REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 13, 2022
FROM
BEAHTA R. DAVIS, Director, Regional Parks Department
SUBJECT
Title
Interim Use Permit with Belegarth Medieval Combat Society for the Battle for the Ring at Prado Regional Park
End
RECOMMENDATION(S)
Recommendation
Approve Interim Use Permit with Belegarth Medieval Combat Society for the use of a portion of Prado Regional Park, located in the City of Chino, to hold Battle for the Ring Live Action Event occurring Thursday, January 12, 2023, through Monday, January 16, 2023, with related camping, set up, and tear down beginning January 11, 2023, through January 17, 2023, for minimum total revenue in the amount of $11,020.
(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 additional Discretionary General Funding (Net County Cost). Under this Permit, Belegarth Medieval Combat Society (Permittee), will pay the Regional Parks Department (Department)) a minimum total of $11,020, as detailed in the table below. The following fees are consistent with the Board of Supervisor’s (Board) approved 2022- 23 fee schedule:
|
Description of Fee |
Dates/Nights |
Amount |
|
Contract preparation fee |
One Time |
$200 |
|
Multi-purpose room use for six days $500 per day |
January 11-16 2023 |
$3,000 |
|
Use fee for half an acre of open space for four days $250 per day |
January 12-15, 2023 |
$1,000 |
|
One full hook-up campsite for one night |
January 16, 2023 |
$40 |
|
Six full hook-up campsites for five nights $40 per campsite per night |
January 11-15, 2023 |
$1,200 |
|
Eighteen full hook-up camps sited for four nights $40 per campsite per night |
January 12-15, 2023 |
$2,880 |
|
Nine group-tent campsites for four nights $100 per campsite per night |
January 12-15, 2023 |
$3,600 |
|
One group-tent campsites for one night |
January 11, 2023 |
$100 |
|
Discount |
One Time |
($1,000) |
|
Total |
|
$11,020 |
The Permittee will also submit a $4,000 deposit to be used to pay for any damages incurred due to the Permittee’s use of the Prado Regional Park (Park) during the Battle for the Ring Live Action Event (Event). The Permittee will be responsible for obtaining all necessary permits, licenses, and applicable approvals, as well as securing the required insurance for this Event. As a qualifying non-profit, a discount was granted for educational purposes and their continued return each year. Adequate appropriation and revenue are included in the Department’s 2022-23 budget.
BACKGROUND INFORMATION
The Department operates and maintains eight regional parks, including this Park in the City of Chino, and provides for the rental of park property through Board approved fees. The recommended Permit between the Department and Permittee allows for a portion of the Park to host the Permittee’s annual five-day Event.
The Event is a five-day, medieval-themed, foam fighting event and festival with multiple tournaments, educational classes such as medieval arts and sciences, games, an auction, and a fashion show for members of the Belegarth Medieval Combat Society. The primary goal of the Event is to provide an intense fighting and social experience to new and returning fighters. The Event will also include games, prizes, and camping. The Event has been held at the Park since 2016, except during 2021 due to the COVID-19 pandemic.
This recommended Permit aligns with the County and Chief Executive Officer’s 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
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant, Deputy County Counsel, 387-5455) on August 18, 2022; Finance (Elias Duenas, Administrative Analyst, 387-4052) on August 22, 2022; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5410) on August 23, 2022.