9. request from the sunset center 10-05-15
TRANSCRIPT
8/20/2019 9. Request From the Sunset Center 10-05-15
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CITY OF CARMEL-BY-THE-SEA
AGENDA BILL
AB 1023
October 5 2015
Consent Calendar
TO: Honorable Mayor and Members of the City Council
Douglas J. Schmitz, City Administrator
FROM: Janet Bombard, Library and Community Activities Director
SUBJECT: Adoption of a resolution authorizing a request from the Sunset Center to: 1. Close the
Sunset Center north parking lot from Friday, May 13, 2016 through Sunday May 15, 2016,
for its annual Gala event, 2. Set-up two tents in the north parking lot, 3. Play live music
and hold an amplified auction in the Gala tent, and 4. Serve alcohol at the event
AMOUNT OF EXPENDITURE
N/A
MOUNTBUDGETED
~ A
APPROPRIATION REQUIRED N/A
RECOMMENDATION
Adopt
a resolution authorizing a request from the Sunset Center to: 1. Close the Sunset Center north
parking lot from Friday, May 13, 2016 through Sunday May 15, 2016, for its annual Gala event, 2. Set
up
two tents in the north parking lot, 3. Play live music and hold an amplified auction in the Gala tent,
and 4. Serve alcohol
at
the event.
SUMMARY
Sunset Center is requesting permission to hold its annual Gala in the Sunset Center north public
parking lot, which will require closure
of
the lot from May 13 through May 15, 2016. Sunset Center
wishes to use the north parking lot for the venue, as the event has outgrown the space which was
previously used.
The
larger space will also allow for greater ticket sales.
The Gala, which is Sunset Center's primary fundraiser each year, will take place on Saturday, May 14,
2016. Event attendees will have cocktails and dinner in the Gala tent from 5: p.m. to 8: p.m. and
then attend a performance in the Sunset Center Theater until 9:20 p.m. At 9:20, guests will return to
the tent
for dessert and an artist meet and greet session.
The
event will end at 10: p.m. Guests
will
enter
and exit the venue
at
the San Carlos Street ramp.
Food will be prepared by caterers off-site and delivered to the kitchen tent, where final prep and plating
will take place. There will be no cooking in the tent;
hot
boxes will be used to keep food warm.
Per Municipal Code Chapter 12.32, Section 12.32.060 , it is unlawful to construct or erect any building
or
structure
of
whatever kind, whether permanent or temporary in character, any tent or fly or
windbreak ... upon, or across any public property, except on permit issued by the City Council . Sunset
Counc
il
Meeting Date: 10/05/2015
Agenda Item: 9
Page 1
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Center is requesting authorization to set up two tents, which will be anchored with cement blocks, in the
north parking lot on Friday, May 13th: a 60' X 120' tent for event attendees (the Gala tent), and a
12'X15' kitchen tent. The tents will be removed on Sunday, May 15, 2016 - the day following the
event.
Per Municipal Code Chapter 8.56, Section 8.56.085 it is unlawful
or
any person to operate
or
cause to
be operated in the City any sound reproduction or broadcasting equipment in such manner as to cause
sound to be projected therefrom outside
o
any building
or
out
o
doors within the corporate limits
o
the
City . Sunset Center
is
therefore requesting City Council authorization to play live music and to hold an
amplified auction in the Gala tent during dinner.
Sunset Center intends to serve alcohol during the dinner. City Municipal Code Chapter 9.20 prohibits
consumption o alcohol in any public place, including parking lots; therefore, City Council authorization
through adoption of a resolution is required for Sunset Center to serve alcohol during the event. Sunset
Center
or
its contracted caterer will secure all necessary Department
o
Alcoholic Beverage Control
permits.
Police Commander Paul Tomasi reviewed the plans for the event. In the interest of public safety,
Commander Tomasi has determined that the north lot must remain closed to automobile traffic during
the three days in which Sunset Center proposes to use the parking lot. During that time Sunset Center
will put up signage directing automobile traffic to the facility's other parking lots. Because the parking
lot will be closed to traffic, Sunset Center will contract with National Parking to provide valet service for
attendees. National Parking will park the valeted cars on the street and/or in the other Sunset Center
parking lots.
Sunset Center representatives spoke with a local hotelier who indicated that time o year
is
not a
typically busy time with regard to tourism in spite o the fact that the Carmel Art Festival
is
scheduled to
run May 14 - 17. Sunset Center feels, therefore, that the small number of parking spaces (36 - 39) that
will be lost due to the lot closure will not dramatically affect the public's ability to find parking .
Sunset Center's event caterer will
r mov
all food-related waste from the event. Sunset Center itself
will take care o all the rest of the garbage generated from the event.
The Community Activities and Cultural Commission considered Sunset Center's request at its
September 15, 2015 meeting. The commission voted to send a recommendation to the City Council to
approve and support Sunset Center's request.
PRIOR CITY COUNCIL CTION
None.
TT CHMENTS
1
Letter to the Community Activities and Cultural Commission from Sunset Center Executive
Director Christine Sandin
2 Event diagram
3. Resolution authorizing a request from Sunset Center
Council Meeting Date: 10/05/2015
Agenda Item: 9
Page.:;).
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Douglas
J
Date: ,gr# J?
Council Meetin Date: 10 05 2015
Agenda Item: 9
Page
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ATIACHMENT 1
To the Community Activities and Cultural Commission:
Sunset Center will be requesting permission from the City Council regarding closing the Sunset
Center north parking lot from May 3th to May 5th for our annual Gala on May
4, 2016.
Some
of
the reasons that we want to hold our Gala in the north lot are:
1. This will be our fourth annual Gala and we have outgrown our current space in the
parking lot in front
of
the theater. The Gala has become very popular in our community
and last year, we were overflowing with
224
attendees. We could have sold many more
tickets but simply did not have the space.
2. The Gala is the largest and primary method offundraising for Sunset Center. We have
only been independently fundraising for the last 3 years and the Gala has been very
successful for us. We have been given the challenge to raise more contributed income
and the Gala is allowing us to achieve our goal in this regard.
3. The Gala brings in new people to Sunset Center. Our attendees and donors are inviting
their guests and introducing many new people to both Sunset Center and Carmel-by-the
Sea, thus bringing in additional City revenue. Our Gala has become the event
of
the
season and we plan to offer
300+
Gala tickets in
2016.
4. We do not have space in the theater lobby or any
of
our meeting rooms to house
200+
people for a sit down dinner and live auction.
5. Using the lot in front
of
the theater requires renting a large tent and, due to the sloping
of
the parking lot, requires that a floor
be
built in order to eliminate safety issues. This
type of tent construction increases our event cost four fold.
As far as displacing the north lot parking spaces, while the north lot is closed, we will provide
signage directing people to our lots at the south end
of
the Sunset facility, where we have 83
available spaces. The north lot has 122 spaces
if
the retaining wall construction has been
completed - otherwise,
119
spaces). Therefore, we would be closing only
36-39
spaces. At the
time of
our
requested use, May 3 to May 5
,
there are no large events going on in town and
after speaking with a local hotelier, they don't foresee a great influx
of
tourists that would
require parking. The only event currently on the books is the Carmel Art Festival, which has
been a small attraction and primarily draws local attendees.
We feel that it certainly behooves the City to approve our use of the north lot for this event, and
in fact we have received verbal support from 3 council members previously to do so. We need to
increase our fundraising activity, message and visibility in order to accomplish our financial
goals.
We appreciate the assistance
of
the Community Activities and Cultural Commission, and hope
you will recommend the closure
of
the lot to the City Council.
Thank you,
Christine Sandin, Executive Director
Sunset Center
5
Council Meeting Date: 10 05 2015
Agenda Item:
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CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2015-
ATTACHMENT- 3
A RESOLUTION
OF
THE CITY COUNCIL
OF
THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING A REQUEST FROM THE SUNSET CENTER TO 1. CLOSE THE SUNSET
CENTER NORTH PARKING LOT FROM FRIDAY MAY
13 2016
THROUGH SUNDAY
MAY
15 2016 2. SET UP TWO TENTS IN THE PARKING LOT AND 3. PLAY LIVE MUSIC AND
HOLD AN AMPLIFIED AUCTION IN THE GALA TENT AND 4 SERVE ALCOHOL
AT
THE
EVENT
WHEREAS Sunset Center is requesting permission to hold its annual Gala in the
Sunset Center north parking lot on May14 2016; and
WHEREAS set up for the Gala will take place on May 13 2016 and event tear-down will
take place
on
Sunday May 15 2016 necessitating use
of
the north lot from May
3
May 15
2016;and
WHEREAS for reasons of public safety the Sunset Center north public parking lot will
need to be closed to vehicular traffic during that time period; and
WHEREAS Sunset Center wishes to set up two event
tents
a Gala tent and a kitchen
tent -
in
the north parking lot requiring City Council authorization as per Municipal Code
Chapter 12.32 Section 12.32.060; and
WHEREAS Sunset Center wishes to play live music and hold
an
amplified auction in the
Gala tent requiring City Council authorization as per Municipal Code Chapter 8.
56
Section
8.
56
.085; and
WHEREAS Sunset Center wishes to serve alcohol at the event requiring City Council
authorization as per Municipal Code Chapter 9.20.
NOW THEREFORE
BE
IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA DOES:
Authorize the Sunset Center to:
1 Close the Sunset Center North Parking Lot to vehicular traffic from Friday May 13
2016 through Sunday May
15
2016.
2. Set up two tents
in
the Sunset Center North Parking Lot
3
Play live music and hold
an
amplified auction
in
the Gala Tent
4 Serve alcohol at the event
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA this day of by the following roll call vote :
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
Council Meeting Date: 10/05/2015
Agenda Item: 9
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