SUBJECT/RECOMMENDATION:
Title
Approve list of City Events for reservation purposes only according to Section 3.11 of the agreement between the City of Clearwater and Ruth Eckerd Hall, Inc. and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
A venue license agreement between the City and REH was entered into in December 2022 to program and operate the venue now known as The Sound. Section 3.11 provided the opportunity for the City to reserve July 4, July 5, and up to ten additional dates per calendar year for “City Events” without payment of any rental or usage fees. However, the City would be responsible to reimburse REH for any out-of-pocket operating expenses including the cost of all labor, supplies, catering etc. in conjunction with the city events without markup or profit.
On, May 4, 2023, the City Council approved a partial list of events to be held at The Sound during Fiscal Year (FY) 2023 and 2024. Those events included Martin Luther King Jr. Parade and Rally, two days for Clearwater Sea Blues Festival, Publix Rock N Roll Marathon, Holiday Concert Event and Hispanic Heritage Event.
At the September 18, 2023, council work session, a discussion was held relating to programming events for Coachman Park and the ten days at The Sound. Two public meetings were held by the Parks and Recreation board to gain input from residents regarding events they would like to see in the park as well as The Sound.
Based on this information and previously approved events by the council staff is recommending the following place holders for events to be held at The Sound during the 2024/2025 FY. It should be noted that funding estimates have also been provided in a separate document as these funds will need to be approved by the council when the annual co-sponsorship events agenda item is presented in April/May 2024.
1. October 2024 Hispanic Heritage Festival
2. December 2024 Holiday Event
3. January 2025 Martin Luther King Jr. Parade and Rally
4. February 2025 Sea Blues Festival Day One
5. February 2025 Sea Blues Festival Day Two
6. April 2025 Neighborhoods Day celebration at the Sound
7. May 2025 High School Graduation(s)
8. July 2025 Summer Camp Olympics and Back to School Event
9. TBD Concert by The Florida Orchestra
10. TBA Concert by The Florida Orchestra
Approval of this schedule of events will allow the City and REH ample time to schedule the events to avoid conflicts with other programming by REH.
APPROPRIATION CODE AND AMOUNT:
Funding for these events will be addressed in a separate agenda item relating to FY 2024/25 operating budget.
STRATEGIC PRIORITIES:
In approving this list of City Events at Coachman Park as noted, above, we are accomplishing Objectives 2.1, strengthening public-private initiatives; 2.2 cultivating a business climate; 2.3, promoting Clearwater as a premier destination for cultural experiences and tourism; 3.1, supporting neighborhood identity through services and programs that empower community pride and belonging; and 3.4, inspiring citizen participation through civic engagement and volunteerism to build strong, inclusive, and engaged communities. Downtown Clearwater and specifically Coachman Park has been and will continue to serve as a premiere destination for residents and tourists alike and host to a variety of shows and cultural- and community-reinforcing events and celebrations. The events listed above embody, in part, the spirit and diversity of the City of Clearwater and are supported by the noted Strategic Plan Objectives.
