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Home My WebLink About042126-08.1 ADMINISTRATIVE STAFF REPORT 8.1 TO: Mayor and Town Council April 21, 2026 SUBJECT: Resolution No. 30-2026, authorizing Modifications to Community Events Support for Calendar Year 2026 BACKGROUND At a regularly scheduled Town Council meeting on February 17, 2026 the Town Council adopted resolutions authorizing Community Events Support for Calendar Year 2026. Town approval was required for 17 events due to use of public right-of-way, significant Town resources, and/or request of a fee waiver for use of Town facilities. Since that meeting, three event organizers have requested modifications to their event plans that require Council approval. DISCUSSION While the three event organizers requesting modifications are not new to event planning, their events are either new to Danville or have a slightly different layout than past events. Leading up to the February 17 Council meeting, staff provided organizers with copies of their proposed event footprints, as well as an outline of resources that would be requested on their behalf. However, following Council approval, three organizers discovered additional modifications that would be needed for a successful event. Staff discussed possible alternatives with the organizers, and one organizer requested a modification during public comment at the March 17 regular meeting. Council review and approval is required for the following event support modifications. 1.Danville Devil Mountain Run (10k, 5k, and “The Mile of Truth”): Sunday, May 3 Location: Downtown Danville and the Iron Horse Trail Event Organizer: Team Blue Sky Events Modifications to Community Events 2 April 21, 2026 This community run event is celebrating its 46th year. A support modification is requested to extend the Railroad Avenue closure to accommodate setup of combined digital start/finish lines for the 5K and 10K. Approved by Council: •Public Right-of-Way: Railroad Avenue Parking Lot closure and road closure for race routes, 4:00 a.m.-12:00 p.m. •Public Resources: Maintenance Services for parking notice, closure and traffic control set-up; Police Services for traffic control and event safety. Support Modification Requested: •Public Right-of-Way: Extend approved road closure along Railroad Avenue from West Linda Mesa Avenue to West Prospect Avenue, 7:15 a.m.–10:30 a.m. 2.Passport to Wellness: Saturday, June 13 Location: Front Street Event Organizer: Danville Area Chamber of Commerce This new event will be held on the same day as a Music in the Park concert, and a support modification is requested for use of the Danville Community Center. Approved by Council: •Public Right-of-Way: Front Street, 1:00 p.m.–6:00 p.m. •Public Resources: Maintenance Services for parking notice, closure and traffic control set-up; Police Services for traffic control and event safety. Support Modification Requested: •Fee Waiver: Use of the Danville Community Center, 1:00 p.m.–6:00 p.m. 3.A Brighter Day Car Show & Shine: Sunday, June 14 Location: Downtown Danville Event Organizer: A Brighter Day This new event is requesting a support modification for an expanded footprint, adding road closures along Hartz Avenue. Approved by Council: •Public Right-of-Way: Road closures for Hartz Avenue from Diablo Road to Short Street, and Prospect Avenue: 6:00 a.m.–4:00 p.m. •Public Resources: Maintenance Services for parking notice, closure and traffic control set-up; Police Services for traffic control and event safety. Modifications to Community Events 3 April 21, 2026 Support Modification Requested: • Public Right-of-Way: Additional road closure along Hartz Avenue, from Short Street to School Street, and Church Street to the Village Theatre Parking Lot. The lot will also be closed for event staging from 6 a.m.–9 a.m. All modification requests have been evaluated based on established criteria outlined in the Community Events Support Policy and are recommended for Town Council consideration. Funding and Use of Resources The May 3 event modifications will not require significant additional Town resources or funding. The June 13 event fee waiver will not have a fiscal impact, as the Community Center was not available for rent that day due to the significant use of the Town Green and Front Street. The June 14 event will require additional Meridian barricades as well as result in a significant street closure for the second consecutive day Downtown. The approved footprint doubles the amount of barricades required, and the estimated deployment cost will increase from $8,500 to $14,000. PUBLIC CONTACT Posting of the meeting agenda serves as notice to the general public. FISCAL IMPACT Event organizers are legally and financially responsible for the overall organization, management, and implementation of an event and its related activities. The FY 2025/26 Community Events program budget can accommodate a one-time expansion of the event footprint for the additional cost of barricades. Modifications to Community Events 4 April 21, 2026 RECOMMENDATION Adopt Resolution No. 30-2026, authorizing Modifications to Community Events Support for Calendar Year 2026. Approve use of Community Events budget for additional barricade deployment costs. Prepared by: Jenn Starnes Director, Communications and Economic Development Reviewed by: Tai J. Williams Town Manager Attachment: A – Resolution No. 30-2026 Exhibit 1 – Community Events Support Modifications Exhibit 2 – Street Closure Maps RESOLUTION 30-2026 AUTHORIZING MODIFICATIONS TO COMMUNITY EVENTS SUPPORT FOR CALENDAR YEAR 2026 WHEREAS, the Town annually hosts the occurrence of large-scale events in the downtown to build community, enhance the quality of life for residents, and attract visitors to promote the economic health of Danville; and WHEREAS, community events are designed to increase exposure to downtown businesses and generate a flow of foot traffic throughout the event boundaries; and WHEREAS, community events are supported and enjoyed by the residents of Danville and attract hundreds of visitors to the Downtown; and WHEREAS, street closures are necessary to provide event safety for all concerned, including event organizers, vendors, local business owners, and the general public; and WHEREAS, Danville’s Municipal Code requires Town Council approval of parades and community events which necessitate the temporary closure of Town streets and temporary parking restrictions; and WHEREAS, Danville’s Community Events Support Policy requires Town Council approval of partnership events that request significant Town funding and/or resources, including facility rental fee waivers; and WHEREAS, the Town requires event organizers to execute specific Community Events Agreements, which outline the understandings, responsibilities, and conditions associated with the Town’s authorization of street closures, including complying with all requirements contained in the Danville Municipal Code and the submission of an insurance policy to indemnify the Town from liability associated with the event, as well as a Danville Encroachment Permit; and WHEREAS, organizers of three events approved by the Town Council on February 17, 2026, require modification including a facility fee waiver (Exhibit 1) and additional roads or parking lot closure limits (Exhibit 2), which are attached and incorporated herein; now, therefore, be it RESOLVED that the Danville Town Council authorizes the Community Events Support Modifications and Street Closure Maps listed in Exhibit 1 and 2 and incorporated herein. Docusign Envelope ID: 338CB540-DEE4-4F3F-AA3C-C8401093586A ATTACHMENT A PAGE 2 OF RESOLUTION NO. 30-2026 APPROVED by the Danville Town Council at a regular meeting on April 21, 2026, by the following vote: AYES: NOES: ABSTAINED: ABSENT: MAYOR APPROVED AS TO FORM: ATTEST: CITY ATTORNEY CITY CLERK Docusign Envelope ID: 338CB540-DEE4-4F3F-AA3C-C8401093586A EXHIBIT 1 Community Events Support Modifications 1.Danville Devil Mountain Run (10k, 5k, and “The Mile of Truth”): Sunday, May 3 Location: Downtown Danville and the Iron Horse Trail Event Organizer: Team Blue Sky Events Approved by Council: •Public Right-of-Way: Railroad Avenue Parking Lot closure and road closure for race routes, 4:00 a.m.-12:00 p.m. •Public Resources: Maintenance Services for parking notice, closure and traffic control set-up; Police Services for traffic control and event safety. Support Modification Requested: •Public Right-of-Way: Extend approved road closure along Railroad Avenue from West Linda Mesa Ave to West Prospect Avenue, 7:15 a.m.–10:30 a.m. 2.Passport to Wellness: Saturday, June 13 Location: Front Street Event Organizer: Danville Area Chamber of Commerce Approved by Council: •Public Right-of-Way: Front Street, 1:00 p.m.–6:00 p.m. •Public Resources: Maintenance Services for parking notice, closure and traffic control set-up; Police Services for traffic control and event safety. Support Modification Requested: •Fee Waiver: Use of the Danville Community Center, 1:00 p.m.–6:00 p.m. 3.A Brighter Day Car Show & Shine: Sunday, June 14 Location: Downtown Danville Event Organizer: A Brighter Day Approved by Council: •Public Right-of-Way: Road closures for Hartz Avenue from Diablo Road to Short Street, and Prospect Avenue: 6:00 a.m.–4:00 p.m. •Public Resources: Maintenance Services for parking notice, closure and traffic control set-up; Police Services for traffic control and event safety. Support Modification Requested: •Public Right-of-Way: Additional road closure along Hartz Avenue, from Short Street to School Street, and Church Street to the Village Theatre Parking Lot. The lot will also be closed for event staging from 6 a.m.–9 a.m. Docusign Envelope ID: 338CB540-DEE4-4F3F-AA3C-C8401093586A EXHIBIT 2 Docusign Envelope ID: 338CB540-DEE4-4F3F-AA3C-C8401093586A EXHIBIT 2 Docusign Envelope ID: 338CB540-DEE4-4F3F-AA3C-C8401093586A