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Home My WebLink AboutItem 26 - City-Produced Events Parks, Recreation, and Community Services https://www.santa-ana.org/parks Item # 26 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report June 1, 2021 TOPIC: City-Produced Events AGENDA TITLE: City-Produced Events Informational Report RECOMMENDED ACTION Accept informational report relating to City-produced events and provide direction to staff. DISCUSSION The City of Santa Ana’s Parks, Recreation, and Community Services Agency (PRCSA) produces a series of special events (“City-produced events”) each year. These events are planned and coordinated by City staff, and planning for these events typically begin anywhere from six months to one year prior to the event. Below is an overview of the City- produced events: Shakespeare in the Park Every July, Shakespeare By The Sea Theatre Company presents an outdoor theatrical performance at Birch Park in Downtown Santa Ana. The performance typically begins at 7 p.m., and admission is free. Attendees are welcome to bring personal items such as picnics, blankets, and beach chairs. Fourth of July Celebration The City’s Fourth of July Celebration commemorates the United States’ independence. The purpose of the event is to provide shared space for the community to celebrate and recognize the independence of the United States, as well as to commemorate those who have served in the U. S. military and have fought for and preserved the freedoms that residents enjoy. This event takes place at Centennial Park and typically features live music, a kids’ zone, food vendors, opportunity drawings, and a spectacular 20-minute fireworks finale. This event attracts up to 7,000 attendees every year, and attendance is free. Fiestas Patrias The Fiestas Patrias Festival and Parade is a celebration of Santa Ana’s vibrant Mexican culture and traditions. This two-day event, which takes place in Downtown Santa Ana, City-Produced Events June 1, 2021 Page 2 1 7 5 3 includes A-list performers on both days, food vendors, affordable shopping, interactive activities, and carnival rides for children of all ages. This event is free. Along with the festivities, the City partners with the Consulate of Mexico to host the “El Grito Ceremony” to honor the historical call for arms that took place on the eve of Mexican Independence Day. Additionally, this two-day event includes the Fiestas Patrias parade, which is composed of over 100 community entries such as marching bands, dance groups, floats, and equestrian groups. 5k Fun Run The Santa Ana 5k Run takes place every October and attracts over 2,000 runners of all levels. Historically, the route begins near the Santa Ana Civic Center and has gone past various City landmarks such as the Old Orange County Courthouse, Main Street, and Old City Hall. The first, second and third place winners in both the male and female categories win a plaque, with all participants receiving a participant medal and t-shirt, while supplies last. After the run, the City hosts a Health and Wellness Resource Fair for participants.The resources fair is composed of medical, nutritional and fitness organizations who provide important information and free giveaways. Plaza Navideña The City hosts Plaza Navideña, a tree-lighting ceremony at Plaza Calle Cuatro on the corner of Fourth and French Streets. This free event includes a ceremony to light a holiday tree that is installed in the plaza, live entertainment such as local music/dance groups, a piñata area for children, and a special visit from Santa Claus. From time to time, the City may also provide refreshments such as pan dulce and hot chocolate. Cost The PRCSA establishes a budget to fund these events. For FY 2019-20, PRCSA budgeted $365,000 for City-produced events. Due to COVID-19, no funds were budgeted for FY 2020-21 or FY 2021-22 for City-produced events. However, PRCSA staff has programmed $66,500 in the proposed FY 2021-22 Budget for anticipated costs associated with the 2022 Fourth of July Celebration. COVID-19 For FY 2020-21, PRCSA did not allocate funding for City-produced events due to the COVID-19 pandemic and public health-related restrictions on in-person gatherings and events. Due to the COVID-19 pandemic, the City did not host any City-produced events in 2020, nor has the City hosted City-produced events so far in 2021. Additionally, staff anticipates that the City will not host City-produced events for the remainder of 2021. City-Produced Events June 1, 2021 Page 3 1 7 5 3 City-Produced Events, City-Sponsored Events, and Private Special Events City-produced events include the following events only: Shakespeare at the Park, Fourth of July Celebration, Fiestas Patrias, 5k Fun Run, and Plaza Navideña. These events are coordinated by the PRCSA and are funded by the City. City-Sponsored events are private events hosted by a third party, where the City may provide in-kind or monetary sponsorship. These events may take place on City property or private property. Examples of in-kind sponsorship may include the following: staff time associated with traffic management, waiving of fees for permits, or allowance of use of a City facility for the purpose of holding a particular event. City sponsorship typically occurs in one of two ways: Administrative discretion: From time to time, staff may use existing procedures to provide sponsorship (such as the waiving of facility rental fees) to eligible organizations for the purpose of holding an event. Examples include waiving fees to reserve a community center and waiving staff time associated with traffic management for a neighborhood parade. City Council Special Event Sponsorship Policy: The City Council allocates $70,000 annually for special event sponsorship, whereby the City Council, at their discretion, may provide sponsorship for special events and activities with a community benefit. Through this program, the City can provide direct payments to eligible 501(c)3 non-profit organizations or in-kind sponsorship by waiving fees associated with City services (such as permits and staff time). Private special events are third-party events, such as festivals, sporting events, neighborhood block parties, and parades, that a third-party entity hosts—either on public property or private property. If a third party entity hosts a special event on City property, such as a park or recreation facility or on a public street, the entity completes a City Public Property Use Permit Application, submits additional event information as necessary (such as a traffic management plan or an event site map, pays necessary fees (such as the Special Event Permit Application Fee), and meets with a cross-departmental team as necessary (PRCSA, Police, Fire, Public Works, etc.) to finalize the details of the event. For private special events that take place on private property, the third-party entity works with the Planning and Building Agency to complete a Land Use Certificate Application. Comments from the City Council City staff received suggestions from a member of the City Council to hold additional City- sponsored events such as Juneteenth and Indigenous Peoples' Day. City staff seeks direction from the City Council relating to events. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. City-Produced Events June 1, 2021 Page 4 1 7 5 3 FISCAL IMPACT There is no fiscal impact associated with this action. Submitted By: Lisa Rudloff, Executive Director of Parks, Recreation and Community Services Approved By: Kristine Ridge, City Manager Parks, Recreation and Community Services Agency JUNE 11 2021 City Council Meeting ITEM 26 619919 jr 0 • 0- A a L k AIL City -Produced Events Shakespeare in the Park Fourth of July Celebration Fiestas Patrias 5k Fun Run Plaza Navidena Events (5) Total Cost $365,000 d 365 368. 1 66 Seeking City Council Direction Additional City -Sponsored Events Request: 1. Juneteenth 2. Indigenous Peoples' Day