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Home My WebLink AboutED Parade of Lights 2016C/TYOF Agenda Item No: 3.b n4 Meeting Date: August 1, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Economic Development Prepared by: Brian Auger City Manager Approval: Events Coordinator TOPIC: Temporary Street Closure for the Annual Parade of Lights and Winter Wonderland SUBJECT: Resolution Authorizing a Temporary Street Closure for the Annual Parade of Lights and Winter Wonderland on A Street from Third Street to Fifth Avenue and Fourth Street from Lootens Place to B Street on November 25 and 26, 2016. RECOMMENDATION: Approve the Resolution BACKGROUND: Downtown will commence the Holiday Season with Marin County's favorite and largest annual holiday event, the Parade of Lights, Winter Wonderland, and Holiday Market. This will be the 37th year of this annual Downtown event and the 27th year of the free snow sledding on A Street. This has been an incredible open house inviting the entire Bay Area, Marin residents and visitors to discover Downtown San Rafael. Marketing will also include a "Shop Local" theme for Downtown merchants. The Parade of Lights will start down Fourth Street at 5:30 p.m. on Friday, November 25th and end at Courthouse Square with the Tree Lighting Ceremony and visits with Santa in the Plaza. The Holiday Market will be held on Friday from 12 noon to 9 p.m. on Fourth Street between B Street and Lootens Place. Downtown BID members, vendors from the summer Downtown Market, and other seasonally appropriate vendors will be invited to be part of the Holiday Market. There will be holiday entertainment and musical performances along Fourth Street and Santa's Village in the Plaza for children and their families to visit after the parade. The snow on A Street will be open on Friday and Saturday. On Friday, the snow feature will be opened from noon to 4 p.m., closed during the Parade of Lights and Tree Lighting Ceremony, and re -opened at approximately 6 p.m., and closed for the evening at 8 p.m. The snow will re -open on Saturday from 9 a.m. until noon, or until the snow is no longer safe. A Public Works crew will remove the snow on Saturday afternoon. This event is a coordinated effort with the City's event staff, the San Rafael Police and Fire Departments and the Department of Public Works. FOR CITY CLERK ONLY File No.: 11-19 Council Meeting: 08/01/2016 Disposition: Resolution 14164 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 ANALYSIS/HISTORY: The Parade of Lights/Winter Wonderland Celebration is a much loved community event enjoyed by thousands of residents and visitors of all ages. In 2006, Redevelopment Agency staff issued a Request for Proposals for event production, and Steven Restivo Event Services, LLC, a Downtown San Rafael business, was deemed to be the most qualified event producer. Steven Restivo successfully produced the Parade of Lights/Winter Wonderland Celebration under contract with the City of San Rafael Redevelopment Agency between 2006 and 2011. This multi-year contract provided incremental reductions of City support each year in anticipation that the event promoter would undertake sponsorships to supplement. The past funding breakdown includes: • $25,000 in 2009 • $22,500 in 2010 • $20,000 in 2011 The Redevelopment Agency staff and the event promotor did not expect sponsorships to supersede the annual $20,000 Agency contribution. Ongoing discussions with potential sponsors did not secure additional financial commitments because it is primarily a one day event. The Redevelopment Agency was dissolved in 2012, and the Agency's funding contributions ceased. The Agency event funding shortfall was made up through the Target Settlement Agreement which provided $50,000 per year for Downtown legacy events between 2012 and 2017. Historically, Steven Restivo Productions has requested $20,000 of Target funds and each year the Committee has approved $15,000 leaving a shortfall. Steven Restivo Productions has provided the funds to make up for the shortfall resulting in a varying amount of losses each year. The Target Settlement Agreement funds have ensured the event continues since the closure of the Redevelopment Agency. Steven Restivo Productions has indicated that they may not be able to continue the event without increased funding and/or sponsorship. COMMUNITY OUTREACH & MARKETING: To be performed by the event producer, Steven Restivo Productions FISCAL IMPACT: Costs to San Rafael Police services, Public Works and other City Departments are under $2,500; and are included in the current approved Departmental budgets. In the last two years, the expense for the Holiday Tree light installation (a $1,200 expense) has been donated by the City's electrical contractor, DC Electric. It is unknown how long this donation will continue after the 2016 Holiday Season. Even without this event, however, the Economic Development Department would continue funding to light the Holiday Tree at Courthouse Square. The San Rafael Parking Services Division provides staff time to install the "No Parking" signs, and there is some lost meter revenue. The coordinated street closures in the Downtown corridor are necessary to accommodate all of the activities for this annual community event. The recommended street closures have been vetted by the city staff including the SRPD, SRFD and Department of Public Works through the approval of the operations plan prepared by the Event Producer. MIR OPTIONS: 1. Approve resolution as drafted. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 2. Approve resolution with modifications. 3. Direct staff to return with more information. 4. Take no action. RECOMMENDED ACTION: Adopt resolution authorizing temporary street closures for the annual Parade of Lights and Winter Wonderland. ATTACHMENTS: Resolution RESOLUTION NO. 14164 RESOLUTION AUTHORIZING A TEMPORARY STREET CLOSURE FOR THE ANNUAL PARADE OF LIGHTS AND WINTER WONDERLAND ON A STREET FROM THIRD STREET TO FIFTH AVENUE AND FOURTH STREET FROM LOOTENS PLACE TO B STREET ON NOVEMBER 25 AND 26, 2016 WHEREAS, the Annual Parade of Lights and Winter Wonderland necessitates the temporary closure of city streets as specified below: 1. "A" Street between Fourth Street and Fifth Avenue and Julia Street between "A" and `B" Streets from 5 a.m. on Friday, November 25, thru Saturday, November 26, at 6 p.m. for the snow play area. Streets will re -open after snow is removed on Saturday afternoon. 2. "A" Street from the parking garage drive way to Fourth Street from 7 a.m. on Friday, November 25, thru Saturday, November 26, at 6 p.m. for additional activities. 3. Fourth Street between Lootens and `B" Streets for the tree lighting event and special Holiday Market on Friday, November 25, from 11:30am (set-up) to 9 p.m. 4. Fourth Street between `B" and "F" Streets for the Parade of Lights event on Friday, November 25, from 5 p.m. to 6:30 p.m. Parade Notice Postings will be attached to meters to notify drivers of parking restrictions. 5. `B" Street between Fourth Street and Fifth Avenue from 4:30 p.m. to 6 p.m. on Friday, November 25, for Parade assembly. WHEREAS, after reviewing plans for the event and the traffic patterns, City staff has determined and recommended that, in the interest of the safety and welfare of pedestrian and auto traffic in the Downtown area, the above streets should be temporarily closed to through traffic for the dates and times described; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL HEREBY RESOLVES AS FOLLOWS: 1. That all of the above findings are true and correct; 2. That, pursuant to the authority of Vehicle Code section 21101(e), for the safety and protection of persons, both pedestrians and vehicle drivers, the City Council hereby authorizes the temporary closure of the above listed streets for the dates and times described above. I, Esther C. Beirne, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the first day of August 2016, by the following vote, to wit: AYES: Councilmembers: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: Councilmembers: None ABSENT: Councilmembers: None C?� A-- ESTHER C. BEIRNE, City Clerk ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 8/1/2016 From: Brian Auger Department: Economic Development Date: 7/25/2016 Topic: Temporary Street Closure for the Annual Parade of Lights and Winter Wonderland Subject: Resolution Authorizing a Temporary Street Closure for the Annual Parade of Lights and Winter Wonderland on A Street from Third Street to Fifth Avenue and Fourth Street from Lootens Place to B Street on November 25 and 26, 2016. Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ® Other: Staff Report APPROVALS ® Finance Director Remarks: MM - approved 7/26 ® City Attorney Remarks: LG -Approved 7/26/16 ® Author, review and accept City Attorney / Finance changes Remarks: final ® City Manager Remarks: