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04-02-01 21 Special Events Permit Los Gatos Celebrates the 4th of JulyCOUNCIL AGENDA REPORT DATE: March 27, 2001 TO: MAYOR AND TO COUNCIL FROM: TOWN MANAGER SUBJECT: MEETING DATE: 4/2/01 ITEM NO. 37 CONSIDER TOWN SPONSORSHIP OF THE FOURTH OF JULY COMMUNITY EVENT RECOMMENDATION: Consider Town sponsorship of the Fourth of July Community Event. BACKGROUND: In his 2001 State of the Town address, Mayor Pirzynski presented several goals for the coming year. One of those was an expanded Fourth of July celebration. It was proposed that the Town approach this year's July 4 holiday in a way that celebrates not only our nation but our community. Plans for this event are discussed below. DISCUSSION: For the past several years, the Arts Commission has coordinated a Fourth of July concert and barbeque, held on the Los Gatos High School lawn, as part of its annual Music in the Plaza concert series. At the March 5 Council meeting, the Mayor reported on his initial discussions with the Chamber of Commerce regarding an expanded Fourth of July celebration. Since then, he has continued to work with the Chamber to assemble a group of volunteers to participate in and plan the event. Los Gatos resident Diane McNutt was appointed chair of this planning committee, which also includes Town staff. Committee members are listed in the "Distribution" section of this report. The event planning committee is striving to produce a community event that will promote a feeling of hometown community among residents and inspire American patriotism. Current plans include four primary events: PREPARED BY: Debra J. Figone Town Mana N1csdltcrpts\j uly4.wpd Reviewed by: Q Attorne Finance Revised: 3/30/01 7:50 am Reformatted: 7/14/99 PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: CONSIDER TOWN SPONSORSHIP AND FUNDING OF THE FOURTH OF JULY COMMUNITY EVENT March 30, 2001 ► Family recreational activities, coordinated by the Los Gatos/Saratoga Education and Recreation Department, at the Civic Center from 11 am to 2 pm ► Concert, sponsored by Music in the Plaza, at the High School lawn from 1:30 to 3:30 pm ► Cake and ice cream, provided by the Chamber of Commerce, served at the Civic Center at.. 3:30pm ► Outdoor dance at the Civic Center from 7 to 10 pm With Council approval, the Town will take a sponsorship role for the event; this is consistent with the Town's past practice of sponsoring the Music in the Plaza Concert series. Sponsorship of this expanded Fourth of the July concert would include providing a spectrum of in -kind services, including set-up and take -down of the stage and barricades, trash removal, police security, and use of the Civic Center. Also, a Special Event Permit would be obtained for this event to ensure that all Town safety and licensing requirements are met. If Council approves Town sponsorship, the event planning committee will continue to meet regulary to coordinate the event. It will develop an event budget, apply for a Special Event Permit, and produce more detailed plans for the event. ENVIRONMENTAL ASSESSMENT: The proposed event is not a project defined under CEQA, and no further action is required. FISCAL IMPACT: The program committee is developing cost estimates for each of the program elements to develop a budget. The Chamber has committed to raising funds for the outdoor dance and will provide cake and ice cream for the afternoon activity. The Recreation Department is considering sponsoring the family recreational activities. The Town's contribution to the event will be provision of in -kind services, as noted above. After the budget has been established, Staff will determine if an additional funding request is necessary. Distribution: Bob Best, Los Gatos /Saratoga Community Education & Recreation Department, 123 E. Main Street, Los Gatos, CA 95030 Regina Falkner, Community Services Director, Town of Los Gatos, 208 E. Main Street, Los Gatos, CA 95030 Debra Figone, Town Manager, Town of Los Gatos, 110 E. Main Street, Los Gatos, CA 95030 Elke Groves, 108 Harwood Court, Los Gatos, CA 95032 Diane McNutt, McNutt & Company, Inc., 27 Jackson Street, Los Gatos, CA 95030 PAGE 3 MAYOR AND TOWN COUNCIL SUBJECT: CONSIDER TOWN SPONSORSHIP AND FUNDING OF THE FOURTH OF JULY COMMUNITY EVENT March 30, 2001 Joe Pirzynski, Mayor, Town of Los Gatos, 110 E. Main Street, Los Gatos, CA 95030 Margaret Smith, Domus, 40 N. Santa Cruz Avenue, Los Gatos, CA 95030 Larry Todd, Police Chief, Town of Los Gatos, 110 E. Main Street, Los Gatos, CA 95030 Dave Gravel, Police Sergeant, Town of Los Gatos, 110 E. Main Street, Los Gatos, CA 95030 Don Callahan, 142 Massol Avenue, Los Gatos, CA 95030 Greg Stowers, AIA, 15495 Los Gatos Boulevard, Suite 1, Los Gatos, CA 95032 DF/RF/kv • • Town Council Minutes April 2, 2001 Redevelopment Agency Los Gatos, California FOURTH OF JULY/COMMUNITY EVENT/TOWN SPONSORSHIP (21.10) Debra Figone, Town Manager, spoke of the recommendation of Town sponsorship for the 4th ofJuly event, which was stated as a goal in the Mayor's State of the Town Address. This sponsorship will be in the form of in kind service from staff and the police department. Community committees have been formed and the budget for the event is being established by the various partners. The Chamber of Commerce, Service Clubs, community representatives and youth groups are joining forces to prepare for this celebration. Ray Davis, resident, suggested moving the Christmas Parade to the Fourth ofJuly and also requested that the cannon which is discharged on that day be reduced to a quarter charge for the comfort of the audience. Motion by Mr. Blanton, seconded by Mrs. Decker, that Town sponsor a Fourth ofJuly Community Event. Carried unanimously. REGULAR MEETINGS OF TOWN COUNCIL/COMMENCEMENT/ORDINANCE INTRO (22.29) Orry Korb, Town Attorney, noted that the change in meeting time would be introduced by ordinance tonight, April2"d. At the next meeting, April16d`, Council will adopt the ordinance. Thirty days after that adoption, on May 16, 2001 the ordinance will take effect. In the mean time all Council Meetings will be specially held meetings beginning at 7 p.m. to allow the Council and the constituents to become used to the coming change. This change is consistent with nine other cities in the county that meet at 7 p.m. or earlier. The Town Clerk read the Title of the Proposed Ordinance. Motion by Mr. Attaway, seconded by Mr. Glickman, to waive the reading of the Proposed Ordinance. Carried unanimously. Motion by Mr. Attaway, seconded by Mr. Glickman, that Council introduce the Proposed Ordinance entitled, ORDINANCE OF THE TOWN OF LOS GATOS AMENDING THE START TIME FOR REGULAR MEETINGS OF THE TOWN COUNCIL (ARTICLE II OF CHAPTER 2). Carried unanimously. COUNCIL COMMITTEE REPORTS (23.28) Mrs. Decker reported on the Pollution Prevention Policy Committee, speaking of mercury and lead based toxins taking priority in the past. As of the latest reports over the last ten years regarding water and blood level tests we find mercury and lead dropping and arsenic taking the fore. She also spoke concerning the Water Quality District holding a water summit. This was in response to requests for outreach by the agency. This will become an annual event combined with community outreach programs. Mr. Glickman spoke to Trails and Bikeways being supportive of the Union Pacific Railway Trail effort and also the trail around Vasona. TC:D13:MM040201 7