Request For Use of the Civic Center Lawn10W N OF
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COUNCIL AGENDA REPORT
DATE: AUGUST 27, 2014
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
MEETING DATE: 09/02/14
ITEM NO: 3
SUBJECT: REQUEST FOR USE OF THE CIVIC CENTER LAWN FOR THE 12TH ANNUAL
MAGICAL GLASS PUMPKIN PATCH
RECOMMENDATION:
Authorize Town co- sponsorship of the 12th annual Magical Glass Pumpkin Patch for use of the Civic
Center lawn with an exception for continued operation of the Library.
BACKGROUND:
Per the attached letter from event coordinator Laura Bly, the annual Magical Glass Pumpkin Patch is "a
community of local artists who come together for one weekend in the fall to sell our hand -made art glass
pumpkins on the front lawn of Los Gatos High School (LGHS) to raise discretionary money for much
needed high school programs." It is estimated that the event raises $10- 15,000 per year and over
$160,000 since its inception 12 years ago (see Attachment 1).
The Magical Glass Pumpkin Patch learned in mid - August that the past location for the event, the LGHS
front lawn, would not be available due to the planned reconstruction of the lawn area. The event is
scheduled for Saturday, Oct. 4 and Sunday, Oct. 5.
In 2004 the Town Council adopted Use Guidelines (Attachment 2) for the Civic Center Park which
requires Town sponsorship or co- sponsorship of any event at the Park.
DISCUSSION:
Town staff members have been assisting the Los Gatos High School with its front lawn reconstruction
project through public notices and community outreach. Town co- sponsorship of this event for one year
would further assist in mitigating the temporary impacts of the reconstruction project.
Reviewed by: :�g f Assistant Town Manager Town Attorney
NAMGR\AdminWorkFi1W2014 Council Reports\Sept 2 \9- 2- 14.Use of Civic Cntr.Glasspumpkinpatch.doc
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: REQUEST FOR USE OF THE CIVIC CENTER LAWN FOR THE 12TH ANNUAL
MAGICAL GLASS PUMPKIN PATCH
AUGUST 27, 2014
DISCUSSION (cont'd):
It appears that the Magical Glass Pumpkin Patch largely meets the Civic Center park use guidelines
adopted by Council in 2007 given that the event is open to the public, features artistic glass pumpkins,
and provides funding for the High School, which is tax deductible as would be a contribution to a non-
profit organization.
Staff does not believe the single use of the Civic Center Lawn for this event would be a significant
impact, although the lawn is already distressed from the summer long Music in the Park series and the
ongoing drought. If approved, staff will work with the event organizer to minimize further distress or
damage to the Civic Center lawn.
The Community Garage Sale is also scheduled for Saturday, Oct. 4, and up to 40 families are expected
to be selling goods at the Adult Recreation Center parking lot.
The Town Guidelines state that use of the front lawn is only allowed when the Library is closed. The
Library is not scheduled for closure that weekend and does not anticipate any conflicts for simultaneous
operation of the Pumpkin Patch, the Library and the Garage Sale, although the Library could close those
days if so directed by Council. Otherwise, the Council should provide an exception to the Use
Guidelines regarding closure of the Library.
ALTERNATIVES:
1. Deny co- sponsorship of the event and request the event occur elsewhere; or
2. Approve co- sponsorship and authorize the Library to close Saturday, Oct. 4 and/or Sunday,
Oct. 5.
Attachments
1. E -mail from Laura Bly dated August 22, 2014
2. Civic Center Park Use Guidelines (approved June 7, 2004)
Subject: FW: Request for use of the Civic Center lawn for the 12th annual Magical Glass Pumpkin
Patch
From: Laura Bly [mailto•laura bly7(alomail coml
Sent: Friday, August 22, 2014 4:04 PM
To: Town Manager
Subject: Request for use of the Civic Center lawn for the 12th annual Magical Glass Pumpkin Patch
My name is Laura Bly and I am the Event Coordinator for the Magical Glass Pumpkin Patch. I spoke with you
in your office earlier today (August 22, 2014 at 12pm) regarding the possible use of the civic center lawn for
our annual two -day charity event.
The Magical Glass Pumpkin Patch is a community of local artists who come together for one weekend in the
fall to sell our hand -made art glass pumpkins on the front lawn of Los Gatos High School (LGHS) to raise
discretionary money for much needed high school programs. This event was founded in 2002 when LGHS's
art program was in dire financial need.
Los Gatos resident Shelly Monfort and LGHS alumni Gigi Erickson and Tom Stanton realized that they could
create a win -win situation that would benefit both local artists and art programs at the school. The rest is
history.
Over the last 12 years 'our event has become a community tradition. We have donated $10- 15,000 per year
and have raised over $160,000 to date. These funds have been used to support art programs, the Interact
Club (a community service club), beautification of the school grounds, and other LGHS programs in need.
Yesterday Kevin Rogers, the vice principal of the high school, informed me that the high school will be
reconstructing their front lawn (due to bond measure money now becoming available), so we will not be able to
use the location for our annual glass pumpkin patch. This is a huge blowjust one month before our event (Oct
4th and 5th, 2014).
As you and I discussed, we would like to formally request consideration of renting the Civic Center lawn for our
event, FOR THIS YEAR ONLY. Next year, the lawn at the high school will be more beautiful than ever and we
will return to our traditional location.
Our event is scheduled to take place Saturday, October 4'h from 10:OOam to 5:OOpm and Sunday, October 5'h
from 10:OOam- 3:OOpm. We typically use about 100 straw bales on which to display our glass gourds. We
would clean up the entire location, provide our own security, and secure our usual volunteer help from
students. The artists, the high school and the local community would be extremely grateful for the town's
support during this critical time.
I greatly appreciate you taking the time to consider this request. Please let me know if there is anything else
you need.
Sincerely, Laura Bly
Event Coordinator, Magical Glass Pumpkin Patch
www.magicalglasspumi)kinpatch.com
(650) 996 -0926
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