CC - Item 6A - Rosemead Farmers Market for 2016 r E. M F
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`� ROSEMEAD CITY COUNCIL
CIVIC PRIDE STAFF REPORT
Ni 11cORPORATED le
TO: THE HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: JEFF ALLRED, CITY MANAGER 1i /
DATE: . DECEMBER 8, 2015
SUBJECT: ROSEMEAD FARMERS MARKET FOR 2016
SUMMARY
The City Council will consider an extension of the agreement with Green Leaf Events,
Inc. to continue the Rosemead Farmers Market in 2016. The proposal is to move the
Farmers Market to Thursday evenings between 5 p.m. to 9 p.m. in the Civic Center
Plaza. Also, the Farmers Market would be conducted only during the Spring through
the Fall months of the year from April through October.
Recommendation:
Staff recommends that the City Council direct the City Manager to execute an
agreement with Green Leaf, Inc. to operate the Rosemead Farmers Market in the Civic
Center Plaza in 2016 on Thursday evenings between 5 p.m. to 9 p.m. during the
months of April through October.
BACKGROUND/DISCUSSION
In July of 2015, the City Council authorized the City Manager to execute an agreement
with Green Leaf, Inc. to operate a Farmers Market on Monday evenings in the Civic
Center Plaza and adjacent parking lot through December of 2015. The Farmers Market
was initiated on August 3, 2015, and has been fairly well attended with the exception of
recent weeks due low evening temperatures. As a result of discussions with Green
Leaf, Inc., it is proposed that the contractual relationship be continued into 2016 with the
following modifications.
• The Farmers Market will be held only during the Spring, Summer and Fall
months, from April 7 through October 20, 2016. (During these months, Green
Leaf will be able to engage participating fruit and vegetable farmers in greater
numbers.)
• The Farmers Market would be moved to Thursday evenings from 5 p.m. to 9 p.m.
(Vendors are more enthusiastic about a Thursday event than a Monday event,
which will also increase participation and attendance. Green Leaf will provide the
ITEM NO. 6.A
City Council Meeting
December 8,2015
Page 2 of 2
City with a list of committed vendors and the proposed lay-out by mid-February of
2016.)
• Green Leaf will enhance clean-up efforts including during and after each event.
• Prior to the end of June 2016, Green Leaf and City representatives will meet to
confer on a three-month evaluation on operations, and a review of financial
progress with the intent to initiate a franchise fee payable to the City for use of
the Civic Center Plaza.
Due to cold weather and declining attendance, the final Farmers Market event for 2015
will be Monday, December 7, 2015. The Farmers Market will reopen on April 7, 2016.
For informational purposes, attached is a copy of the existing agreement between
Green Leaf, Inc. and the City. Also attached is a copy of Green Leaf, Inc.'s vendor
rules, regulations and policies.
Attachments
Attachment A
GREEN
A
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Street Festivals-Farmers Markets-Special Events
Music Festivals•Corporate Events-Car Shows
3100 Big Dalton Ave. Suite 170#244
Baldwin Park, CA 91706 626.343.9469
City of Rosemead—Rosemead Farmer's Market
LETTER of AGREEMENT
Green Leaf Events, Inc. (GLEI) will provide a farmer's market featuring food booths & trucks, children's
rides, artisan & commercial vendors, live entertainment and a certified farmer's market (including non-
certified sellers). A ratio of one (1) artisan/comet__ercta_J,..v.end.or orebveRy two .2)farmers market
•mbr-atl (certtifiied & non-certif'e�d), will attempt to be maintained within the vendor group. The event
will be called the "Rosemead Farmer's Market."
The market will be held on Mondays beginning August 3, 2015, from 4:00 p.m. to 8:00 p.m., and
continue for a trial period of about five (5) months through December 14, 2015, to be held in light rain
or shine, unless the schedule is extended by mutual agreement. Set-up time for the weekly market will
begin at 3:00 p.m., and take-down will last until 9:00 p.m. Location for the market will be the City of
Rosemead Civic Center Plaza between City Hall and the County Library buildings, and also a portion of
the parking lot/driveway area (see map). Parking lot closures and signage will be the responsibility of
GLEI. staff. GLEI will market the event, along with the City, in local media and various social
media/online sites.
GLEI will ensure that all vendors have complied with Los Angeles County Agricult a d os Angeles
County Health Department regulations, .n as ,.all vie, 4;orsah aa. . IEt niainalvropra t 1L:el es, r �I
ed. Cit of Rosemead business licenses are required of all ven ors as well as a license for GLEI.
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It Additionally, GLEI will carry a $-27-r-176-7111714, event insurance policy naming the City of Rosemead
and the County of Los Angeles as an additional insured.
A cleaning deposit fee of $4,000 will be paid to the City of Rosemead in case of any major clean-up
needs. Payments totaling that fee amount due will be made to the City by August 3 ($1,500), October 5
($1,500), and December 7 ($1,000). It will be refunded if the City does A n eed to pay for any clean-up.
Neither GLEI, nor any of GLEI's officers, employees or agents, shall obtain any rights to retirement,
health care or any other benefits which may otherwise accrue to City's employees. GLEI expressly
waives any claim Consultant may have to any such rights.
This agreement may be cancelled by either party with one (1) week written notice.
1 L l A 0, T
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.1'°rr �i: Pr-s'dent City.rf Rosemead Repres-ntative
Gr: :n -:f :ve ts, Inc.
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Date Tile I,
Attachment B
Rules, Regulations, and Policies 1 2015
Please read and initial
1. Event Locations, Hours and fees.Space size is'10 x 10'.
Event Dates Day Time
Rosemead August 3—December 28 Monday. 4—8:30 pm
at Valley Blvd& Muscatel Ave, 91770
Monrovia October 2—December 18 Friday 5—9 pm
at Myrtle& Olive Avenues, 91016
Arcadia November 7—December 26 Saturday 5—9 pm
at 15t Ave& Huntington Dr, 91006
2. Vendors must obtain a valid California Seller's Permit. Upon completing an application a copy must be
submitted. Participants must also keep a copy in their booth at each event.Sellers permit can be obtained at the
California State Board of Equalization online at www.boe.ca.gov or by calling (800)400-7115.
A certificate of Insurance with a minimum of$1,000,000.00 naming Greenleaf Events, Inc. as addition insured is
required at all locations. Please call our office at(626)386-5306 for more information.Vendors must have
certificate prior to set. No exceptions.
3. Food vendors shall be in compliant with the Environmental Health Department rules and regulations and must
obtain proper operating permits. In addition all food vendors MUST have general liability insurance with a
minimum sum of$1,000,000.00 naming Greenleaf Events, Inc(GLEI) an additional insured.A copy of your menu
must be submitted with application. Booths that are cooking must have proper fire extinguisher. Each food
vendor is responsible for any and all damage or cleaning cost due to spillage stains in their booth ex. oil spill,
grease spill.Vendor will have first opportunity to have theirarea cleaned. GLEI recommends each food vendor
carries a bag of cat litter in case of an oil/grease spill. Initial
4. Vendors are responsible for keeping their area cleaned at the close of each event.Trash receptacles are
provided both during and after event. Do not leave large articles of trash or cardboard boxes without consent of
GLEI staff. Failure to comply may result in a cleaning fee of$10.00. Initial
5. Vendors are to remain open until the close of each event. Early closure or breakdown is not permitted without
GLEI consent. Failure to comply may result in removal from future event(s) and/or loss of fees. Initial
6. All literature,flyers, business cards maybe displayed and distributed at your designated space only.This includes
sales. Please do not interfere with vendors conducting business Initial
7. Smoking is prohibited in booth as a courtesy. Please smoke at least 5 feet away from booth. Initial
8. Alcohol or the use of illegal drugs as well as illegal activity is prohibited. Initial
9. Televisions and radios may be used at a low volume as long as it does not interfere with another vendor
conducting business.The use of a P.A system is not permitted. Initial
Rules, Regulations, and Policies 1 2015
10. Vendors may cancel participation at event without forfeiture of pre-paid fee if canceled at least 24hrs before
event is held. If the vendor cancels the day of event a maximum fee of half their booth space may be charged
except in an emergency situation.A log will be kept for each vendor. In case of rain or possibility of rain, a
decision will be made by 12::OOp.m on event day. If the event is cancelled all fees will be moved towards the
following event. Rain during event that causes early closure may result in discounted fees that will be handled
on a case-by-case basis. It is the vendor's responsibility to contact GLEI on rainy days unless contacted 24hrs in
advanced by GLEI.To opt in email/text notifications of canceled events please circle yes or no. If yes please
provide best contact information for day of event
Initial
11. GLEI is not responsible for any damages due to acts of nature or by another vendor. Initial
12. Vendors must be set-up by the start of each event. Initial
13. All items both on display and for sale must be approved by GLEI prior to set-up.Weapons and drug
paraphernalia are prohibited. Items that may constitute trademark, patent, or copyright infringement is
prohibited unless provided with proper consent.Also the sale of items that maybe considered counterfeit or
misrepresenting of any kind are prohibited. Initial
14. Vendors may not share a booth unless approved by GLEI. Initial
15. GLEI reserves the right to refuse, assign, and limit the amount of spaces/services thereby maintaining the
diversity/quality of its event. Initial
16. Booth payment is due once an application has been approved and will be applied towards the first event
participated. Payment is due one week in advance thereafter.When signing up a craft/commercial vendor must
agree to a minimum of 4 events. Due to health department permits both hot food and pre-packaged vendors
must agree to a minimum of 12 events. Initial
17. It is the vendor's responsibility to bring items necessary to conduct business.Any and all signage must be
secured at all times.At events where power is provided each booth will be limited to a maximum of 200 watts.
Power supply may be a minimum of 50 feet away and is the vendor's responsibility to bring a fifty-foot#12-3
rating extension cord.The use of halogen lights and electric heaters is prohibited. If electronic sensitive devices
are used GLEI strongly recommends the use of a surge protector. If any electrical is needed other than basic
lighting contact GLEI prior to event to determine if the requirements may be met.The use of generators is
prohibited unless given permission by event staff. On windy days all vendors are required to have canopy
weights, no exceptions. GLEI is not responsible for any damage to equipment.
Initial •
18. All vehicles driving in event area must have at minimal general liability insurance. Initial
19. State Traffic laws are to be followed while driving in event area. Initial
20. While driving in event area you are to follow the instructions given by event staff. Initial
•
Rules, Regulations, and Policies 2015
21. Vendors are required to enter/exit at designated locations only.Traffic barricades are not to be moved by
vendor unless accompanied or instructed to do so by event staff. Initial
22. Failure to abide by any of the rules and regulations/policies as shown above, or instructions from GLEI or its
representatives during an event may result in either/or forfeiture of fees, suspension, removal from event.
Initial
GREENLEAF EVENTS, INC.501 W Foothill Blvd.Suite A Monrovia,CA 91016 4534_
(626)386-5306 info@greenleafevents.net www.greenleafevents.net
Office Use Only 1