Item 7 Staff Report Accept Report on the Villa Montalvo Concert Series to be Held at Oak Meadow ParkMEETING DATE: 03/19/01
ITEM NO.
COUNCIL AGENDA REPORT
DATE: MARCH 12, 2001
TO: MAYOR AND TOWN COUNCIL
FROM: TOWN MANA
SUBJECT: ACCEPT REPORT ON THE VILLA MONTALVO CONCERT SERIES TO
BE HELD AT OAK MEADOW PARK
RECOMMENDATION:
Accept Report on the Villa Montalvo Concert series, tentatively scheduled to occur in September
2001.
BACKGROUND:
On March 5, 2001 Council approved Villa Montalvo to hold two concerts to occur in Oak Meadow
Park and authorized the Chief of Police to issue a special event permit. Villa Montalvo is currently
working on booking the musicians, therefore, the exact dates are still pending. The tentative plan
is to have both concerts in September. The hours would be from gates opening at 1:00 PM, to
cleanup and departure by 8:00 PM. The actual concerts would be from 3:00 PM until 6:00 or
7:00 PM.
DISCUSSION:
Since the March 5, 2001 Council meeting, Chief Todd and Sergeant Gravel, the special events
coordinator for the Police Department, have met with representatives from Villa Montalvo. This
meeting was very productive. The following are some of the major conditions of the special event
permit which will be required of Villa Montalvo for the use of the park:
• Sponsor to pay 3% of the gross receipts to the Town of Los Gatos.
• Sponsor to pay for the rental of Oak Meadow Park for the entire day of each concert.
• All food sales at the events will be conducted by a mutually agreed upon non-profit
organization from the Town of Los Gatos. (For this year's events, the Los Gatos Lions Club
has been selected).
• 1111
PREPARED BY: V Larry J. Todd
Chief of Police --
Reviewed by: _Attorney Finance Revised: March 13, 2001 11:00 AM
Reformatted: 7/14/99
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: ACCEPT REPORT ON THE VILLA MONTALVO CONCERT SERIES TO BE
HELD AT OAK MEADOW PARK.
March 12, 2001
• Sponsor to provide security fencing and monitors to ensure that alcohol stays within the
event site.
• Sponsor to be responsible for clean-up of the Park after its use, and shall be responsible for
any damage done to the park grounds or facilities.
• Sponsor to negotiate an agreement with "Billy Jones Railroad and Carousel" to either buy
out the attractions on the day of the events, or to negotiate other arrangements to the -
satisfaction of "Billy Jones Railroad and Carousel."
• All advertising and ticket sales shall indicate that there is no on -site parking available, and
shall advise ticket -holders where to park to ride the Sponsor's buses to the concert.
• The parking lot of Oak Meadow Park will be used by the Sponsor's buses to drop off and
pick up the ticket holders for the event.
• No more than 3,000 tickets shall be sold for each event.
• Sponsor shall obtain an amplified sound permit, in conjunction with the special event permit.
• Sponsor shall monitor Blossom Hill Road traffic to ensure that their transportation buses do
not interfere with the normal flow of traffic.
Attachment 1 to this report is a copy of the map of Oak Meadow park and the proposed setup of the
event site. The location has been personally visited by staff and Villa Montalvo, and it is believed
that the proposed stage location will have the least noise impact outside of the park.
A draft copy of the special event permit is also attached for information (Attachment 2).
CONCLUSION:
While some of the exact details are still in the process of being confirmed, staff believes that the
number of patrons, and the style of music to be played should make for a low-key event. The
representatives from Villa Montalvo worked successfully with staff in September 2000 for two
concerts which occurred at Vasona County Park, and are satisfied that they are receiving the same
professional cooperation in preparation for this year's events at Oak Meadow Park.
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
There is no cost to the Town. An unknown amount of revenue will be derived from the events and
will be deposited into the General Fund in accordance with Town policy.
Attachments:
1. Map of Oak Meadow Park with proposed event setup for concerts.
2. Draft copy of Special Event Permit to be issued by Los Gatos/Monte Sereno Police
Department
Distribution:
General
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SPECIAL EVENT PERMIT
DATES OF EVENT: TO BE DETERMINED
TIMES OF EVENT: 1:00 P.M. - 8:00 P.M.
NATURE OF EVENT: MONTALVO PRESENTS - AT OAK MEADOW PARK
LOCATION OF EVENT: OAK MEADOW PARK
CONDITIONS OF APPROVAL:
FOLLOWING ARE ATTACHED:
A. ORIGINAL APPLICATION
B. 501 (C) NON-PROFIT CERTIFICATION
C. HOLD HARMLESS
D. INSURANCE POLICY (1,000,000/2,000,000)
E. ADMINISTRATIVE FEE ($50)
ADDITIONAL SPECIAL EVENT
OF THIS PERMIT:
S MI SL MELP IOR TO APPROVAL
DITIO
1. Sponsor shall obtain permission, and follow all standards as established by the
Town of Los Gatos Department of Parks and Public Park, including the rental fees
to rent the park for the entire day on the day of each event.
2. Sponsor shall meet all the standards as established by the Fire District.
3. Sponsor shall meet all standards as established by the Health Department.
4. Sponsor to provide means for recycling of aluminum and plastic.
5. Sponsor to provide "alcohol control zone" within the enclosed area of the event site,
in accordance with event map submitted with special event application. (No alcohol
to be allowed in the area of the children's play ground area).
6. Sponsor will obtain a one day liquor permit from ABC.
A'1"1'AU-nvi LiN
Villa Montalvo Concert Page 2
7. Sponsor will post signs noting the prohibition of alcoholic beverages outside of the
alcohol control zone and provide adequate fencing or barriers to prevent the
carrying of alcohol outside of the area. The fencing shall stand upright and be
adequately supported to prevent individuals from entering or exiting the area at
other than designated exits and entrances. Sponsor will provide security at each
exit and entrance of the alcohol control zone to prevent consumption of alcoholic
beverages outside of the established area.
8. Individuals who are at least 21 years of age, who wish to purchase alcohol shall be
issued a wrist band or hand stamp by a Montalvo Association designated employee
at the sales booth. Montalvo Association will require individuals who request a wrist
band or hand stamp to show identification that proves that the individual is at least
21 years of age. Any person issuing the wrist bands shall receive training on how
to properly identify individuals who are at least 21 years of age.
9. Sponsor shall pay the cost for two police officers and one Park Services Officer
working the event each day.
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10. Sponsor shall f I ow al cor ditio}) of/tji So rhd Amplifi tion Permit.
11. Sponsor to prov i fo is t-hal i_ei ransp tion to the event site.
12. Transportation busses shall pickup and drop off ticket -holders in the parking lot of
Oak Meadow Park, which will not be open for public parking.
13. Sponsor to monitor traffic on Blossom Hill Road to ensure that busses entering and
exiting the park do not interfere with the normal flow of traffic.
14. Sponsor shall be responsible for the cleanliness of the area used during the event,
and for any damages to the grounds or the facilities.
15. Sponsor shall pay all costs associated with the event prior to the issuance of the
Special Event Permit.
16. Sponsor will sell no more than 3000 tickets for either concert date.
17. All advertising and ticket sales shall indicate that there is no on -site parking
available at the event. Those purchasing tickets will be told where to park to take
the sponsor provided busses to the event site.
Villa Montalvo Concert Page 3
18. Sponsor to pay 3% of the gross revenues from the event to the Town of Los Gatos.
19. All food sales will be coordinated by a mutually agreed upon non-profit organization
from the Town of Los Gatos.
20. All beverage sales to be controlled by sponsor.
21. Sponsor to be responsible to negotiate an agreement with "Billy Jones Railroad and
Carousel" to either buy out the attractions on the days of the event, or to negotiate
other arrangements, to the satisfaction of "Billy Jones Railroad and Carousel".
APPROVED: DENIED:
r
LARRY J. TODD
CHIEF OF POLICE ROUTING: TOWN CLERK PATROL BRIEFING COMMUNICATIONS