKING MANAGEMENT PROGRAM
Mayor Glickman announced that this was the time and place so noted
to consider and accept the status report on the Downtown Parking
Management Plan and to provide direction to staff for further
implementation. (19.36)
10:03
PM
DOWNTOWN
PARKING
COUNCIL
COMMENTS
ITEM 19
Council comments and consensus:
* Signage should be consistent and uniform
* Employee parking should be noted by signs
* Timed zones should be more uniform to prevent confusion
* The garages were addressed concerning employee parking
* Valet services to be considered as we prepare for the holiday season
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