Item Coversheet
City of Independence
AGENDA ITEM COVER SHEET
Approved

Agenda Title:

Council action is requested to approve a contract with the Independence Chamber of Commerce for the license of the Independence Square public area for the Santa-Cali-Gon Festival from August 30, 2018 through September 3, 2018. 
Recommendations:

Staff recommends approval.
Executive Summary:

The City contracts with the Independence Chamber of Commerce on an annual basis for the use of public spaces and resources for the Santa-Cali-Gon Festival. A renewal contract is recommended for the 2018 festival under similar terms and conditions as in prior years. Changes were negotiated to address various operational issues. 
Background:

The proposed contract grants the Independence Chamber of Commerce exclusive use of the public areas within the area depicted on Exhibit A for operating the Santa-Cali-Gon Festival. The contract addresses various operating issues associated with conducting the festival including parking, vendor licensing, trash collection, security, public access, electrical service and use of public spaces for temporary structures. The contract obligates the Chamber to obtain liability insurance and indemnify the City from claims associated with occupancy of the festival grounds.

 

The City agrees to provide $12,000 as a festival sponsorship and a base level of police protection. Additional security personnel or off-duty police officers may be required at Chamber expense. The City provides water supply to the festival grounds, lot sweeping for the carnival site and fencing for the main stage location. 

 

The following are changes from the 2017 contract that are proposed for 2018:

  1. The 2018 festival dates are updated.
  2. Section I.A.8 was added to address rental fees for the new Farmers Market. 
  3. Section I.C.2. was modified to to request reimbursement from the Chamber for actual personnel costs incurred by the City when the Chamber requests inspection services after hours. The 2017 language specified $35 per hour, but actual costs are between $46 to $62 per hour depending on the type of inspection.
  4. Section I.C.3. was modified to specify that alcoholic beverages may be sold at a maximum of three (3) locations within the festival grounds. 


Fiscal Impact:

The agreement is subject to appropriations in the Fiscal Year 2018-19 budget. 



Department:          City Manager's OfficeContact Person:          Lauren Palmer


REVIEWERS:
DepartmentAction
City Managers OfficeApproved
Finance DepartmentApproved
Finance DepartmentApproved
Law DepartmentApproved
City Managers OfficeApproved
City Clerk DepartmentApproved

Council Action:          Council Action:          Accepted

ATTACHMENTS:
DescriptionType
2018 Santa-Cali-Gon ContractContract
Exhibit A - Festival Area MapExhibit
Exhibit B - Vendor AgreementExhibit
Rate A Commodity Charge ScheduleExhibit