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CC - (1) Approval of a Request by the Parks, Recreation and Community Services Department for City Sponsorship of the “Culver City Healthy Family 5K Run/Walk” to be Held at West Los Angeles College on April 3, 2016; and (2) If Desired, Designate the “Culver City Healthy Family 5K Run/Walk” as a City-Sponsored Event.
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Contact Person/Dept: Arames White-Shearin, Recreation Coordinator, Youth & Teen Programs, PRCS Department
Phone Number: (310) 253-6675
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (Email) Meetings and Agendas - City Council (03/09/16).
Department Approval: Daniel Hernandez, Director of Parks, Recreation and Community Services (03/01/16)
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RECOMMENDATION
Staff recommends the City Council approve a request by the Parks, Recreation and Community Services Department for City sponsorship of the “Culver City Healthy Family 5K Run/Walk” event (Event), to be held at West Los Angeles College on April 3, 2016.
BACKGROUND
As a part of the Culver City Teen Center’s Global Youth Service Day Project each year, the members of the Youth Empowerment Volunteer Group plan a community event. In 2015, the participants decided to offer the Culver City community a healthy family event, with the help from the Culver-Palms YMCA and the Culver City Rotary Club. This partnership resulted in the “First Annual Culver City Healthy Family 5K Run/Walk,” which was held on the campus of West Los Angeles College on April 26, 2015. The Event also featured a “YMCA Healthy Kids Day” with children’s activities and vendors. Last year, the proceeds of the race went to Culver-Palms Family YMCA Youth Programs, the Culver City Teen Center, and the Boy Scouts of America.
DISCUSSION
This year, the Culver City Healthy Family 5K Run/Walk is a fundraiser for upcoming summer youth programs offered by the PRCS Department and the Culver - Palms YMCA. Specifically, the proceeds will go to fund scholarships for low-income families.
The event was quite successful last year, and staff anticipates that to some extent, participation in this year’s Run/Walk will be generated through “word of mouth” alone. In addition, the Event will be promoted in the following ways:
• Flyers sent to Culver City Unified School District students.
• E-blasts to the City of Culver City Email Notification List, the Culver City Rotary Club email distribution list, and the Culver - Palms YMCA email distribution list.
• Website posts on Culver City Chamber of Commerce, City of Culver City, and Culver - Palms YMCA websites.
• The Culver City Healthy Family 5K Walk/Run website (<http://www.runculvercity.com/>).
The Culver City Teen Center requests the following be included in the City’s sponsorship of the Event:
• Allow the installation of two street banners 3-4 weeks prior to the Event. The proposed banner locations are, (1) across Overland Avenue in front of the Veteran’s Memorial Building; and, (2) across Sepulveda Boulevard near Berryman Avenue.
CITY SPONSORSHIP
To be categorized as a “sponsored” event by the City, an event must meet the criteria set forth in Culver City Municipal Code (CCMC) Section 17.330.040.B.7.b.ii which requires determination that the City is (a) participating in an official capacity in the planning, preparation or promotion of the event or activity; and (b) contributing 25% of the total estimated costs of the civic event or activity or at least $1,000, whichever is less. This contribution may take the form of funds, labor, staff time, materials, a waiver of fees, or any combination thereof. The CCMC requires both (a) AND (b) conditions be satisfied. Additionally, City Council Policy requires that in order for an event to be considered sponsored, the City Council must determine, by specific action, that the above criteria have been met.
FISCAL ANALYSIS
Staff has determined that the requested financial assistance as outlined in this report could be provided to the Event with limited impact on the General Fund. In the City Council Adopted Budget for Fiscal Year 2015/2016 $1,800.00 in 10130260.514200 (Youth Center / Special Events) have been earmarked for the Event. These funds will be used to pay for the fabrication and installation of the banners, among other anticipated expenses.
ATTACHMENTS
None.
RECOMMENDED MOTION
That the City Council:
1. Approve the Parks, Recreation and Community Services Department’s request for City sponsorship of the Culver City Healthy Family 5K Run/ Walk; and
2. Determine the amount of such assistance to be in excess of $1,000 in the form of City staff time and other efforts of the City’s Parks, Recreation, and Community Services Department to produce the Event; and,
3. Determine the criteria established for City sponsorship outlined in CCMC 17.330.040.B.7 have been met and designate the “Healthy Family 5K Run/Walk” a City-sponsored event.