06 Staff Report - Haunted Forest Event
DATE: COUNCIL AGENDA REPORT September 29,2004 MEETING DATE: 10/4/04 ITEM NO. b TO: FROM: SUBJECT: DEBRA J. FIGONE, TOWN MANAGER ACCEPT STAFF REPORT
ON A SPECIAL EVENTS PERMIT FOR THE HAUNTED FOREST EVENT AT OAK MEADOW PARK RECOMMENDATION: Accept staff report on a special events permit for the Haunted Forest event at Oak Meadow Park.
BACKGROUND: At its May 3, 2004 meeting, Council authorized the processing of a special event permit for a volunteer group to present the Haunted Forest event at Oak Meadow Park, in place
of Town staff who had previously presented the event, in collaboration with members ofthis volunteer group. The group had approached the Town this year to assume control of the event
upon Town staffs indication that it did not intend to present the event again. The volunteer group agreed to apply for a special events permit, pay the appropriate fees, assume responsibility
for all elements ofthe event and, additionally, make a donation of20% ofnet revenues to the Police Foundation. Staffbrought this matter before Council on two occasions, and subsequently
obtained direction and authorization to proceed with the issuance of a special events permit. At that time, staff committed to bring the permit back to Council for formal consideration.
DISCUSSION: The volunteer group is headed by Mr. Brian Patterson and Ms. Joy Breiling. They operate under the name "Raglan Castle Productions". Stafffrom the Police Department and Parks
and Public Works have met with the two and finalized arrangements for the event. A special events permit was issued by the Police Department on September 30, 2004. Set up of the event
will commence on the weekend of October 2 and 3, 2004. The event will operate from October 15 through October 31, every evening except Monday, from 7:00 to 10:00 p.m. PREPARED BY: Scott
R. Seaman ) .-III f'J ! Chief ofPolice Y:\PD\COUNCIL\Haunted Forrest lO-04-04.wpd Reviewed by: Town Manager Attorney ____F.inance
__Community Development Revised: 9/30/04 1:18 pm Reformatted: 5/30/02
PAGE 2 SUBJECT: September 29,2004 The key provisions of the special events permit include: • Sponsor will obtain permission and follow all conditions
as set forth bythe Director ofParks and Public Works. Meet all the standards as established bythe Town, Fire Department and Health Department. • Follow the orders of the Director of
Parks and Public Works. • Sponsor to be responsible for the clean up ofthe entire event and the surrounding area to the satisfaction ofthe Director ofParks and Public Works. • Sponsor
sh all have all equipment removed from the park by a date determined by the Director ofParks and Public Works. • Sponsor shall pay all costs associated with the event, prior to the issuance
ofthe special event permit. • Sponsor to pay20% ofnet proceeds to the Los Gatos Police Foundation upon conclusion of the event. • Standard clauses of special events including recycling,
prohibition of alcohol and noise amplification permit requirement. By prior agreement with Town staff, and in consideration of a donation to the Police Foundation, the Police Department's
reserve police officers will provide security each evening and the Disaster Aid Response Team will provide support for medical issues. CONCLUSION: Staffrequests Council's approval of
this report. ENVIRONMENTAL ASSESSMENT: This is not a project defmed under CEQA, and no further action is required. FISCAL IMPACT: Town funds are not being utilized to support this event.