CC - Item 3C - Oktoberfest Savannah Cemetary Fundraising Event0 0
ROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: OLIVER C. CHI, INTERIM CITY MANAGER
DATE: AUGUST 14, 2007
SUBJECT: HALLOWEEN / OKTOBERFEST SAVANNAH CEMETERY FUNDRASING EVENT
SUMMARY
On July 17, 2007, the City Council directed staff to bring back for consideration the possibility of
hosting a Halloween / Oktoberfest event to raise funds in an effort to save the Savannah
Cemetery. Staff has been coordinating with the citizen group requesting that this event be held
and we have made considerable progress in working through issues related to the festival.
The community group advocating for this event submitted a draft overview outlining the details
related to this event (Attachment A). The celebration is tentatively planned to take place on
Saturday, October 27'h, from 10 a.m. - 9 p.m. on Mission Drive, and to assist with the initiation of
this effort, it is recommended that $5,000 in seed money be allocated to the fundraising effort.
Prior to this event being proposed, the City had plans to host a Halloween / Fall Festival sometime
in late October. Based on this new event being pursued, the staff would recommend that the City
host its activities in conjunction with this street fair / fundraiser for the Savannah Cemetery. City
staff will coordinate Halloween Haunted House and carnival/activity booths while the citizen
committee, with support from the staff, will work to organize the street fair booths for the event.
Staff Recommendation
Staff recommends that the City Council take the following action:
■ Formally take a City position of "support" for the effort to save the Savannah Cemetery.
Direct staff to coordinate the City's Halloween / Fall Festival event with the Oktoberfest
Savannah Cemetery Fundraising effort.
■ Allocate $5,000 in seed money to assist with the Oktoberfest Savannah Cemetery
fundraising effort.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
Attachment A: City of Rosemead First Annual Halloween / Oktoberfest Draft Event Overview
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APPROVED FOA CITY COUNCIL AGENDA:
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CITY OF ROSEMEAD
1 s' Annual
. Halloween/Oct obw-fest 9
October 24e x'10 a.m. -.ep.m.
Mission Drive
GOALS
1. Raise money to "Save Savannah Cemetery"
2. Promote Rosemead businesses
3. Bring the community together for another fun-filled day
LOCATION
1. Close Mission Dr. from the west side of Arica to just east of Loma.
2. Close Claudia St. and Encinita at Mission Dr.
3. Use southwest area of Rosemead Park
ACTIVITIES
Parks & Recreation
1. Build a haunted house in southwest area of park
2. Children's carnival -booths, prizes, easy games -carnival near entrance to
haunted house
3. All staff to participate- security, information, etc.
4. Book musical groups (like 4`h of July)
5. Organize costume parade
6. Buy black & orange balloons and helium
City of Rosemead
1. Sell 90+ 101xx0' areas for booths on both sides of Mission Dr. volunteers will
help sell booths - 44 on south side for food 4L, Ald?--A & a e..
2. Get Explorers to help with security to augment Sheriff's Dept.
3. Cal Trans for barriers to close streets
4. Arrange for port-o-potties
5. Buy raffle tickets
6. Get prizes donated for raffle, Halloween costume winners, coloring contest
7. Make 6 street banners, store window signs, flyers for all school children
8. Arrange for a farmer's market
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Savannah Cemetery Members
1. Set up two 10'x10' - one on each side of Mission Dr. gate
2. Organize and implement tours of the cemeten7
3. Set up one booth for sales of existing plots
FINANCES
City Responsibility
1. Security
2. Port-a-potties
3. Electricity
4. Staff overtime
Expenses - Deducted from booth and raffle sales
1. Banners
2. Advertising
3. Balloons and helium
4. Flyers to schools
5. Tables and chairs rental (if necessary)
6. Plywood (two 2'x8') for listing all Rosemead businesses who participate
7. Haunted house materials
SCHEDULE
6 am - 10 am Vendors set up booths, Parks & Rec set up haunted house and
carnival
12 Noon Opening ceremonies on stage set up at east end of Mission Dr.
1 pm - 2 pm Halloween costume contest and coloring contest judging
2 pm - 7 pm Various music groups play on portable stage at east end of
Mission Dr.
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