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CC - CONSENT ITEM: (1) Approval of the Recommendations for Vendor Criteria for Fiesta La Ballona; and (2) Clarification of the Role of the Fiesta La Ballona Committee in Relationship to the Department of Parks, Recreation and Community Services for the Planning and Production of the Fiesta La Ballona Event.
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Meeting Date: June 12, 2023
Contact Person/Dept: Dani Cullens / Parks, Recreation, and Community Services
Phone Number: (310) 253-6471
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Notification: (E-Mail) Meetings and Agendas - City Council (06/07/2023)
Department Approval: Armando Abrego, PRCS Director (06/01/2023)
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RECOMMENDATION
Staff recommends the City Council (1) approve the recommendations for vendor criteria for Fiesta La Ballona; and (2) clarify the role of the Fiesta La Ballona Committee in relationship to the Department of Parks, Recreation and Community Services (PRCS) for the planning and production of the Fiesta La Ballona event.
BACKGROUND
Fiesta La Ballona (Event) is an annual three-day carnival that occurs at Veterans Memorial Park. The Event offers carnival rides and games, live performances, a beer and wine garden, food trucks, a food court, and various booths spotlighting artisan wares and local non-profit organizations. For 2023, Fiesta La Ballona is scheduled for August 25-27.
On December 10, 2012, City Council established the Fiesta La Ballona Committee (Committee) and approved the Fiesta La Ballona Bylaws (Attachment 1). The Bylaws provide specific direction on the appointment of Committee members and the duties expected of the Committee. Examples of some of the duties include “stimulating community interest in the Event through education, community involvement, advertisement and volunteer experiences” and “exploring ways to improve the Event and provide for greater enjoyment for residents.”
On February 13, 2023, City Council approved the creation of the Ad Hoc Fiesta La Ballona Subcommittee and appointment of Council Members Eriksson and O’Brien thereto (Subcommittee). The focus for the Subcommittee was to review and recommend the criteria for the selection of non-food vendors for Fiesta La Ballona and also to consider reviewing the guidelines for selecting entertainers, an organizer for the beer and wine garden, and food vendors.
DISCUSSION
Staff met with the Subcommittee on May 31, 2023, to discuss vendor criteria. During the meeting, staff and the Subcommittee also discussed the role of the City Council, PRCS staff, and the Fiesta La Ballona Committee in relation to the planning and production of the Event.
Recommendation for Vendor Criteria
There are two categories of non-food vendors- non-profit organizations and commercial/other vendors. Non-profits will be defined as an organization with 501(c) status and commercial/other organizations are defined as all businesses and/or individuals without 501(c) status. Staff and the Subcommittee recommend the following criteria be followed for the 2023 Fiesta La Ballona and throughout future years:
• All vendors are eligible to apply.
• Vendors will be selected on a first come, first served basis.
• 75% of booths will be for non-profit organizations and 25% of booths will be for commercial/other organizations. Staff will develop a waitlist once the specific vendor category has filled to capacity. In the event that not enough vendors from one category apply, vendors from the other category can fill the remaining booths. The percentage is considered after PRCS staff has allocated booths for the City and other requested governmental agencies.
• Booths must be staffed at a minimum from 12 PM - 7 PM on Saturday and 12 PM - 5 PM on Sunday of the Event. Staff will take note if a vendor does not staff its booth during the aforementioned times. Vendors not meeting this minimum requirement will be put on the waiting list for a booth the following year.
Beginning in 2024, staff and the Subcommittee recommend the following additional criteria be added:
• Priority will be given to vendors with seniority. Seniority is defined as a vendor who attended the previous year and followed all rules and regulations as set forth by PRCS.
• Vendors who previously did not staff their booths during the monitored time frames mentioned above or did not follow the rules and regulations will be placed on the waitlist before a booth can be assigned.
Criteria for entertainers, the organizer of the Beer and Wine Garden, and food vendors were also considered by the Subcommittee. It was acknowledged that the systems in place used in the previous years have worked for these specific vendors and the same systems should continue to be used without change moving forward.
Role of the Fiesta La Ballona Committee
The Fiesta La Ballona Committee (FLBC) is tasked with assisting in the planning and promotion of the annual Event; however, the Event is a City of Culver City Event produced by PRCS. According to the Bylaws, the purpose of the FLBC is “to advise and make recommendations to the City Council and the Director of Parks, Recreation, and Community Services (Director) on policies and issues related to the City’s annual Fiesta La Ballona (Event).” In discussion with staff, the Subcommittee agreed that the FLBC was intended to serve as a means of obtaining community input on the Event, but that the FLBC is advisory to PRCS. In that regard, Staff and the Subcommittee recommend clarification from the full City Council that the FLBC is an advisory body to the PRCS Department and should make recommendations to the Department for its planning of the Event.
FISCAL ANALYSIS
There is no fiscal impact associated with this discussion.
ATTACHMENTS
2023-06-12- ATT 1- Fiesta La Ballona Committee Bylaws
MOTIONS
That the City Council:
1. Approve the recommendation for vendor criteria for Fiesta La Ballona as detailed in the staff report; and
2. Clarify that the role of the Fiesta La Ballona Committee is to be advisory and make recommendations to the Department of Parks, Recreation and Community Services for the Department’s planning and production of the event; and/or
3. Provide other direction to PRCS staff as deemed appropriate.