Item Coversheet
City of Independence
AGENDA ITEM COVER SHEET
BILL NO. 17-0161st R.

Agenda Title:

17-016 - 1R. An ordinance authorizing a “Contract for License of Independence Square Public Area for Santa-Cali-Gon Festival” with the Independence Chamber of Commerce, in connection with the Santa-Cali-Gon Festival from August 31, 2017 through September 4, 2017.
Recommendations:

Staff recommends approval of this agreement.
Executive Summary:

The City contracts with the Independence Chamber of Commerce on an annual basis for use of public spaces and resources for the Santa-Cali-Con Festival. A renewal contract is recommended for the 2017 festival under similar terms and conditions as in prior years. Staff negotiated changes to the agreement with the Chamber to address various operational issues, and those changes are noted below. 
Background:

The following is a summary of the changes being proposed for the 2017 Festival Contract.

1.) The dates for the 2017 Festival have been inserted.

2.) Section I.A.6, The change mirrors past practices. The Chamber has not and will not be using permanent anchors in public streets or parking lots.

 

3.) Section I.B.9, Updated to reflect that the City will be entitled to the same sponsorship and promotional materials as all other sponsors.

 

4.) Section I.C.3, Updated to note that the Chamber will now provide all necessary festival information that the City requires through a new online portal that staff can access electronically as needed.

 

5.) Section I.C.4, Resolves a current staff concern that a vendor in arrears for the payment of sales tax could still operate at the festival. The Chamber agrees not to allow any vendor or exhibitor that is known to be in arrears from operating at the festival.

 

6.) Section II.B, The change mirrors past practices. The Chief of Police or his designee, in consultation with the Chamber, has always determined the appropriate staffing level for the festival with the Chief of Police having the final say. The change also removes the maximum security cost to the Chamber of $3,500 since historically the Chambers pays on average $18,000 per festival year.

 

7.) Exhibit A, Revised to remove two areas on the map that are no longer being utilized for parking.




Fiscal Impact:

The Agreement is subject to appropriations during FY 2017-18.



Department:          FinanceContact Person:          Brian C. Watson


REVIEWERS:
DepartmentAction
Finance DepartmentApproved
Finance DepartmentApproved
City Council Mgmt AnalystApproved
Finance DepartmentApproved
Law DepartmentApproved
City Managers OfficeApproved
City Clerk DepartmentApproved

Council Action:          Council Action:         

ATTACHMENTS:
DescriptionType
Exhibit A - Festival Area MapExhibit
Rate A Meter Rates for Water ServicesBackup Material
Exhibit B - Vendor Agreement with ChamberExhibit
2017 Santa-Cali-Gon OrdinanceOrdinance
2017 Santa-Cali-Gon Contract (Redlined)Contract
2017 Santa-Cali-Gon ContractContract