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HomeMy WebLinkAboutStaff Report 2501-3997CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, March 10, 2025 Council Chambers & Hybrid 5:30 PM     Agenda Item     2.Review of the Community Services Recreation Division 2025 Special Events Work Plan Staff Presentation   City Council Staff Report From: City Manager Report Type: STUDY SESSION Lead Department: Community Services Meeting Date: March 10, 2025 Report #:2501-3997 TITLE Review of the Community Services Recreation Division 2025 Special Events Work Plan; CEQA status – not a project. RECOMMENDATION Staff Recommends that the City Council Review and Provide Feedback on the 2025 Special Events Work Plan Planned by the Community Services Department Recreation Division BACKGROUND The City of Palo Alto offers many events throughout the year for the community to gather, connect with neighbors, and learn. The Community Services Department (CSD) has a long tradition of planning and hosting special events that draw many participants. Long-standing events planned or supported by the Recreation Division of CSD include the May Fete Parade and Festival, Fourth of July Chili Cook Off, Moonlight Run (with the Palo Alto Weekly), and Holiday Tree Lighting. CSD hosts other events throughout the year, including some that were created during the pandemic and have remained due to popularity. These include the Jack-o- Jaunt and Holiday Decorating Contest. CSD also provides support to events organized by others such as the Martin Luther King, Jr. Day of Service event, Third Thursday’s summer fun and games themed event, and Veterans Day. These events would not be possible without support from community partners, volunteers, and City staff. Council members have expressed an interest in more community-wide events. In Fiscal Year 2024, a full-time Recreation Coordinator position was added to the Community Services Department Operating Budget to reinvigorate existing special events while planning new events to support economic vitality in commercial areas and to foster a more cohesive sense of community. The position was filled in December 2023. ANALYSIS The attached special events workplan (Attachment A) includes those events supported by the full-time Recreation Coordinator position for Calendar Year 2025. New events for this year include a community dance party, a heritage event to celebrate the diverse cultures in Palo Alto, a community pancake breakfast, and a pet costume parade. Enhancements to existing events include increasing the number of teams in the Chili Cook Off, and May Fete Parade groups, and cost savings for the Holiday Tree Lighting event. In addition to the citywide events produced by CSD’s Recreation Division, numerous events are produced through CSD’s focused programs for the Children’s Theatre, Palo Alto Art Center, and Public Art programs. Additional events offered or supported by these program-focused divisions within CSD in Calendar Year 2025 include (an asterisk indicates events the City partners with others or supports): •Youth and Teen Events and Activities •Summer Twilight Concert Series •Children’s Theatre performances •Magical Bridge Concert Series* •Cubberley Artists Open Studios •CODE: Art Festival (biennial) •Friday Nights at the Art Center •Great Glass Pumpkin Patch* •Clay and Glass Festival* •Art Center Studio Sale •Family Days at the Art Center •Super Family Sundays at the Palo Alto Junior Museum & Zoo* •Halloween Costume Event at the Palo Alto Junior Museum & Zoo* •Inclusive Resource Fair* Other City departments such as Library, Transportation, Utilities, and Public Works also plan program oriented special events throughout the year. In addition to City-produced events, the City supports events produced by others in several ways: •The City supports numerous events through facility co-sponsorships. This enables groups to use City facilities with no facility rental fees. Eligibility is determined through the City’s Co-Sponsorship policy, and roughly fifteen events are co-sponsored each year. •Through City Council action, a number of events receive direct financial support. This includes the United Nations Association Film Festival and Third Thursdays. The Policy & Services Committee is currently considering recommendations for handling funding requests from non-profit partners as part of the FY 2026 budget process. •CSD currently administers a Know Your Neighbors grant program for neighborhood block parties, with roughly 55 events supported each year. Staff is developing a Community Event grant program for larger events to be rolled out later this year, with grants up to $5,000. Council members have expressed an interest in seeing more events. Staff has found that a primary limitation on our ability to produce community events is the staffing needed to manage activities on event days. With this in mind, the partnerships reflected in the Community Event grant program described above may present an opportunity to support growth in the number and variety of events available to the community. Staff recommends that the City Council review the calendar of events planned for 2025 by the Community Services Department’s Recreation Division and provide feedback. FISCAL/RESOURCE IMPACT A full-time Recreation Coordinator was added to the Community Services Department Operating Budget in Fiscal Year 2024. Costs for special events are budgeted within each department’s operating budget and no additional resources are being requested at this time. STAKEHOLDER ENGAGEMENT The new events planned for 2025 aim to meet the City Council’s priority of Public Safety, Wellness & Belonging by promoting opportunities for residents to connect and meet other residents and neighbors, thereby reducing isolation and loneliness and fostering an overall sense of community. A multi-cultural event was added this year to provide opportunities for the many diverse cultures in Palo Alto to celebrate and share their heritage with the entire community. This is important to demonstrate that all cultures are welcomed and acknowledged in the community. ENVIRONMENTAL REVIEW This study session is not a Project under CEQA. ATTACHMENTS Attachment A - 2025 Community Services Department Recreation Special Events Workplan APPROVED BY: Kristen O'Kane, Community Services Director 2025 Special Events Work Plan Community Services Department - Recreation Division January 2025 Support Martin Luther King, Jr. Day of Service Event (Partner: Youth Community Service) Monday, January 20 1:00PM – 3:00PM Mitchell Park Community Center February 2025 Hearts and Harmony Dance - NEW Friday, February 14 4:00PM -6:00PM Mitchell Park Community Center This is a community dance event for all generations to celebrate togetherness with music in a social setting. Children through seniors are encouraged to attend - no partner needed. Music and refreshments provided. Palo Alto Puzzle Hunt Month of February Throughout Palo Alto The 4th annual Palo Alto Puzzle Hunt previously scheduled for May was moved to February for 2025. This four-week contest is filled with puzzles for family and friends to solve together throughout Palo Alto. March 2025 Around the World in One Day Cultural Festival - NEW Saturday, March 29 10:00AM -1:00PM Lucie Stern Community Center A festival day to celebrate the rich diversity of Palo Alto. Cultural groups will be invited to share and celebrate their heritage through information booths, arts, crafts, music, and dance. Food trucks featuring various foods from around the world will be at the event. Musical and dance performances from the various groups will take place throughout the event. April 2025 No events are scheduled in April due to May Fete Parade planning. May 2025 101st Annual May Fete Parade and Festival Saturday, May 3 10:00AM – 1:00PM University Avenue to Heritage Park Annual parade to celebrate the youth of Palo Alto. Featuring floats, marching bands, and various community groups and local schools. Parade ends with activities in Heritage Park. Chance to showcase groups, teams, neighborhoods, or extracurricular activities. Residents of Palo Alto are encouraged to participate in the parade or join as spectators along the parade route. June 2025 Movie Nights in the Park June 6 and 20 Sunset Mitchell Park July 2025 Fourth of July Chili Cook Off and Summer Festival Friday, July 4 11:00AM – 3:00PM Mitchell Park Annual event featuring a fun and competitive chili cook off with prizes. Free chili tasting, live music, food trucks, and games and activities for kids such as inflatables and crafts. All ages are welcome. Support Third Thursday Event – NEW (in 2024) Thursday, July 17 6:00PM – 9:00PM California Avenue Celebrate Parks and Recreation month with recreational games and activities as well as informational booths. The Recreation Division leads the activities for the theme of Summer Fun & Games. Movie Nights in the Park July 11 and 18 Sunset Mitchell Park August 2025 Cornhole Tournament – NEW Friday, August 22 12:00PM – 6:00PM California Avenue (tentative) Tournament style play where teams pre-register. Residents, day-time employees, and visitors are the target audience. Movie Nights in the Park August 1 and 15 Sunset Mitchell Park September 2025 Pancakes in the Park – NEW Saturday, Sept 20 9:00AM – 11:00AM Mitchell Park Individuals and families will be encouraged to attend to enjoy a pancake breakfast and meet new neighbors. Pancakes cooked by members of the Police and Fire Departments (tentative). Games, activities, and live entertainment will also be provided. October 2025 Moonlight Run (Partner: Palo Alto Weekly) Friday, October 3 5:30PM – 9:30PM Baylands Athletic Center This family-friendly race offers a 5K Walk, 5K Run, and 10K Run under the Harvest Moon in the Baylands Nature Preserve. Fall Pet Parade - NEW Saturday, October 11 10:00AM -12:00PM Location to be determined A chance for residents to dress their pets in their finest costumes and celebrate the Fall Season with a parade. Jack-O-Jaunt pumpkin carving contest Friday, October 24 6:30PM – 8:30PM Lytton Plaza Community members can carve a pumpkin for display at the annual Jack-o-Jaunt. Prizes given to the scariest, cutest, and most creative jack-o-lantern. The winner of each category receives a gift card to a Palo Alto business of their choosing. November 2025 Support for Veteran’s Day Event (Partners: Office of Emergency Services, Stanford, Legion of Honor) Tuesday, November 11 Time to be determined Location to be determined This event recognizes the service and contributions of the Veterans of the U.S. Armed Forces. Friendsgiving (Partner: Magical Bridge Foundation) Date to be determined Time to be determined Lucie Stern Community Center A welcoming and inclusive community dinner to offer thanks and meet new people. December 2025 Holiday Tree Lighting Friday, December 5 5:30PM – 7:00PM Lytton Plaza Event for the whole family for a festive evening filled with live music, crafts, and winter treats. Support for Cal Ave Holiday Tree Lighting Event Saturday, December 6 10:00AM – 12:00PM California Avenue Event for the whole family with the opportunity to support Cal Ave businesses. Holiday Decorating Contest December 16 - 20 Palo Alto homes and businesses Palo Alto residents and businesses are encouraged to decorate the exterior of their homes or business in holiday-themed décor. March 10, 2025 www.cityofpaloalto.org SPECIAL EVENTS Community Services Recreation 1 EVENTS WORKPLAN •Includes events organized by CSD Recreation Events Coordinator •Balanced by events organized by: •specific program areas such as Arts, Sciences, Youth and Teens •Other City departments such as Library, Public Works, Transportation, Utilities •Partner organizations •Future opportunities through Community Events grants program 2 NEW EVENTS IN 2025 •Heart and Harmony Dance Friday, February 14 •Around the World in One Day Saturday, March 29 •Cornhole Tournament Friday, August 22 •Pancakes in the Park Saturday, September 20 •Pet Costume Parade Saturday, October 11 2 2025 CALENDAR OF EVENTS January •Support Martin Luther King, Jr. Day of Service event February •Heart and Harmony Dance •Palo Alto Puzzle Hunt March •Around the World in One Day Cultural Festival April •No events May •May Fete Parade and Fair June •Movie Nights in the Park (June – August) 2 2025 CALENDAR OF EVENTS July •Fourth of July Chili Cook Off and Summer Festival •Support Third Thursday - Summer Fun & Games August •Cornhole tournament September •Pancakes in the Park Community Breakfast October •Support Moonlight Run •Pet Costume Parade •Jack-o-Jaunt November •Support Veterans Day Event •Support Friendsgiving December •Tree Lighting 3 RESOURCES •Budget • $65,000 budgeted in special events for supplies and materials •Staff overtime absorbed in other cost centers •Staffing •1 full time Recreation Coordinator •Multiple staff needed at events •Youth volunteers 4 STAFF RECOMMENDATION Staff recommends that the City Council review the calendar of events planned for 2025 by the Community Services Department’s Recreation Division and provide feedback. KRISTEN O’KANE Community Services Director Kristen.o’kane@cityofpaloalto.org 650-463-4908