9. request from the sunset center 10-05-15

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



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.:;).



Douglas

J

Date: ,gr# J?

Council Meetin Date: 10 05 2015

Agenda Item: 9

Page



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



ABSENT: COUNCIL MEMBERS

SIGNED: ATTEST:

Jason Burnett Mayor Lee Price MMC

Interim City Clerk

oun i l Mee

ng Date: 10/05/2015

Agenda Item: 9

9. request from the sunset center 10-05-15

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