041904 6 Council Agenda Report Haunted ForrestCOUNCIL AGENDA REPORT
DATE: April 5, 2004
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT:
MEETING DATE: 4/19/04
ITEM NO. J
10
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
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Reviewed by: Q5S Assistant Town Manager Ot,Town 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 of the 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 staff to 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:
Staffrecommends that the Council authorize staff to 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
TIME
ITEM
ACTION ON ITEM
7:05
ACCEPTANCE
ACCEPTANCE OF GIFT
MC CLENDON
BEQUEST TO
TOWN LIBRARY
Mayor Glickman accepted a bequest to the Los Gatos Public Library
for Children's Services from the estate of the late Susan E. (Betty)
McClendon from Barbara Baggerly, her long-time close friend. Mayor
Glickman thanked Ms Baggerly and the estate for the generous
contribution to the Los Gatos Public Library.
7:14
PROCLAMATION
•
PROCLAMATION
NATIONAL PUBLIC
SAFETY
DISPATCHERS
WEEK
Mayor Glickman presented a Proclamation from the Town to the Police
Department honoring the Public Safety Dispatchers of our Nation.
Police Chief Seaman was present to receive the Proclamation from the
Town and noted the dedicated work of our own dispatchers serving the
community with the Los Gatos -Mote Sereno Police Department.
7:15
PM
CONSENT ITEMS
CONSENT ITEMS
ITEM 1
SCHEDULE OF
PUBLIC HEARINGS
Motion by Mr. Pirzynski, seconded by Mr. Wasserman, that Council
accept and file informational report regarding currently scheduled
public hearings. Carried unanimously. (01.28)
•
[iEM 2
PAYROLL
RATIFICATION FOR
MARCH
Motion by Mr. Pirzynski, seconded by Mr. Wasserman, that Council
ratify the check register for payroll of March 14, 2004 through March
27, 2004 paid on April 2, 2004 in the amount of $540,560.65. Carried
unanimously. (02.V)
ITEM 3 .
ACCOUNTS
PAYABLE
RATIFICATION FOR
MARCH-APRIL
Motion by Mr. Pirzynski, seconded by Mr. Wasserman, that Council
ratify the check register for accounts payable invoices paid on March
26, 2004 and April 2, 2004 in the amount of $810,037.76. Carried
unanimously. (03.V)
ITEM 4
ADMINISTRATIVE
CITATION
PROTOCOL
Motion by Mr. Pirzynski, seconded by Mr. Wasserman, that Council
accept report on Community Development Administrative Citation
Protocol. Carried unanimously. (04.37)
ITEM 5
MC CLENDON
BEQUEST TO
LIBRARY
Motion by Mr. Pirzynski, seconded by Mr. Wasserman, that Council
accept bequest to the Los Gatos Public Library from the estate of the
late Susan E. (Betty) McClendon. Carried unanimously. (05.32)
ITEM 6
HAUNTED FOREST
This Item has been pulled for discussion after Item 17.
N:\MASTER\COUNCIL\MINUTES\2004\M 04-19-04.wpd
2
t
DATES OF EVENT:
TOWN OF LOS GATOS
SPECIAL EVENT PERMIT
FRIDAY OCTOBER 19, 2001, THROUGH WEDNESDAY
OCTOBER 31, 2001 (CLOSED MONDAY, TUESDAY, AND
WEDNESDAY OCTOBER 22, 23, 24 2001.)
TIMES OF EVENT: 7:00 P.M. TO 12:00 A.M.
NATURE OF EVENT: THE HAUNTED FOREST, FEATURIN HE PHANTOM
EXPRESS. SPONSORED BY THE LOS GATOS POLICE
FOUNDATION.
LOCATION OF EVENT: OAK MEADOW PARK AND VASONA PARK
CONDITIONS OF APPROVAL:
1. Sponsor shall meet all standards as established by the Health Department.
2. Sponsor shall meet all standards as established by the Fire Department.
3. A 12 foot fire lane shall be maintained at all times in the parking lot.
4. Sponsor to be responsible for cleanup of the entire event and surrounding area to
the satisfaction of the Los Gatos Director of Parks, Forestry and Maintenance
Services and the Santa Clara County Parks Department.
5. Sponsor shall be responsible for the closure and reopening, with barricades, the
Oak Meadow Park parking lot and shall have monitors at the barricaded area
to ensure that only vehicles driven by disabledpersons enter the event site.
6. Sponsor shall arrange with the Director of Parks, Forestry, and Maintenance to
have barricades dropped off in the area of the event on Friday October 19, 2001
and picked up on Thursday.November 1, 2001.
Sponsor shall place "no parking signs" on the east side of University Avenue from
Blossom Hill Road to the property line of 718 University Avenue on Wednesday
October 17, 2001.
8. Sponsor shall provide sanitation facilities for event participants within 200 feet of
the event in a location approved by the Health Department and by the Director of
Parks, Forestry and Maintenance Services.
9. Sponsor shall provide for recycling of aluminum, glass, and plastic.
10. Sponsor shall be allowed to charge $3.00 per vehicle to park at Oak Meadow Park
while the event is in progress. There shall be no charge for parking for disabled
persons.
Page 2 of the Haunted Forest Permit
11. Sponsor shall obtain a temporary sign permit from the Planning Department.
12. Sponsor shall obtain permission from the property owners to use the private
parking lots of the AAA at 101 Blossom Hill Road and of 718 University Avenue.
13. Sponsor shall pay all costs associated with the event prior to the issuance of the
Special Event Permit.
APPROVED: � DENIED:
L"+ RRY 4. UODD
CHIEF SF OLICE
ROUTING: TOWN CLERK BRIEFING COMMUNICATIONS