An Update on City Involvement with the Santa Bus
The City of Grain Valley recognizes that the “Santa Bus” has been a beloved holiday tradition in our community for many years. For roughly three decades, this privately organized activity has brought joy to many families as a decorated bus drives through neighborhoods and hands out small gifts to children.
With Grain Valley’s population and traffic volumes continuing to grow, the City has a duty to ensure that all activities conducted on public streets comply with current safety and legal requirements and do not unduly infringe upon the quiet enjoyment of nearby residents who are not part of the event.
Over the last two holiday seasons, City staff and the Grain Valley Police Department (GVPD) have worked with the Santa Bus organizers to explain the requirements of the City’s special event ordinance, which apply to all events using public streets. These requirements include advance permit deadlines, an operational safety plan, and proof of appropriate event insurance.
Following the 2024 Santa Bus season, a follow-up phone call on December 13, 2024, and a later in-person meeting between the primary organizer, Mr. Johnston and GVPD leadership resulted in:
- A clear directive that a Special Event Permit Application must be submitted annually
- Instructions that permit timelines must follow City ordinance
- Acknowledgment that the organizers understood and would comply for 2025
- Agreement that identified safety concerns must be resolved prior to the next year’s event
For the current season, the Special Event Permit Application was received by the Police Clerk on November 18, only ten days before the first planned event. This fell short of the ordinance requirement that applications be submitted 21 to 60 days in advance, a standard timeline used for all special events in Grain Valley. Nevertheless, GVPD scheduled a meeting with the Santa Bus operators on November 20, 2025, to discuss how the event might safely proceed.
As part of those discussions, GVPD staff also recommended that Mr. Johnston use privately owned escort vehicles equipped with commercially available, emergency-style warning lights (costing under $60 each), and provided links to purchase them. This option would allow a vehicle in front of and behind the bus, consistent with how the event has operated in the past, without the need for official City vehicles.
Historically, the Santa Bus has received limited assistance from the City in the form of Volunteers in Police Service (VIPS) escorts and the use of city vehicles. As our community has grown and expectations for professional policing and liability management have changed, Grain Valley Police Department and the City’s legal counsel have concluded that this practice can only continue if certain minimum safety conditions are met. These include, among other items:
- Submitting a complete special event permit within the required timeframes
- Providing a planned route and public information so residents know where and when the bus will be present
- Implementing traffic safety measures (such as avoiding intersections, reducing night operations, and using appropriate warning equipment)
- Ensuring staff working in or near the roadway wear reflective safety gear
- Establishing clear rules for child supervision and safe street crossings
- Providing proof of insurance that covers the bus, staff, participants, and the public
- Adhering to applicable noise and siren limits under City ordinance
During recent discussions about this year’s Santa Bus operations, City staff presented multiple options to the organizers, including ways to conduct the event as a fully private activity with privately owned escort vehicles, and an option for a City-supported escort if all safety and insurance requirements were met. At this time, the organizers have not agreed to implement all of the required safety measures or provided the necessary documentation for the City to safely and legally assign police personnel, volunteers, or City vehicles to the event.
For that reason, the City will not be providing police escorts, City vehicles, or City-sponsored volunteers for the Santa Bus this season.
This decision does not mean that the City is “canceling” the Santa Bus. The Santa Bus is not a City-run event, and whether it takes place is a decision made solely by its private organizers. As with any private activity using public streets, the organizers are responsible for complying with all applicable traffic laws, ordinances, and permitting requirements, including the City’s special event process.
We understand that many residents feel a strong emotional connection to this tradition and that recent discussion at the Board of Aldermen meeting has caused concern and confusion. The members of the Board, City staff, and GVPD all care deeply about the children and families of Grain Valley. Our first responsibility, especially where children are involved, is to make sure events are as safe as we can reasonably make them.
Looking ahead, the City remains committed to supporting safe, family-friendly holiday activities. We welcome any community group or organizer—including those involved with the Santa Bus—to work with City staff earlier in the year so that future events can continue in a way that honors long-standing traditions while meeting today’s safety, insurance, and legal requirements.
Is the City canceling the Santa Bus?
No. The Santa Bus is not a City-run event. It is privately organized. The decision to hold or cancel the event is made by its organizers, not the City. Like any other private activity on public streets, it must comply with applicable laws, ordinances and permit requirements.
Why isn’t the City providing police cars or City vehicles this year?
As Grain Valley has grown, our Police Department and City attorney have determined that we can only assign City vehicles, officers, or volunteers to an event if certain safety, insurance, and permitting requirements are met. Those requirements have not been fully met for this year’s Santa Bus, so the City cannot formally attach its personnel or vehicles to the event.
How are the new requirements actually making it safer for kids than in the past?
In previous years, the Santa Bus often operated without a formal route plan, no event insurance, no documented procedures for kids crossing streets, and inconsistent traffic controls. The updated expectations focus on:
- A defined route and schedule so drivers and residents know what to expect
- Reflective clothing for adults working in or near the roadway
- Escort vehicles with appropriate warning lights, even if they are privately owned
- Clear instructions for where children should stand and how they may safely approach the bus
- Event insurance that covers participants and the public if something goes wrong
These are standard safety practices for a growing city and are designed to reduce risk for kids, families, and drivers.
If everyone agrees safety is important, why won’t the City just “bend the rules” for this tradition?
We understand this is a beloved tradition, but the City must apply safety, insurance, and legal standards fairly and consistently. When an event uses public streets, involves children, and has vehicles stopping and starting in neighborhoods, the City has a duty to follow its own ordinances and professional standards. Ignoring those rules—especially once concerns have been identified—would be irresponsible and could put the City and residents at risk.
Does the City still support holiday traditions for kids?
Yes. City staff, the Police Department, and the Board all care deeply about kids and families. Our responsibility is to support traditions in a way that is safe and legally sound, especially when children and traffic are involved.
What changed from “how it’s always been done”?
In the past, limited City support was provided as the town was smaller and expectations were different. Today, we have more traffic, more residents, and higher standards for safety and liability. That means events on public streets must follow updated safety rules, permits, and insurance requirements.
Can the Santa Bus still operate without the City?
If the organizers choose to move forward, they must follow all traffic laws and any applicable City ordinances, just like any other private activity on public streets which includes obtaining and meeting the requirements of a special events permit. They are responsible for their own insurance, staffing, and operations.
Could this be worked out in the future?
Yes. The City is willing to work with any organizer—including the Santa Bus—to plan well in advance, meet safety and insurance requirements, and explore options for City involvement in future years.
