REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 7, 2021
FROM
BEAHTA R. DAVIS, Director, Regional Parks Department
SUBJECT
Title
Revenue Interim Use Permit with Belegarth Medieval Society for the Battle for the Ring Event to be Held at Prado Regional Park
End
RECOMMENDATION(S)
Recommendation
Approve Revenue Interim Use Permit with Belegarth Medieval Society for the use of a portion of Prado Regional Park in Chino, to hold the Battle for the Ring event scheduled for January 13, 2022 through January 17, 2022, with related set-up on January 12, 2022, and tear-down on January 17, 2022, whereby the County will receive $9,944 in fees.
(Presenter: Beahta R. Davis, Director, 387-2340)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this Interim Use Permit (Permit) does not require the use of Discretionary General Funding (Net County Cost). Under this Permit, Belegarth Medieval Society (Permittee), will pay the Regional Parks Department (Department) a total of $9,944 in fees for the use of a portion of Prado Regional Park (Park) as detailed in the table below:
|
Description of Fee |
Amount |
|
Contract preparation fee |
$200 |
|
Multi-purpose room use for 6 days |
$3,000 |
|
Use fee for half an acre of open space for 4 days |
$1,000 |
|
Two full hook-up camp sites for 5 nights |
$400 |
|
Twenty-three hook-up camp sites for 4 nights |
$3,680 |
|
Nine group-tent camp sites for 4 nights |
$3,600 |
|
One group-tent camp sites for 1 night |
$100 |
|
Discount |
($2,036) |
|
Total |
$9,944 |
Permittee also agrees to pay, as needed, $50 per food vendor, $25 per non-food vendor, $30 car tally fee, and additional fees for each hour a Department staff member remains on duty outside of normal working hours. Department staff will collect an entrance fee during the event of $8 per vehicle on Thursday and Monday, and $10 per vehicle on Friday, Saturday, and Sunday. As a qualifying non-profit, a 17% discount was granted for educational purposes and their continued return each year. All fees charged to the Permittee are consistent with the 2021-22 Board of Supervisors (Board) approved fee schedule.
The Permittee will also submit a $5,000 deposit to be used for any possible damages incurred to County property due to the Permittee’s use of the Park. Permittee will be responsible for obtaining all necessary permits, licenses and applicable approvals as well as securing the required insurance for this event. Adequate appropriation and revenue have been included in the Department’s 2021-22 budget.
BACKGROUND INFORMATION
The Department operates and maintains nine regional parks including Prado Regional Park in Chino and provides for the rental of park property through Board approved fees. The recommended Permit between the Department and Permittee allows for the use of a portion of the Park whereby the Department will receive a minimum of $9,944 to utilize the Park to host the Battle for the Ring five-day event.
Battle for the Ring is a five-day, medieval-themed, foam fighting event and festival which will include multiple tournaments, educational classes such as medieval arts and sciences, games, an auction, and a fashion show. The primary goal of Battle for the Ring is to provide an intense fighting and social experience to new and returning fighters. The event will also include games, prizes, and camping.
This recommended Permit aligns with the County and Chief Executive Officer goal and objective to operate in a fiscally-responsible and business-like manner by allowing the Department to leverage its amenities and land to raise revenue to support park maintenance and development.
PROCUREMENT
N/A
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant, Deputy County Counsel, 387-5455) on November 8, 2021; Finance (Sofia Almeida, Administrative Analyst, 387-4378) on November 16, 2021; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on November 17, 2021.