The URL can be used to link to this page

Home My WebLink About2024-03-19; City Council; ; TGIF Concerts in the Parks 2024 Planning Update; Introduce an Ordinance Amending Carlsbad Municipal Code Chapter 11.32 by adding Section 11.32.035 titled Security of TGIFCA Review JRT Meeting Date: March 19, 2024 To: Mayor and City Council From: Suzanne Smithson, Library & Cultural Arts Director Staff Contact: Suzanne Smithson, Library & Cultural Arts Director suzanne.smithson@carlsbadca.gov, 442-339-2011 Reid Shipley, Police Captain reid.shipley@carlsbadca.gov, 442-339-2257 Subject: TGIF Concerts in the Parks 2024 Planning Update; Introduce an Ordinance Amending Carlsbad Municipal Code Chapter 11.32 by adding Section 11.32.035 titled Security of TGIF Concerts in the Park Districts: All Recommended Actions 1. Receive an update on the planning for the 2024 TGIF Concerts in the Parks series, including the recommended schedule and locations, safety measures and a pilot program to solicit event sponsorships 2. Introduce an ordinance amending the Carlsbad Municipal Code, Title 11, Chapter 32 by adding Section 11.32.035 Security of TGIF Concerts in the Park 3. Review options and provide direction regarding event ticketing Executive Summary TGIF Concerts in the Parks began in the 1980s and has since grown into the City of Carlsbad’s largest community event. This report provides an update from the Dec. 12, 2023, City Council meeting in which City Council approved the funding for nine concerts and enhanced security measures for the 2024 season. The City Council also directed the City Manager to issue a request for proposals to seek interest in corporate sponsorship of the summer concerts. Staff have included an update on concert dates and locations, a proposed pilot sponsorship program and the key security objectives that the City Council approved in December: 1. Provide a controlled event location. 2. Screen attendees for weapons. 3. Provide a robust security presence inside concert venue and at access points. 4. Enhance situational awareness and incident control to include enhanced quick response capabilities in the event of an emergency. March 19, 2024 Item #8 Page 1 of 11 Staff are also recommending the City Council introduce an ordinance to amend Carlsbad Municipal Code Chapter 11.32 to allow for bag and person searches while meeting the legal protections of the Fourth Amendment of the U.S. Constitution. Explanation & Analysis Schedule and locations Staff from the Library & Cultural Arts, Police, Fire and Parks & Recreation departments have reviewed potential concert venues and are recommending the schedule of locations shown below based on the following key factors: •Best parks for the concert from a safety and security management perspective •Adjacent parking and shuttle pick-up lots available for the dates and locations •Overall size of park makes it possible to establish a controllable event space DATE PARK June 21 Stagecoach Community Park June 28 Stagecoach Community Park July 5 Stagecoach Community Park July 12 Stagecoach Community Park July 19 Calavera Hills Community Park July 26 Calavera Hills Community Park Aug. 2 Calavera Hills Community Park Aug. 9 Alga Norte Community Park Aug. 16 Alga Norte Community Park Update on enhanced safety measures The Police and Fire departments have made progress on planning for the enhanced security measures approved by the City Council in December, as shown in the following updates on each of the key objectives: 1.Provide a controlled event location The three parks chosen will allow for permitter fencing and controlled access points. Event perimeters will be bigger than in past years, so that amenities like bathrooms and shade are inside the perimeter fencing area. Concertgoers entering the perimeter will go through security screening, ensuring a safe space. In-and-out privileges will be monitored formally via a separate gate. Additional gates will be added around each field for faster egress in an emergency. The Police Department is purchasing fencing, which is more cost-effective for the city than utilizing a fencing contractor for each concert. The approximate cost of fencing is $15,100. This amount is included in the additional funding approved by the City Council on Dec. 12, 2023. 2.Screen attendees for weapons Staff worked with the City Attorney’s Office to develop a proposed ordinance addressing security screening practices. An amendment to the Carlsbad Municipal Code will allow for bag and person searches while meeting the legal protections of the Fourth Amendment, March 19, 2024 Item #8 Page 2 of 11 which protects people from unreasonable searches and seizures by the government. The purpose of screening attendees is to prevent specific types of weapons or unsafe and prohibited items from entering the concert space. The proposed ordinance to amend Carlsbad Municipal Code Chapter 11.32 is Exhibit 1. 3.Provide a robust security presence inside concert venue and at access points The Police Department has identified a private security company to provide an increased security presence at the concerts. The cost of these additional services is included in the additional funding already approved for concert security enhancements (at the Dec. 12. 2023, meeting). The security company would also provide the weapons screening under supervision of the Police Department. 4.Enhance situational awareness and incident control to include enhanced quick response capabilities in the event of an emergency The Police/Fire Command Post will be deployed at each concert, staffed by a police lieutenant and fire battalion chief. Additionally, the city will increase the number of trained and equipped police officers assigned to each event to be available to quickly respond to an emergency situation. Attendance and capacity The city’s Fire Marshal has expressed safety concerns about large crowds at these events and recommended each individual concert site be evaluated to determine safe capacities. While the last two concerts of the 2023 season had record attendance, with both final events exceeding 7,000 people each, the other four concerts had 5,000 or fewer attendees, with an average attendance of 5,612 in 2023. Prior year average attendance was also lower, as shown in the table below: Year Number of concerts Average attendance per concert 2017 9 3,516 2018 9 3,216 2019 9 3,343 2020, 2021 0 -- 2022 9 3,056 2023 6 5,612 The maximum capacity for each of the three park sites, Stagecoach, Calavera Hills and Alga Norte community parks, will be established based on individual concert and venue sites as needed, and determined from a safety and operational perspective, including park configuration, entry and exit points, and the ability to control access. Reasonable numbers will be estimated based on the experience of past seasons. Options to control attendance Staff have identified three options to control attendance through ticketing options: 1.Contract with a vendor to provide an electronic ticketing solution. 2.Issue a pre-designated number of wristbands for each concert. March 19, 2024 Item #8 Page 3 of 11 3. Forego efforts to limit attendance in 2024 through ticketing and focus on security screening, perimeter fencing and additional safety and security personnel to create a safer experience than previous years. Option 1 – Contract with a vendor for electronic ticketing Staff evaluated five potential electronic ticketing solutions and identified one vendor, Afton Tickets, who met the following main criteria: • Simple and easy user experience on mobile and desktop interfaces and Apple and Android operating systems • Ability to issue tickets for nine events up to the established limit for each venue • Can generate automatic confirmations via text and email • Provides multiple ways to deliver tickets to users (both digital and printed options) • Can be implemented in time for the first concert Pros • Would assist in effectively limiting concert attendance • Simple user interface, with minimal personal information required • Tickets available via mobile device (including Apple/Google wallet) or print • Can track attendance on site in real time with mobile scanning devices • Users receive reservation confirmation via email only Cons • The total cost for year one is $49,174 ($24,400 contract with Afton for the season, plus purchase of required network hardware estimated at $24,774). The ongoing annual cost would be around $25,000. • Not all residents are comfortable using digital platforms. Some could require assistance from city staff if they encounter problems. Staff recommend that a dedicated customer service representative be assigned this responsibility during the concert season and estimate about 10 hours a week would be required to resolve technical challenges experienced by users. This work could be performed by an existing staff person by reprioritizing other city work or the city could hire a temporary part time staff person at an estimated cost of $3,000. • This would be the first time the city uses a system like this, so there is a risk of it not performing as intended or of staff lacking the mastery needed to troubleshoot any problems encountered. • This solution requires approximately 144 hours from city Information Technology staff to procure, test and implement the system. Other technology projects would need to be deprioritized or delayed as a result. • Concert staffing will need to be increased to include multiple staff at each event assigned to scanning tickets and providing customer service support to residents as needed. The estimated cost for this work is between $650 and $1,200 per event, or $6,000 to $ 12,000 total for the nine scheduled events. • When cellular service at parks is overloaded during concerts, community members might not be able to access their reservations on their phones (if they had not already added the ticket to their digital wallets). March 19, 2024 Item #8 Page 4 of 11 Option 2 - Issue wristbands to concert attendees to limit attendance Pros • Would assist in effectively limiting attendance • Purchase of wristbands would be about $2,000 total for the season, a cheaper option than the reservation and ticketing system • Simple, no risk of technology failure • Provides a visual verification of who has been admitted Cons • Distribution of wristbands ahead of each concert will require a plan that includes when and where attendees can pick them up and how city staff will manage this effort. It will be an additional responsibility for staff and concertgoers. Staff estimate approximately 15 – 20 hours per week required by staff to create and manage the distribution of wrist bands. This work can be performed by existing staff by reprioritizing other work, or additional hours on the days prior to the concerts can be assigned to the TGIF crew to distribute wrist bands, at an estimated cost of $950 to $1,700 per week or $8,500 to $15,000 total for the nine scheduled events. • Issuing wristbands upon arrival at the concert means attendees could be turned away upon reaching capacity. Attendees will likely line up early to guarantee a place, creating long queues and congestion. • Even with enhanced communication, not everyone will get information about how to obtain a wristband. It will take several concerts for the word to get out to the larger community. People may still show up and then be turned away. Option 3 - Forego tickets and reservations and focus on enhanced security measures Pros • Will create a safer experience than previous years • Less change for attendees • No additional cost or staff time required • This option can be reevaluated for next season, depending on the 2024 concert season experience Cons • Crowd size could exceed safe levels • If the maximum safe capacity for the venue has been reached, and at the discretion of the public safety staff on site, staff will need to turn people away at the gate or let them wait to enter as other concertgoers leave. Sponsorship opportunities City staff have explored different approaches to securing event sponsors, including working with the Carlsbad Friends of the Arts to expand its fundraising efforts. Historically, the group raises between $25,000 and $40,000 each year through opportunity drawings at the concerts and selling ads in a printed program for the concerts. Starting this year, the group’s leadership has decided to focus on the opportunity drawings, which generate about five times as much money as the program. Other reasons to forego the printed program moving forward are to support the city’s environmental sustainability efforts – many of the printed programs end up in the trash – and the fact that the feedback the city received from March 19, 2024 Item #8 Page 5 of 11 attendees at last year’s concerts indicated a printed program was not an important part of the concert experience. City staff discussed the option of involving the Carlsbad Friends of the Arts in an overall corporate marketing partnership program, but the group does not have the resources at this time to expand its fundraising efforts beyond the opportunity drawings. Pilot program Based on the City Council’s Dec. 12, 2023, direction, city staff will proceed with developing a pilot sponsorship program for the 2024 TGIF season. This program will follow the framework in City Council Policy 79 - Corporate Marketing Partnerships Utilizing City-Owned Assets, including: • Issuing a request for opportunities to sponsor the TGIF concert series to all Carlsbad businesses • Providing a menu of sponsorship options, including different sponsorship levels that would be recognized through signage and other promotional messaging • Entering into contracts with interested companies • Producing marketing materials to recognize sponsors • Evaluating success based on the amount of funding raised minus staff time and other costs associated with managing the program Based on this evaluation, city staff may recommend continuing the program in future years or consider hiring a company with expertise in corporate sponsorships to manage and grow the program. Estimated costs The estimated number of staff hours and costs to develop and implement this pilot sponsorship program are detailed in the table below, based on agreements with 10 interested businesses: Task/role Department(s) Hours Research and develop a request for proposals Communication & Engagement Library & Cultural Arts 12 Review request for proposals City Attorney’s Office 2 Distribute request for proposals to Carlsbad Businesses through business email list Innovation & Economic Development 1 Respond to questions and requests for more information Communication & Engagement, Library & Cultural Arts 30 Develop contracts with interested businesses Communication & Engagement Library & Cultural Arts 30 Review contracts City Attorney’s Office 15 Design and produce sponsor recognition marketing materials and other content Communication & Engagement 50 Document contract compliance with marketing agreements Communication & Engagement 12 TOTAL HOURS 152 Cost of marketing materials (signs, banners, etc.) Communication & Engagement $10,000 March 19, 2024 Item #8 Page 6 of 11 Staff from these departments could postpone or scale back other planned work to create capacity for this pilot program. Alternatively, staff could engage outside resources to either backfill other work or assist with the program’s development and implementation. The estimated cost of hiring temporary staffing is approximately $15,000 for the season. Staff recommendation • Direct staff on City Council’s preferred option for controlling attendance detailed above • Introduce the ordinance amending Carlsbad Municipal Code Chapter 11.32 by adding Section 11.32.035 – Security of TGIF Concerts in the Park, as proposed • Provide any additional direction as desired Community Engagement Staff have developed a communication and outreach plan to help ensure community members are aware of any new processes and requirements related to the TGIF concerts. It includes the following elements: • A dedicated TGIF Concerts landing page on the city’s website with easy-to-follow instructions and other practical information presented in a visually appealing format. • Extensive posting on all city social media platforms • Email notifications to the city’s email database • News releases to the local media • Posters and banners at city facilities and other community locations • Paid advertisements in Carlsbad Magazine, the Coast News and on digital platforms (banner ads, social media ads, etc.) • Event signage • A commonly asked questions guide • Training for public facing city staff who may get questions about the new processes • Fliers distributed at city facilities and other venues Outreach and awareness building began after the staff received the City Council’s direction in December. As more details are known, additional communication will follow, with the most intensive effort starting in May. Fiscal Analysis At the Dec. 12, 2023, meeting, the City Council appropriated additional funding in the FY 2023- 24 budget from the General Fund reserve to the Library & Cultural Arts and Police departments to support a nine-concert series in 2024, with enhanced safety measures. Because the concerts span two fiscal years, staff plan to request the additional funding needed when the fiscal year 2024-25 budget is presented to the City Council May 21, 2024. Additional funding appropriated for FY 2023-24 Additional funding to be requested for FY 2024-25* Library & Cultural Arts department $150,000 $170,000 Police Department $50,000 $270,000 Total additional funding by year $200,000 $440,000 * Does not include funding for ticketing option, which would require an additional $49,174 be appropriated in fiscal year 2023-24 and approximately $25,000 in fiscal year 2024-25 and subsequent years. March 19, 2024 Item #8 Page 7 of 11 Cultural Arts staff have also reviewed ways to reduce staff time and expenses that are not essential to the concerts. For the 2024 season, the concerts will not include food vendors, given the staff time required to contract with and obtain health department clearance for the vendors as well as reports from vendors that they did not find food and beverage sales at the concerts profitable. A pre-show DJ and art activities will also be eliminated and will save approximately $8,500. City staff will use existing resources to create and implement the outreach and awareness campaign. Next Steps Staff expect to announce the concert line up in May along with information needed by community members to participate in this years’ events. In addition, the City Clerk will prepare the ordinance for adoption at the next regular City Council meeting. Once adopted, the City Clerk will publish the ordinance or a summary of the ordinance in a newspaper of general circulation within 15 days. The ordinance will be effective 30 days after its adoption. Environmental Evaluation The City Planner found that the proposed actions are exempt from environmental review under the California Environmental Quality Act under CEQA Guidelines Section 15304(e), which applies to the minor or temporary use of land. Furthermore, the City Planner, through the process outlined in Carlsbad Municipal Code Section 19.04.060, posted a notice with this determination on November 29, 2023. No appeals of this determination were received in accordance with Carlsbad Municipal Code Section 21.54.140 and the decision is final Exhibits 1. City Council ordinance 2. Proposed revisions to Carlsbad Municipal Code: Section 11.32.035 - Security of TGIF Concerts in the Park March 19, 2024 Item #8 Page 8 of 11 Exhibit 1 ORDINANCE NO. . AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AMENDING THE CARLSBAD MUNICIPAL CODE, TITLE 11, CHAPTER 32 BY ADDING SECTION 11.32.035 SECURITY OF TGIF CONCERTS IN THE PARK WHEREAS, since the 1980s, the City of Carlsbad has hosted TGIF Concerts in the Parks; and WHEREAS, TGIF Concerts in the Parks are free summer concerts where families, friends and neighbors gather to enjoy music in City of Carlsbad parks; and WHEREAS, TGIF Concerts in the Park is the City of Carlsbad’s largest community event; and WHEREAS, 2023 attendance at TGIF Concerts in the Park surpassed that of any previous concert season and included one concert with more than 8,000 people in attendance; and WHEREAS, the Carlsbad Police Department in collaboration with the Fire Department has conducted a public safety review of the current TGIF Concerts in the Parks operating conditions and made several recommendations to improve security at the concerts; and WHEREAS, the City Council of the City of Carlsbad finds that instituting recommended security measures at TGIF Concerts in the Park is necessary to promote and ensure the safety and security of city employees, members of the public and performers at TGIF Concerts in the Park. NOW, THEREFORE, the City Council of the City of Carlsbad, California, ordains as follows that: 1. The above recitations are true and correct. 2. That Carlsbad Municipal Code Title 11, Chapter 32 is amended to add Section 11.32.035 to read as follows: 11.32.035 Security of TGIF Concerts in the Park. A. Purpose and intent. The city is committed to maintaining a safe outdoor concert series for the enjoyment of city residents and visitors. The purpose of this section is to promote the safety and security of all attendees of the TGIF Concerts in the Park held at any park within the city. B. Security screenings at TGIF concerts in the park. 1. The City Manager or designee may establish security screening, which may include metal detectors and other screening equipment, at each point of entry to any TGIF Concert in the Park. If security screening is established by the City Manager or designee, all persons shall submit to the screening of their person and possessions as a condition of entry to the concert, except the following: a. Current City of Carlsbad elected officials and employees, acting within the scope of their duties and upon a showing of valid identification, which may include a city-issued identification card; b. Current City of Carlsbad contractors and consultants, acting within the scope of their contract and upon a showing of valid identification; and March 19, 2024 Item #8 Page 9 of 11 c. Sworn on-duty law enforcement personnel. 2. Unless exempt from security screening as provided in this section, anyone refusing to submit to the security screening or inspection shall be denied entrance to the concert. 3. Signs shall be posted to alert the public when and where security screening is taking place. 4. Any person who attempts to gain entry to a TGIF Concert in the Park after refusing to comply with the security screening procedures established by this section is guilty of a misdemeanor. C. Additional rules and procedures to promote public safety. The City Manager or designee is authorized to make and enforce additional rules and procedures necessary to implement the provisions of this chapter. EFFECTIVE DATE: This ordinance shall be effective thirty days after its adoption; and the City Clerk shall certify the adoption of this ordinance and cause the full text of the ordinance, or a summary of the ordinance prepared by the City Attorney to be published at least once in a newspaper of general circulation in the City of Carlsbad within fifteen days after its adoption. INTRODUCED AND FIRST READ at a Regular Meeting of the Carlsbad City Council on the ______ day of __________, 2024, and thereafter. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the __ day of ________, 2024, by the following vote, to wit: AYES: NAYS: ABSTAIN: ABSENT: APPROVED AS TO FORM AND LEGALITY: _________________________________ CINDIE K. McMAHON, City Attorney _______________________________________ KEITH BLACKBURN, Mayor _______________________________________ SHERRY FREISINGER, City Clerk (SEAL) March 19, 2024 Item #8 Page 10 of 11 Exhibit 2 11.32.035 Security of TGIF Concerts in the Park. A. Purpose and intent. The city is committed to maintaining a safe outdoor concert series for the enjoyment of city residents and visitors. The purpose of this chapter is to promote the safety and security of all attendees of the TGIF Concerts in the Park held at any park within the city. B. Security screenings at TGIF concerts in the park. 1. The City Manager or designee may establish security screening, which may include metal detectors and other screening equipment, at each point of entry to any TGIF Concert in the Park. If security screening is established by the City Manager or designee, all persons shall submit to the screening of their person and possessions as a condition of entry to the concert, except the following: a. Current City of Carlsbad elected officials and employees, acting within the scope of their duties and upon a showing of valid identification, which may include a city-issued identification card; b. Current City of Carlsbad contractors and consultants, acting within the scope of their contract and upon a showing of valid identification; and c. Sworn on-duty law enforcement personnel. 2. Unless exempt from security screening as provided in this section, anyone refusing to submit to the security screening or inspection shall be denied entrance to the concert. 3. Signs shall be posted to alert the public when and where security screening is taking place. 4. Any person who attempts to gain entry to a TGIF Concert in the Park after refusing to comply with the security screening procedures established by this section is guilty of a misdemeanor. C. Additional rules and procedures to promote public safety. The City Manager or designee is authorized to make and enforce additional rules and procedures which are necessary or convenient to implement the provisions of this chapter. March 19, 2024 Item #8 Page 11 of 11 Tammy Cloud-McMinn From: Sent: To: Subject: A Grunin <grunin904@gmail.com> Friday, March 15, 2024 6:03 PM City Clerk Concerts in the Park All Receive -Agenda Item ~ For the Information of the: COUNCIL Date.3. ,,...-CC . ..----CM v""' ACM V-DCM (3) 2::: For about two years, I've been applying to open for bands (for free) during TGIF using the on line application. I'm retired military and this is my way of giving back to the community. Unfortunately, I have not received any acknowledgement, and I'm concerned that the online process is buggy. Again, I'm interested in performing for free as a cost saving measure that would allow you to showcase featured performers. I perform for charities, galas, house parties. I play all genre cover tunes on an electric violin. Hoping for an opportunity to play this summ~r. • A Grunin Carlsbad, CA CAUTION : Do not open attachments or dick on links unless you recognize the sender and know the content is safe. 1 Tammy Cloud-McMinn From: Sent: To: Council Internet Email Monday, March 18, 2024 4:03 PM City Clerk Subject: FW: Carlsbad City Council Meeting March 19 > Agenda Item 8 From: Kristine Schindler <kristineschindler7@gmail.com> Sent: Friday, March 15, 2024 7:44 PM To: Council Internet Email <council@carlsbadca.gov> All Receive -Agenda Item # 8. For the Information of the: _£'!)'.~DUNCIL Dat~CA v cc _.::::: . CM ~ACM ~CM(3)~. Cc: Nathan Schmidt <nathan.schmidt@carlsbadca.gov>; Tom Frank <tom.frank@carlsbadca.gov> Subject: Carlsbad City Council Meeting March 19 > Agenda Item 8 Mayor, Mayor ProTem, Councilmembers, and City Manager - I wanted to take this opportunity to acknowledge past TGIF Concerts in the Parks and the efforts made to provide bike valet parking to~support and enco.urage alternative mobility options for event goers. I hope (trust!) that this effort will continue going forward for the 2024 concert series. It is a great way to encourage more active transportation around and into the Carlsbad community and helps free up parking spaces for others. • I realize that these efforts go beyond the TGIF concert series to other Carlsbad events and I appreciate that bike valet parking is now being provided for many events across your city. Well done ! ! ! My best, Kristine Schindler Encinitas Resident. CAUTION: Do not open attachments or click on links unless you recognize the sender and know the content i 1 Suzanne Smithson Library & Cultural Arts Director March 19, 2024 Reid Shipley Captain, Carlsbad Police TGIF Concerts in the Parks 2024 Planning Update {city of Carlsbad TODAY’S PRESENTATION •Provide update from December 2023, in which City Council: –Approved funding for nine concerts with enhanced security measures –Requested exploration of a pilot sponsorship program •Present options based on key objectives: –Provide a controlled event location –Screen attendees for weapons –Provide robust security presence inside event space and at access points –Enhance situational awareness and incident control to include quick response capabilities in the event of an emergency ITEM 8: TGIF Concerts in the Parks 2024 Planning Update {city of Carlsbad RECOMMENDED ACTION ITEM 8: TGIF Concerts in the Parks 2024 Planning Update 1)Receive an update on the 2024 TGIF Concerts In the Parks planning, recommended schedule and locations, enhanced safety measures, and a pilot program to solicit event sponsorships 2)Introduce an ordinance amending Municipal Code Chapter 11.32, Parks and Beaches, regarding security screening practices 3)Review options and provide direction regarding event ticketing/reservations {city of Carlsbad Recommended schedule of locations based on key factors: •Best parks for safety and security management •Availability for adjacent parking and shuttle pick-up lots •Ability to establish a controllable event space •Meet ADA accessibility standards ITEM 8: TGIF Concerts in the Parks 2024 Planning Update CONCERT SCHEDULE & LOCATIONS {city of Carlsbad PARK DISTRICT DATE Stagecoach Community Park 4 June 21 June 28 July 5 July 12 Calavera Hills Community Park 2 July 19 July 26 Aug. 2 Alga Norte Community Park 2 Aug. 9 Aug. 16 ITEM 8: TGIF Concerts in the Parks 2024 Planning Update CONCERT SCHEDULE & LOCATIONS {city of Carlsbad Enhanced Security Measures Provide a controlled event location 1 Screen attendees for weapons 2 Provide a robust security presence inside the event space and at access points 3 Enhance situational awareness and incident control to include quick response capabilities 4 ITEM 8: TGIF Concerts in the Parks 2024 Planning Update {city of Carlsbad 1 •Deployment of perimeter fencing to designate event space •Controlled access points •Security screenings •In and out access will be monitored and subject to rescreening ITEM 8: TGIF Concerts in the Parks 2024 Planning Update PROVIDE A CONTROLLED EVENT LOCATION {city of Carlsbad ITEM 8: TGIF Concerts in the Parks 2024 Planning Update Stagecoach Community Park –Concerts 1 -4Stagecoach Community Park – Concerts – 1-4 {city of Carlsbad ITEM 8: TGIF Concerts in the Parks 2024 Planning Update SHUTTLE -+ {city of Carlsbad 2 ITEM 8: TGIF Concerts in the Parks 2024 Planning Update •Amend Municipal Code Chapter 11.32 to allow for bag and person screening while meeting the legal protection of the Fourth Amendment •Purpose of screening attendees is to prevent specific types of weapons or unsafe/prohibited items from entering the event space. SCREEN ATTENDEES FOR WEAPONS {city of Carlsbad ITEM 8: TGIF Concerts in the Parks 2024 Planning Update MUNICIPAL CODE CHAPTER 11.32 •Promotes safety and security of TGIF attendees •Establishes security screenings at TGIF concerts •Authorizes the City Manager or designee to make and enforce additional rules and procedures as needed ORDINANCE NO. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AMENDING THE CARLSBAD MUNICIPAL CODE, TITLE 11, CHAPTER 32 BY ADDING SECTION 11.32.035 SECURITY OF TGIF CONCERTS IN THE PARK Exhibit 1 WHEREAS, since the 1980s, the Oty of Carlsbad has hosted TGIF Concerts in the Parks; and WHEREAS, TGIF Concerts in the Parks are free summer concerts where families, friends and neighbors gather to enjoy music in City of Carlsbad parks; and WHEREAS, TGIF Concerts in the Park is the Oty of cartsbad's largest community event; and WHEREAS, 2023 attendance at TGIF Concerts in the Park surpassed that of any previous concert season and included one concert with more than 8,000 people in attendance; and WHEREAS, the Carlsbad Police Department in collaboration with the Fire Department has conducted a public safety review of the current TGIF Concerts in the Parks operating conditions and made several recommendations to improve security at the concerts; and WHEREAS, the City Council of the City of Carlsbad finds that instituting recommended security measures at TGIF Concerts in the Park is necessary to promote and ensure the safety and security of city employees, members of the public and performers at TGIF Concerts in the Park. NOW, THEREFORE, the City Council of the City of Carlsbad, California, ordains as follows that: 1. The above recitations are true and correct. 2. That Carlsbad Municipal Code Title 11, Chapter 32 is amended to add Section 11.32.035 to read as follows: 11.32.035 Security of TGIF Concerts In the Park. A. Purpose and lnlent. The city is committed to malntalning a safe ouldoor concert seri8.s for the enjoyment of city resklents and visitors. The purpose ol this section ls ID promote the safety and security of all attendees ol the TGIF Concens in the Park held at any park within the city_ B. Security screenings at TGIF concerts in the park. 1. The City Manager or designee may establish security screening. which may include metaJ detectors and other screening equipment, at each polnl of entry lO any TGIF Concert in the Park. If security screening is established ti,y the City Manager or designee. all persons shall submit to the screening of their person and possessions as a condition ol entry to the concert, except the following: a Current City of Ca.rkbad elected officials and employees, acting wllhln the scope of their dutles .and upon a showlng or valid Identification, whlch may include a city-Issued Identification card: b. Current City of Carlsbad contractors and consultants, acting within the scope of their contract and upon a showing of valid ldenlffication: and March 19, 2024 ltem#8 Page 9 of 11 . shall be effective thi nance a rty davs after · nd cause the ,ts adoption• ney to be full text of the d. , and the City POb/ished at I or mance, or as n da east once in umrnary egolar: aft~r its adoption. a newspaper of eenera/ eetmgofth e Carlsbad Cty ' Council on the at a Regular M ---th eet,ng of the c, e follow,ng ty Council of Vote, to w,t_ the City of ~ ·-••ou,,c,v,Mav;;;:----______ Item 118 Page lo of 11 ITEM 8: TGIF Concerts in the Parks 2024 Planning Update •Police Department has identified a private security company to provided increased security presence at concerts •Security company will conduct weapons screening under supervision of Carlsbad Police Department 3 PROVIDE A ROBUST SECURITY PRESENCE {city of Carlsbad ITEM 8: TGIF Concerts in the Parks 2024 Planning Update •Both Police and Fire will be represented at each concert, including a police incident commander •The city will increase the number of trained and equipped police officers assigned to the concert to be available to respond quickly to an emergency ENHANCE SITUATIONAL AWARENESS AND INCIDENT CONTROL 4 {city of Carlsbad EVENT CAPACITY ITEM 8: TGIF Concerts in the Parks 2024 Planning Update •City Council directed staff to explore a ticketing/reservation system •Three options were identified 1.Digital/online 2.Analog/wristband 3.No ticketing or reservations {city of Carlsbad ITEM 8: TGIF Concerts in the Parks 2024 Planning Update Partial requirements for solution: •Simple user interface •Online or phone customer support available •Tickets available via Barcode/QRcode or print •Can track attendance on site in real time •Onsite vendor support at concerts •Ability to set attendance limits Vendors evaluated: •Afton •CivicRec •Constant Contact •Eventbrite •EventCreate OPTION 1 Digital ticketing/reservation solution (third-party vendor) {city of Carlsbad ITEM 8: TGIF Concerts in the Parks 2024 Planning Update PROS •Effectively limit concert attendance •Simple user interface with minimal personal information required •Tickets available via mobile device (including Apple/Google wallet) or print •Can track attendance on site in real time with mobile scanning devices •Users receive ticket confirmation via email OPTION 1 Digital ticketing/reservation solution (third-party vendor) ITEM 8: TGIF Concerts in the Parks 2024 Planning Update CONS •Staff resources required will deprioritize or delay other city work •Risk associated with a new system not performing as intended. •Overload cellular service at each concert, resulting in residents unable to access their reservation •Costs associated with vendor contract, hardware requirements and additional staffing OPTION 1 Digital ticketing/reservation solution (third-party vendor) ITEM 8: TGIF Concerts in the Parks 2024 Planning Update Year one Ongoing Vendor contract $ 24,400 $ 24,400 Hardware $ 24,774 Staff (IT)$ 8,640 $ 8,640 Staff (Customer service)$ 3,000 $ 3,000 Staff (Ticket scanning)$ 12,000 $ 12,000 Total $ 72,814 $ 48,040 OPTION 1 Electronic ticketing/reservation solution (third-party vendor) ITEM 8: TGIF Concerts in the Parks 2024 Planning Update PROS •Effectively limits attendance •Cost of wristbands is minimal (~ $2,000) •Simple, low-risk of technology failure •Offers real-time visual verification of admittance OPTION 2 Issue wristbands to concert attendees Limit quantity to venue capacity {city of Carlsbad ITEM 8: TGIF Concerts in the Parks 2024 Planning Update CONS •Requires developing a plan and using resources that will require deprioritizing other city work: o Estimated 15 – 20 hours per week to manage distribution, at estimated cost of $950 to $1,700 per week or $8,500 to $15,000 total for nine concerts o Logistics - when and where wristbands are picked up •Extra step for concert attendees OPTION 2 Issue wristbands to concert attendees Limit quantity to venue capacity {city of Carlsbad ITEM 8: TGIF Concerts in the Parks 2024 Planning Update PROS •Will create a safer experience than previous years •Less change for attendees •No additional cost or staff time required •Can be reevaluated for next summer, depending on the 2024 concert season experience OPTION 3 No ticketing or reservation system Focus on security screenings and perimeter safety {city of Carlsbad ITEM 8: TGIF Concerts in the Parks 2024 Planning Update EVENT ATTENDANCE HISTORY 0 5,000 10,000 15,000 20,000 25,000 30,000 35,000 2017 2018 2019 2022 2023 TOTAL ATTENDANCE AVERAGE ATTENDANCE 31,648 28,940 30,084 32,093 33,670 5,6113,5653,3423,2153,516 --{city of Carlsbad ITEM 8: TGIF Concerts in the Parks 2024 Planning Update CONS •Audience size could exceed safe levels •If the maximum safe capacity for the venue is reached, staff will need to turn away concertgoers at the gate OPTION 3 No ticketing or reservation system Focus on security screenings and perimeter safety {city of Carlsbad ITEM 8: TGIF Concerts in the Parks 2024 Planning Update PILOT SPONSORSHIP PROGRAM •Issue a Request for Expression of Interest (REFI) •Offer tiered sponsorship opportunities •Initiate contracts with interested companies and organizations •Produce marketing material to recognize sponsors •Evaluate success based on amount of funding raised with option to continue in future years {city of Carlsbad ITEM 8: TGIF Concerts in the Parks 2024 Planning Update FUNDING Department Additional funding appropriated* FY 2023-24 Additional funding to be requested* FY 2024-25 Library & Cultural Arts $150,000 $170,000 Police $50,000 $270,000 TOTAL ADDITIONAL TGIF FUNDING BY YEAR $200,000 $440,000 •Does not include funding for ticketing/reservation option ($49, 174 year-one; $24,774 annually) •Does not include funding for park fencing egress modifications (approx. $35,000) {city of Carlsbad RECOMMENDED ACTION ITEM 8: TGIF Concerts in the Parks 2024 Planning Update 1)Receive an update on the 2024 TGIF Concerts In the Parks planning, recommended schedule and locations, enhanced safety measures, and a pilot program to solicit event sponsorships 2)Introduce an ordinance amending Municipal Code Chapter 11.32, Parks and Beaches, regarding security screening practices 3)Review options and provide direction regarding event ticketing/reservations {city of Carlsbad