06 Staff Report - Permit for Haunted Forest at Oak Meadow Park
DATE: TO: FROM: COUNCIL AGENDA REPORT April 5, 2004 MAYOR AND TOWNCOUNCa DEBRA J. FIGONE, TOWN MANAGER l\1EETING DATE: 4/19/04 ITEM NO. '=:> SUBJECT: ACCEPT STAFF REPORT REGARDING THE
HAUNTED FOREST AND AUTHORIZE FOR STAFF TO PROCESS A SPECIAL EVENTS PERMIT FOR A HAUNTED FORESTBY AN OUTSIDE ORGANIZATION AT OAK MEADOW PARK. RECOMMENDATION: Accept staff report regarding
the Haunted Forest and authorize, staff to process a special events pennit for a Haunted Forest by an outside organization at Oak Meadow: Park. BACKGROUND: . . The "Haunted Forrest"
eventwas started in 1995 to promote a fun and exqiting family-oriented event that would provide a safe environment for kids, teens and adults to enjoy. The eventhas been held annually
at Oak Meadow Park, and involves a number ofHalloween thePIed 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 enthusiasts. The proceeds from this event have gone to support the operations of the Lo$ Gatos
Police Foundation, as well theDAREprogram and other crime prevention programs. The Lo/s Gatos Police Foundation . consists ofmembers ofthe volunteer groups within the police departmen;t
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 ofPolice Reviewed by: 9Ss
Assistant Town Manager __Community Development Refonnatted: 5/30/02 (J{Zfown Attorney __Finance Revised: 3:13 pm
PAGE 2 MAVOR AND TOWN COUNCIL SUBJECT: ACCEPT STAFF REPORT REGARPIN(ililIE Hr\UNTED FOREST AND AUTHORIZE STAFF TO PROCESS ASPECIAL EVENTS PERMIT FQR A HAUNTED FOREST BY AN OUTSIDE ORGANIZATION
AT OAK MEADOW PARK. Apri15,2004 set up and rtln. by; volunteers, it also requires many hours of
staff time logistips;pf the event, bothfrqID within for coordinating ahd"fr9m,rtpeJ>il-iGdepartment
fQr the upkeep.. Park. Although this was originally designed to be an own benefit,
as opposed to being a Town-sponsored event, it has evolved into an event which'hasrequired an increasing number ofhours ofstaff time at a cost to the Town. The concern for the amount
ofTown costs incurred has become magnified. in that the capacity of the police to absorb these costs has d:iminished due to budgets in areas
such as overtime This was discussed in Haunted Forest, and it was detetrninedthat
the event would bescaltid:back in-tllertilinbefof"days artrlfl1it the responsibilities would bespread amongother departments to assist the volunteer effort.ancithe police department.
Even under a scaled back model, last year's costs to the Town were over $30,000;00. to. amountofstafftime now required, balanced against the many other
commitments "r.· ·.· •. 1.·. " , ' ...•. ' .....•..•. ' .....•...... , •.... ," "" '., ' ,.' .' ' ..those samestaffhave, it was the intention ofstaffto oiscontirtue IheFIiiunted Forest
event a:fterthis ..l',· .. :.);,,': (,. . , ..---.> " ' T last , " ;. ,:', After last year's event, hearing that it was likely that the Haunted Forest event
might be diScontinued staff tiIne,a private individualca.me to the Town ,:"ith a 'prop.osal tq Reep
fheaimual event running.• Bryan pa.ttersolt:l1aS Ifeeh(assoCiated \vith die Haunted tht? entire nine year and is
passronate about seeing" the ;, .. In addition to,· hisinvolvernent involved
'""'haunfea apptoScimktely twen,.ty years. .' He-intends on using his'o¥'n to cootdmateand
put onthe Withouithe''necessity of active: Town involvement. Altliough he intends to run this event as a private Busin¢ss,in return for some support from the volunteers ofthe
Police Foundation, he does intend on donating 20% ofthe 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 ofOak Meadow Park for the and continued use ofthe props previously used by Town
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 oftime 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 behandled as anyotherprivate event requiring a special events pennit. This wouldmakethe eventcostrecovery to the Town, requiring
the sponsortopayallofthe costs associated with a special events permit, such as permit fees, park use fees, maintenance deposits as requiredbythe ParksDepartment, etc. Staffisseeking
Council concurrenceto allow staffto proceedonworkingwith this private individualto process aspecial events permitapplication, would allowtheHauntedForest event to continue
to provide the annual community benefit at cost to the Town. Staffrecentlysharedthis ideawith the ParksCommission. TheParksCommissionconcurredthat allowing the HauntedForrest to
continue as a private event was a '"win-win" situation, in that the event which . . . benefits benefits the communityandthePoliceFomidationwouldcontinue,whileeliminatingthe stafftimeandcosts
which are currently associated with this event. The special eventpennitwillbebroughtbackto Council inthenext few months for approval, as the event exceeds three days and Council approval
is required by Town Code. CONCLUSION: .Staffrecommends thattheCouncil authorize stafftoworkwithMr. Pattersonfortheprocessingofa special 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