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Home My WebLink About- - Proposal by the American Civil War Soc. - 3/30/2012MEETING DATE: MARCH 20, 2012 ITEM NUMBER: N8 ®J SUBJECT: PROPOSAL BY THE AMERICAN CIVIL WAR SOCIETY TO USE A PORTION OF FAIRVIEW PARK FOR A CIVIL WAR REENACTMENT AND REQUEST TO WAIVE THE SPECIAL EVENT PERMIT FEE AND PARK USE FEES DATE: MARCH 13, 2012 FROM: OFFICE OF THE CHIEF EXECUTIVE OFFICER PRESENTATION BY: DAN JOYCE, PUBLIC AFFAIRS MANAGER FOR FURTHER INFORMATION CONTACT: dan.ioyice(a)costamesaca.gov 714-754-5667 RECOMMENDATION: It is recommended that the City Council: 1. Approve the proposal by the American Civil War Society (ACWS) to use a portion of Fairview Park for a Civil War reenactment on April 13 -15, 2012. 2. Waive the Special Event Permit Fee and Park Use Fees of $1,625 for the three day event. BACKGROUND: The American Civil War Society (ACWS) is a Non -Profit 501 (c) (3) Educational Corporation dedicated to the historical period known as "The War Between the States" (Attachment 1). This war has remained the bloodiest conflict in American's history pitting brethren against brethren. ACWS volunteers are re -enactors portraying these vulnerable pages in our country's history. The re -enactors have researched and developed period correct uniforms, weapons, civilian attire, and living history encampments to portray some of the conditions back in that period of our country's archives. Visitors to the reenactment are invited to walk through the camps of the participants and learn about the lives of the common man or woman or of the great names in history through interpretive specialists. There are battle reenactments that demonstrate the technology of the times, and each encampment is an opportunity to walk back into time and relive the rich history that is now only available in two- dimensions-- through reading materials or the internet. ANALYSIS: The ACWS proposes to utilize the landscaped area east of the main parking lot at Fairview Park (Attachment 2) and the Orange County Model Engineers (OCME) parking lot on April 13 -15 for a Civil War reenactment. Set-up will begin on Friday, April 13th and tear down of the camps would occur on Sunday evening April 15th. The event would involve 150-200 re -enactors, equipment, and artillery camped out at Fairview 1 Park on Saturday and Sunday. ACWS will set-up two camps on the turf area of the park and perform battle re-enactments west of the turf area near the dirt mounds. The battles include infantry, cavalry, and black powder artillery being fired. Above ground cooking fires will be set-up in the camps. The event and parking will be free to the public. Parking for the re -enactors and vendors will be at the OCME parking lot on the east side of the park. The public will park at Estancia High School, the main Fairview Park parking lot and the OCME parking area. During the day, visitors to the event will experience living history in the camps which are set up with hospitals, civilian and military tents, trades and crafts. Two times per day the re -enactors will perform the battle reenactments. Service clubs will be invited to set-up booths and sell food to raise funds for their organizations. On Saturday night a period correct dinner and dance with non -amplified music will be held for re -enactors and invited guests. ACWS expects approximately 2-3,000 attendees over the two day period. The program also involves an educational component on Friday, April 13th organized by ACWS and Newport Mesa Unified School District. Eighth grade students will be given an assignment for extra credit that requires them to visit the camps and complete a historical questionnaire. ACWS is responsible for all public relations and advertising, providing security and parking control, porta-potties, trash containers, insurance and applying for a Special Event Permit which contains conditions set forth by the Public Services Department, Fire Department, Police Department, and Administrative Services. ALTERNATIVES CONSIDERED: The Council may approve the request and waive the Special Event Permit Fee and Park Use Fees of $1,625 with conditions or deny the use of Fairview Park for a Civil War reenactment. FISCAL REVIEW: The Special Event Permit and Park Use Fees for ACWS's event would be $1,625. Waiver of this fee would mean $1,625 less in revenue for the City's General Fund. Last year, this fee was waived by City Council. However it is anticipated that ACWS will still be required to submit a $1,500 deposit to the City to cover the cost of one Maintenance Worker during the event and for any damages to the park from their use during the event. This deposit was also required last year and no major damage was reported from last year's event. LEGAL REVIEW: There is no legal review required with this item. CONCLUSION: It is recommended that the City Council authorize use of the landscaped portion of Fairview Park to American Civil War Society (ACWS) for a Civil War reenactment on April 13 -15, 2012, and waive the Special Event Permit Fee and Park Use Fees so that it is feasible to present the reenactment free to the community. 2 &A D JOYCE Public Affairs ager BOBBY Y IG Finance & .T. irector (fiscal review only) DISTRIBUTION: Chief Executive Officer City Attorney Police Department THOMAS R. HATCH Chief Executive Officer L.�Fw r City Attorney (legal review only) Finance Administrative Services Director Interim Fire Chief Maintenance Services Manager Recreation Manager Parks Project Manager Contract Administrator Management Analyst ACWS ATTACHMENTS: 1 ACWS Overview 2 Fairview Park Aerial with Event Layout File: 032012ACWSFeeWaiver Date: 031312 Time: 8:20 a.m. 3 American Civil War Society ATTACHMENT 1 The American Civil War Society (ACWS) is dedicated to the historical period known as "The War Between the States". This war has remained the bloodiest conflict in American's history pitting brethren against brethren. The war is probably the most complex and socially controversial ever in our country's history. The very issue of the meaning of the Declaration of Independence was clear and precise in 1776, but when the Southern states exercised their fights as described in that declaration, the United States government said, "The Union must and shall be presewedl" Each person had to declare for Themselves what best fit their ideology. There was no foreign powers attacking our country, thus causing a single united front of concern. The issue was clearly State Rights and what was the meaning of our forefathers' Declaration of Independence to hold for future generations if secession was not allowed. ACWS is re -enactors portraying these vulnerable pages in our country's history. We continue to educate the public through as many diversified perspectives as were the issues back in 1861 - 1865. We the re -enactors have researched and developed period correct uniforms, weapons, civilian attire, and living history encampments to portray some of the conditions back in that period of our countries archives. The ACWS is active throughout San Bernardino, Orange, Los Angeles, and San Diego Counties. Our historical presentations are recognized by several County Regional Park Departments and our Living History Insurance liability exceeds the Counties requirements. In addition to the re-enactments that are done on specified weekends, the Society has provided programs for private organizations, schools, parades, ceremonial presentations, and commemorative celebrations as an educational tool to better share living history with the general public. The ACWS is a Non -Profit 501 ( c) (3) Educational Corporation. http://acws.net/about—acws.httii / 03/12/2012 9, 1 ATTACHMENT 2 5 V` a Vi g ATTACHMENT 2 5