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CC:SA (1) Approve the Amount of In-Kind Assistance for and City Sponsorship of The 2016 Culver City Car Show (2) Approval of Street Closures; and (3) Approval of Related License Agreements.
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Contact Person/Dept: Jeremy Green/ City Clerk’s Office
Phone Number: (310) 253-5859
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: Yes [X] No []
Commission Action Required: Yes [] No [X] Date
Public Notification: (E-Mail) Meetings and Agendas - City Council (03/11/16); Culver City Exchange Club (02/29/2016).
Department Approval: Martin R. Cole, Assistant City Manager/City Clerk (03/10/16)
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RECOMMENDATION:
Staff recommends the City Council (1) determine the amount of financial assistance to be $9.764 and designate as City-sponsored The 2016 Culver City Car Show (2016 Car Show); (2) approve related street closures; and (3) approve related license agreements.
Staff recommends the Successor Agency Board waive the $500 in rental fees for Successor Agency-Owned property Parcel B.
BACKGROUND:
During the February 13, 2012 City Council meeting, the City Council expressed its desire for there to be consistency for assistance of special events and encouraged staff to meet with the event organizers to determine their ability to conduct the event with limited assistance.
Staff determined three types of assistance that could be provided to events with limited impacts on the General Fund:
• Waiver of property rental fees
• Provision of in-kind equipment rental
• Waiver of in-kind staff costs for services during regular business hours.
The 2015 Car Show was provided the above three types of assistance, and the Culver City Exchange Club was responsible and paid for staff time incurred at times other than regular business hours and for some permit fees. The City Council also specifically designated the Car Show as a City-Sponsored event.
DISCUSSION:
The 2016 Car Show will take place on Saturday, May 7, 2016 and will again be produced by the Culver City Exchange Club (Exchange Club), a non-profit organization with the mission to provide a better place to live by providing funding for community-based organizations. Taking place throughout downtown Culver City, the event typically draws about 10,000 participants throughout the day to view displays of hundreds of classic cars and hot rods, as well as exhibitors and vendors.
Last year, the Exchange Club requested financial assistance for both hard and in-kind costs of approximately $24,660. The City Council approved a fee waiver for the in-kind costs in an amount of $8,718.00 and the Exchange Club paid for the costs for staff time of $15,900. This year the Exchange Club is requesting City-sponsorship and financial assistance for the soft City costs in the approximate amount of $8,720. In addition, they are requesting that the City pay for the banner installation fees of $1,044.16 or any portion thereof, which is a hard cost paid to an outside company. As for the 2015 Car Show, the Exchange Club will pay the costs for staff time worked outside of normal business hours estimated at $15,940.
Street Closures
The 2016 Car Show involves use of the public rights-of-way in the downtown area and requires complete closure of Washington and Culver Boulevards from Canfield Avenue at the east end of downtown to Duquesne/Hughes Avenue at the west end of downtown, as well as Main Street from Culver Boulevard to Venice Boulevard. In addition, there will be soft street closures of Delmas Terrace, Watseka Avenue, Cardiff Avenue, and Canfield Avenue at the north end, and hard closures at the south end at the northern perimeter of the Car Show; and hard street closures at the north end of Lafayette Place, Irving Place, and Van Buren Place at Culver Boulevard, and soft closures at the south end.
As occurs every year, staff from Public Works Department will be present at the event to provide supervision of the traffic control efforts, address event field dynamics, and provide refuse and recycling services. To further ensure a safe and secure event, Culver City Police Officers will be deployed as part of the event in a number to be determined by the Police Department.
Expected benefits to the City include potential increased patronage of restaurants/businesses in downtown and publicity and press about the event taking place in Culver City.
The City Council is requested to determine the amount of financial assistance to provide to the Exchange Club and consider approval of: (1) the street closures for the event from 4:30 AM - 5:00 PM on Saturday, May 7, 2016 and (2) the request for City sponsorship.
City Sponsorship
To become City-sponsored, events need to be specifically designated as a City-sponsored event by the City Council. As part of such City-sponsorship, event producers would be eligible to post banners in the public right-of-way advertising the sponsored event. 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., confirming 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 City-sponsored, the City Council must determine, by specific action, that the above criteria have been met.
Should the City Council determine to provide support in an amount of at least $1,000 (funds, staff time, and/or fee waivers, etc.), then the event may be designated a City-sponsored event. For those who wish to post banners in the public right-of-way, the organizers will be required to include the City’s logo on the banners as a sponsor.
The financial request represents the costs of providing the requested venues/equipment or required/requested services or fees.
Should an event receive City-sponsorship, the organizers will be required to list the City as a sponsor of the event in e-mails, on their website, in promotions, press releases and on printed materials, where applicable.
FISCAL ANALYSIS:
As detailed in the attachments, it is proposed that staff time during regular business hours, property and equipment rental fees (and permit fees where requested for this year) be waived (by the City Council and Successor Agency Board combined). Dedication of in-kind staff time to the preparation of the event would mean a reduced availability of staff time for other City efforts during regular business hours but would not create an additional fiscal impact to the City. The Exchange Club will pay for staff time for those working on the day of the event. The Exchange Club is asking the City to pay for banner installation costs that would negatively impact the City’s General Fund by approximately $1,044.16 for a total request of:
Soft Costs: $ 8,720.00
Banner Install Costs: $ 1,044.00
Total Request $ 9,764.00
As for the 2015 Car Show, the Exchange Club will pay the costs for staff time worked outside of normal business hours estimated at $15,940.
ATTACHMENTS:
Exchange Club letter requesting financial assistance and City sponsorship and spreadsheet of City costs requested for fee waivers.
RECOMMENDED MOTION(S):
That the City Council:
1. Determine the amount of financial assistance to be $9,764 as noted in this staff report for the 2016 Car Show; and,
2. Designate the 2016 Car Show as a City Sponsored event; and,
3. Approve License Agreements between the City and The Exchange Club for the use of City public rights-of-way, property, equipment and in-kind staff time; and,
4. Authorize the City Attorney to review/prepare the necessary documents; and,
5. Authorize the City Manager to execute such documents on behalf of the City.
That the Successor Agency Board:
Waive the $500 in rental fees for Successor Agency-Owned property Parcel B.