CC SR 20221004 K - 50th Anniversay Contract with Terranea
CITY COUNCIL MEETING DATE: 10/04/2022
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to enter into an event contract with Terranea Resort to
hold the City’s 50th Anniversary Celebration dinner banquet on September 9, 2023.
RECOMMENDED COUNCIL ACTION:
(1) Authorize the City Manager to sign an event contract with Terranea Resort to
hold the City’s 50th Anniversary Celebration dinner banquet on September 9,
2023 at an estimated cost of $89,288 in a form acceptable to the City Attorney;
and,
(2) Authorize the City Manager to make the first of four event deposit payments in
the amount of $19,500.
FISCAL IMPACT: The total cost of the 50th Anniversary Celebration Dinner Banquet will
occur between FY 2022-23 and FY 2023-24. The fiscal impact of approving this event
contract is $58,500 in FY 2022-23 with the remaining balance to be determined after a
final head count is obtained and will borne by FY 2023-24 budget. The final payment will
be due on August 9, 2023.
Amount Budgeted: $150,000
Additional Appropriation: N/A
Account Number(s): 101-400-2999-4901
[Non-Departmental – Gen. Non-Program Exp. – Misc. Expenses]
ORIGINATED BY: Karina Bañales, Deputy City Manager
REVIEWED BY: Same as above
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Terranea Event Contract (page A-1)
BACKGROUND AND DISCUSSION:
On February 1, 2022, the City Council authorized Staff to proceed with reserving the
banquet hall at Terranea Resort on September 9, 2023, as the venue for the City’s 50th
Anniversary Celebration dinner banquet. Over the past few months, Staff has met with
Terranea staff to discuss venue location, date, time, cost, and other event details.
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Terranea has provided an event contract (Attachment A) which estimates the cost of
event at $89,288 based on 250 guests (subject to change). The contract requires four
deposit payments, three of which are in the amount of $19,500 each, with the fourth and
final payment to be determined based on the final guest count and selection of food and
beverages. The first deposit payment is requested to be paid by October 7, 2022, followed
by March and June 2023. The fourth and final payment will be due on August 9, 2023 (a
month before the event).
The City’s 50th Anniversary Celebration dinner banquet will occur between 6:00 pm and
11:00 pm. Staff has reserved the Palos Verdes Grand Ballroom and Terrace and
requested valet service for the event. The estimated cost of $89,288.13 includes a
cocktail and appetizer reception, a hosted bar of two drink per person (guests can
purchase additional beverages), and a buffet-style dinner. The final total cost of the event
will be provided when a final guest count is determined.
In addition to soliciting sponsorships, Staff intends to sell tickets to the celebration dinner
to offset costs for the event. As planning continues and details get finalized, an
announcement will be made regarding ticket prices and how many will be available for
purchase.
CONCLUSION:
This evening, Staff recommends the City Council authorize the City Manager to sign the
Terranea event contract to secure the venue location and begin making the required
deposit payments.
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative actions are available for
the City Council’s consideration:
1. Do not enter into an event contract with Terranea thereby identifying an alternate
venue location or opting not to proceed with the dinner celebration .
2. Take other action, as deemed appropriate.
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City of Rancho Palos Verdes - 50th Anniversary Celebration Representative Initials/Date __________________________ Page 1
Terranea Resort Representative Initials/Date __________________________
EVENT CONTRACT BETWEEN
City of Rancho Palos Verdes - 50th Anniversary Celebration
And
Terranea Resort
September 21, 2022
TO: Ara Michael Mihranian
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
Phone: 310-544-5202
E-mail: aram@rpvca.gov / kbanales@rpvca.gov
FROM: Nicole Lazo
Catering Sales Manager
100 Terranea Way
Rancho Palos Verdes, CA 90275
Phone: 310-265-2800
E-mail: nlazo@terranea.com
EVENT DATES: Saturday September 9, 2023
Pursuant to this contract once accepted City of Rancho Palos Verdes - 50th Anniversary Celebration will
hold an event at the Terranea Resort.
2023 Event Schedule
Date Start Time End Time Function Room Setup Agr Room Rental
Sat Sep 9 12:00 PM 5:00 PM Setup Palos Verdes Terrace See BEO 250
Sat Sep 9 12:00 PM 6:00 PM Setup Palos Verdes Grand Ballroom See BEO 250
Sat Sep 9 3:00 PM 11:00 PM Valet Service Ballroom Circle Drive
Sat Sep 9 6:00 PM 7:00 PM Reception Palos Verdes Terrace See BEO 250
Sat Sep 9 7:00 PM 11:00 PM Dinner & Dance Palos Verdes Grand Ballroom See BEO 250 Waived
FOOD AND BEVERAGE MINIMUM REVENUE REQUIREMENT
The agreed food and beverage minimum is $65,000.00 (excluding taxable service charge, rental, audio
visual, set up fees and sales tax). Should this event fall below this amount, the shortage will be billed as
room rental fee (service charge and sales tax will apply).
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Terranea Resort Representative Initials/Date __________________________
GUARANTEES
The guarantee refers to the expected number of people in attendance at the function.
The final guarantee must be communicated to your Catering Service Manager by 12 noon, a minimum of
three (3) business days prior to the event. Terranea Resort will prepare for 3% over the guaranteed number
if requested. You will be charged for the guarantee or the number served, whichever is greater. If we are
not notified, the expected number of guests presented on your Banquet Event Order (herein referre d to as
your “BEO”), will be considered the guarantee.
Any increases to the guarantee, within the three business days, will be subject to a 20% increase to the
prices as indicated on the BEO. The fee is imposed as the resort will incur additional costs due to last
minute increases.
CONCESSIONS
Resort will waive the Palos Verdes Grand Ballroom rental fee of $10,000.
Resort will reduce the Palos Verdes Grand Ballroom and Terrace Saturday food and beverage
minimum from $125,000 to $75,000, prior to tax and service, on Saturday September 9, 2023.
Resort will offer all day set-up with additional hours of load-in beginning at 12:00pm instead of
3:00pm. The potential to determine availability for additional hours of load-in and set-up time will
be made no earlier than 10 days prior to this event.
Resort will offer waived bartender fees ($200 each). A maximum of one (1) bartender will be
provided per every 75 guaranteed guests.
OUTDOOR EVENTS IN INCLEMENT WEATHER
Terranea Resort reserves the right to make the final decision regarding outdoor functions. The decision to
move a function to an indoor location will be made no less than three (3) hours prior to the event. This will
be based on prevailing weather conditions and the local forecast.
TERRANEA RESORT POLICIES
Photography and videography will be permitted in contracted event space only during hours as
specified in “Event Schedule” above; photography and videography are not permitted in Public
areas of Terranea Resort, to include, but not limited to, lobby lounge, lobby bar, lobby terrace, front
drive, pools, etc.;
Amplification of music is only permitted indoors and will be limited to decibel levels and time of
the day restrictions. This will be determined based upon the location of the event. The Resort
reserves the right to reduce the volume when necessary.
Amplified music and/or dancing is not permitted in outdoor banquet venues at Terranea Resort.
All food and beverage to be provided by the Resort, no exceptions;
Any open flames, including candles, must have a fire permit on file with Los Angeles County and
is the responsibility of the organization to file for the permit; No haze, bubble, fog machines,
confetti, rice, streamers, glitter, etc. are permitted;
Event Valet parking is $20.00, per vehicle, and can be paid for by the group;
Event includes number of hours of service as outlined in Event Schedule above. Additional hours
of service are based on availability and charged at $1,000.00 per each additional 30 minutes
incurred. If during your event you want to extend hours, or add any goods or services, we will do
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so upon verbal direction by the contact of the function. This direction will be considered
authorization to collect charges not previously detailed on banquet event orders;
Your menu may offer two (2) choices of entrée for your guests. The Resort requires utilizing
response cards. If you choose to offer a choice of entrée, your guaranteed number of each entrée
should be submitted four business days prior to your event. An individual place card with your
guests’ pre-determined entrée selection noted is required. It is recommended that you also provide
your Catering Service Manager with an alphabetical list and table group list that includes your
guests’ pre-selected entrée choice in order to personalize the service for your guests. When a choice
of entrée is offered, all entrées are charged at the highest price. Tableside choice of entrée requires
two (2) courses prior to entrée, with the higher priced menu item prevailing plus a $20.00 per person
surcharge;
A complimentary private menu tasting is offered for events guaranteeing 100 guests or more and
booking a minimum of 90 days prior to the event date. Tasting appointments are offered on
Tuesdays and Thursdays at either 11:00am or 2:00pm. A minimum of two (2) weeks notification
is required to ensure tasting appointment availability. It is recommended to schedule the tasting
appointment no sooner than 3 to 4 months prior to event date to ensure current menu offerings.
The tasting appointment will include selections from the Dinner Menus only (including plated
appetizer, soup or salad, entrée and dessert). Up to four (4) guests may attend the tasting
appointment.
No shots or neat pours are permitted at any private event; no wine or champagne bottles are
permitted to be left on dining tables for self-pouring.
A taxable service charge of 25% (subject to change) and sales tax of 9.5% (subject to change) will
be applied;
Resort’s logo, trademark, name, etc., may not be used by Group without prior written permission
of Resort;
Resort’s sound, phone, electrical, lighting, mechanical equipment, or rigging may not be installed
or operated by anyone other than Resort’s staff, applicable fees (including labor), will be charged;
Resort recommends its in-house A/V department, additional fees for set up/labor will apply; all
events are subject to additional fees to include, but are not limited to, additional power needed,
lighting for outdoor events, rigging, set up and labor fees;
The Resort only allows confetti cannons provided all cannon specifications are provided at least 2
weeks prior to event. There will be a $1,000.00 cleanup fee added to your final bill. Should any
confetti enter into chandeliers and wall sconces, an additional $1,000.00 cleanup fee will be added.
For environmental purposes, the resort does not allow balloons on property whether intended for
indoor or outdoor use.
Event Space must be cleaned immediately following the conclusion of ceremony and reception. No
equipment or items will be stored or removed by Terranea Banquet Staff. If event equipment and
décor is not removed at the conclusion of event, clean up fees may apply.
OUTSIDE VENDORS
The Resort reserves the right to approve all outside vendors and approve the design and décor
elements of the event.
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Vendors are the sole responsibility of the contract holder and their organization. The Resort will
not assume liability for any items brought into the Resort. Items must be removed at the conclusion
of the event. Vendors are not permitted to eat in the employee dining room and will be refrained
from eating in the service hallways or in public areas;
All Vendors are required to have a signed “Terranea Vendor Policies and Codes of Conduct” on
file as well as provide a copy of certificate of liability insurance;
All deliveries must enter through the Resort’s loading dock; at no time will deliveries be made
through any public entrance;
All vendor vehicles must be parked in the designated areas, as assigned by the Resort. No overnight
parking is permitted.
AUDIO-VISUAL EQUIPMENT
The Resort is the exclusive provider of all Internet, electrical, outside lighting, rigging services, labor,
electrical chain hoists and rigging hardware for the Resort. Any connection to the ceiling or supporting
structure of the Resort must have approval from the Hotel prior to installation and subject to charges.
Additionally, Resort maintains exclusive control over all connections to house audio, lighting, data, and
electrical systems and to hang points and skyhooks, and over all signs, banners, decorations, or balloon
drops suspended in the Resort. Appropriate charges will apply, and electrical, power, phone and internet
service fees will apply if those services are requested, whether by Group or its outside Audio-Visual
company.
Subject to compliance with the requirements imposed on Outside Contractors herein, Group may elect to
use a different Audio-Visual contractor for its main/general session, and no additional charges will be added
by the Resort should such an outside Audio-Visual company be selected. Group must use the Resort’s in-
house Audio-Visual provider for all other rooms. However, should the outside company need access to the
Resort sound system, hang points, or skyhooks, or other facilities or services as noted immediately above,
fees may apply for these items. Proposals and pricing can be obtained by contacting Encore at
310.525.6533.
MENU PLANNING
Menu prices will be guaranteed six months prior to your scheduled event or upon mutually confirmed and
signed banquet event orders. Final menu selections must be submitted no later than FIVE weeks prior to
your scheduled event.
SIGNS, BANNERS, and AERIAL DECOR
No signs or banners are permitted in the Resort’s public areas, including the lobby, or on any of the
building’s exterior, Signs outside event rooms must be professionally printed, free standing or on
easels. Nothing may be screwed, pinned, tacked or applied with adhesive to any podium, door, wall or
ceiling. Terranea reserves the right to approve all signage and placement of signage. Assistance in hanging
signs or banners can be arranged provided adequate notice is given. A charge for these services may apply.
The Resort will allow confetti cannons only if all cannon specifications are provided at least two (2) weeks
prior to event. A $1,000.00 cleanup fee will be added to your final bill. Should any confetti enter into our
chandeliers or wall sconces, an additional $1,000.00 cleanup fee will be added. For environmental
purposes, the resort does not allow mylar balloons on property or any balloon type to be used for outdoor
events. City of Rancho Palos Verdes regulations preclude the use of fireworks and other pyrotechnics.
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POWER
Please note that the power supply in the event space is limited. Please provide all entertainment and décor
power needs to your Catering Service Manager to ensure appropriate power is supplied for your event. In
the event that your power supply needs exceed what is available, applicable fees for a one time power drop
fee will be posted to your Account.
CANCELLATION
In the event of a cancellation occurring 0 to 30 days prior to arrival, one hundred percent (100%)
of the anticipated catering food, beverage and rental revenue figures as indicated on the banquet
event order and total estimate charges will be due, plus service charges and applicable taxes.
In the event of a cancellation occurring 31 to 90 days prior to arrival, liquidated damages in the
amount of ninety percent (90%) of the Food and Beverage Minimum Requirement will be due, plus
room rental fees and/or site fees, service charges and applicable taxes
In the event of a cancellation occurring 91 to 180 days prior to arrival, liquidated damages in the
amount of sixty percent (60%) of the Food and Beverage Minimum Requirement will be due, plus
room rental fees and/or site fees, service charges and applicable taxes.
In the event of a cancellation occurring 181 to 365 days prior to arrival, liquidated damages in the
amount of fifty percent (50%) of the Food and Beverage Minimum Requirement will be due, plus
room rental fees and/or site fees, service charges and applicable taxes.
In the event of a cancellation occurring between the time of acceptance of this contract and 3 66
days prior to arrival, liquidated damages in the amount of forty percent (40%) of the "Anticipated
Room Night and Banquet Food and Beverage Revenue Figures" will be due, plus applicable taxes
and service charges.
FORCE MAJEURE
No party shall be liable for, nor shall such party be considered in breach of this Agreement, due to any
failure, in whole or in part, to perform its obligations under this Agreement as a result of any act of God
or war (whether declared or not), a public enemy or terrorist, government retaliation against foreign
enemies, natural disasters including but not limited to fire, flood, earthquake, storm, hurricane, landslide,
accidents or other casualty or other like event, plague, pandemic, power or other utility, strikes
(exception: neither party may terminate or suspend this agreement for strikes involving their respective
employees or agents), any government law, regulation, or order or any other unforeseeable similar cause,
any one of which could not have been prevented by such party with reasonable care, and any one of
which makes performance either illegal, impossible or commercially impracticable (each, a "Force
Majeure Event").”
DEPOSIT SCHEDULE
(Friday October 7, 2022) $19,500.00 Initial Non-refundable Deposit:
30% of the food and beverage minimum/site fees
(Thursday March 9, 2023) $19,500.00 Initial Non-refundable Deposit:
60% of the food and beverage minimum/site fees
(Friday June 9, 2023) $19,500.00 3 months of event date:
90% of the food and beverage minimum/site fees
(Wednesday August 9, 2023) TBD 1 month of event date:
100% of the FINAL ORDER as indicated on the Banquet Event
Order & Total Estimate of Charges plus 10% of the food and
beverage revenue minimum for any additional costs.
Full estimated payment of the charges, based on your estimated number of guests as indicated on the
banquet event order and total estimate of charges, plus an additional 10% of the food and beverage revenue
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minimum for any additional costs, per The Resort Credit Policy, is due thirty (30) days prior to the event
on (8/9/2023). Payment may be by cash, credit card or cashier’s check. Credits for overpayment will be
issued in the same format they are received within three weeks following the event. All accounts will
require a Credit Card Authorization Form to be on file (regardless of payment type). Please complete
attached Credit Card Authorization Form completely and return with signed contract. Check should be
made payable to Long Point Development.
INSURANCE AND INDEMNIFICATION
Damage to the Resort premises by the City of Rancho Palos Verdes - 50th Anniversary Celebration or
appointed contractors will be the Group’s responsibility. Group will accept full responsibility for any
damages resulting from any action or omission of their individual attendees in conjunction with organized
group activities. The Resort is not responsible for any loss or damage no matter how caused, to any
samples, displays, properties, or personal effects brought into the Resort, and/or for the loss of equipment,
exhibits or other materials left in meeting rooms. The Resort reserves the right to approve all outside
contractors hired for use by the Group in the Resort, and may have a list of approved contractors and
vendors. The Resort must be notified in advance of any proposed vendor. The Resort reserves the right
to advance approval of all specifications, including electrical requirements, from all outside contractors,
and to charge a fee for outside services brought into the Resort. The Group and/or outside contractors
must provide proof of worker’s compensation insurance for employees who will work on Resort premises
and proof of adequate general liability coverage for the Group and/or outside contractors’ activities while
on Resort’s premises, and must comply with all other similar requirements the Resort deems appropriate,
in its sole discretion, regarding use of function space, facilities and use of Resort services.
The Resort shall indemnify, defend and hold harmless the Group and its officers, directors, partners, agents,
members and employees from and against any and all demands, claims, damages to persons or property,
losses and liabilities, including reasonable attorney’s fees (collectively “Claims”) arising out of or caused
by the Resort’s negligence in connection with the provision of services or the use of the Resort facilities,
except to the extent and percentage attributable to the Group’s or its members’, agents’, employees’, or
Exhibitors’ negligence. The Resort shall not have waived or be deemed to have waived, by reason of this
paragraph, any defense which it may have with respect to such claims.
The Group shall indemnify, defend and hold harmless the Resort and its officers, directors, partners, agents,
members and employees from and against any and all demands, claims, damages to persons or property,
losses and liabilities, including reasonable attorney’s fees (collectively “Claims”) arising out of or caused
by the Group’s negligence and/or its members’, agents’, employees’, independent contractors’ or
Exhibitors’ negligence in connection with the use of the Resort facilities, except to the extent and
percentage attributable to the Resort’s negligence. The Group shall not have waived or be deemed to have
waived, by reason of this paragraph, any defense which it may have with respect to such claims.
MISCELLANEOUS PROVISIONS
In the event of litigation, California laws will apply; prevailing party shall recover attorneys’ fees and all
litigation costs and expenses, charges and costs incurred, including pre- and post-litigation fees related to
collection and judgment enforcement efforts; parties consent to exercise of personal jurisdiction of
California courts, which will have exclusive jurisdiction. This contract is the entire agreement between
the parties, superseding all prior proposals, negotiations, representations, and other communications,
whether oral and written. This agreement may be amended ONLY in writing, signed by representative of
Group and authorized Resort representative. Group may not assign any benefits associated in any way with
this contract without consent of Resort.
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Terranea Resort Representative Initials/Date __________________________
ACCEPTANCE
This contract shall be deemed accepted only after it has been signed by a representative of the group and
thereafter signed by a representative of the Resort. Acceptance may be made by facsimile transmission and
this contract may be executed in one or more counterparts, each of which when fully executed, shall be
deemed to be an original, and all of which shall be deemed to be the same agreement.
Please sign this contract and return it along with the requested deposit. If the contract and non-refundable
deposit are not returned by Friday October 7, 2022, this contract shall be null and void.
City of Rancho Palos Verdes - 50th Anniversary Celebration Representative:
By: Date:
Ara Michael Mihranian
LONG POINT DEVELOPMENT, LLC, a Delaware limited liability company
By: Destination Long Point, Inc. a California corporation, its Authorized Agent
By Date: ______________________________
Nicole Lazo
Catering Sales Manager
By Date: ______________________________
Agnelo Fernandes
Chief Strategy Officer & Executive VP of Revenue
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INVOICE
Date: September 21, 2022
Bill To:
City of Rancho Palos Verdes - 50th Anniversary Celebration
Attn: Ara Michael Mihranian
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
Quantity Due Date Description Amount
1 Friday October 7, 2022
1st Deposit for City of Rancho Palos
Verdes - 50th Anniversary Celebration
on Saturday September 9, 2023
$19,500.00
Total $19,500.00
Please make your deposit payments by check payable to Long Point Development, LLC and reference
City of Rancho Palos Verdes - 50th Anniversary Celebration on Saturday September 9, 2023 and mail to:
Terranea Resort
100 Terranea Way
Rancho Palos Verdes, CA 90275
Attention: Accounting Department
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250 8/29/2022
Cocktail Reception - Tray Passed Hors d'Oeuvres (5 to 8 pieces per person recommended)
$9.00 per piece 5 pieces per person $11,250.00
$0.00 per person 0 TBD
$16.00 per drink 2 $8,000.00
$51.00 per bottle 0 TBD
$50.00 per bottle 1 $2,083.33
$175.00 per person 250 $43,750.00
$75.00 per person 2 $150.00
***Special reduced F&B of $65k++
$65,233.33
$16,308.33
$81,541.67
$10,000.00 Waived
$200.00 4 bartender(s)Waived
$75.00 each 0 heaters TBD
$75.00 each 0 umbrellas TBD
$500.00 per half hour after 5 hours 0 half hour(s)TBD
Ballroom Power Fees $995.00 amps of service, Encore 0 power fee TBD
$81,541.67
$7,746.46
10% additional deposit of F&B min. due 30 days of event date for additional costs $7,500.00
TBD Encore to quote separately based on event details TBD
$20.00 per vehicle, reduced from $50.00 0 vehicles estimated TBD
$96,788.13
minus 10% deposit $7,500.00
Total $89,288.13
This document serves as an estimate only. Actual pricing will be based on final guest count,
menu selections and actual beverage consumption.Client Initials:
Tableside Wine Service with Dinner (actual price will be based upon selection and consumption)
Estimated at:
Starting at
Hosted Bar Package - (2) drink tickets per person
drinks per personEstimate at:
Cocktail Reception - Stations (1 to 2 stations estimated)
Estimated at:guests estimated
City of Rancho Palos Verdes - 50th Anniversary Estimate of Cost
Date - Saturday September 9, 2023
Palos Verdes Grand Ballroom & Terrace
| (600) MaximumEstimated Guest Count:
Service Charge of 25%
Sub Total
glass(es) per person estimated
glass per person
Starting at:
Sparkling Wine or Champagne Toast - (actual price will be based upon selection and consumption)
Food & Beverage Total, excluding tax and service fees Total F&B Minimum = $125,000++
Vendor Meals (DJ, Band, Planner, Photographer, Etc)
guests estimated
Taste of California Buffet Menu
A minimum of 75 guests is required
Starting at:guests estimated
Lawn & outdoor events in the evening require a professional lighting package provided by Encore - please inquire for more details
Sales Tax of 9.5%
Event Valet Parking
Audio Visual Fees
The above pricing is only an estimate and subject to change.
Estimate based on 4 hours of total event time
Additional Charges
Market Umbrellas
Total Estimate of Charges
***waived per Terri Haack***
each (1 required per 75 guests)
Sub Total
Ballroom Rental Fee
Bartender Fee
Solar Flo Patio Heaters
Overtime
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