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CC - Consideration of City Sponsorship for the First Annual Taste of West Washington Event in Culver City.
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Contact Person/Dept: Todd Tipton/CDD
Elaine Warner/CDD
Phone Number: (310) 253-5783
(310) 253-5777
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: Yes [X] No []
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (09/10/15)
Department Approval: Sol Blumenfeld, Director of Community Development
(09/10/15)
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RECOMMENDATION
Staff recommends the City Council approve sponsorship of the first annual Culver City “Taste of West Washington” community event proposed to be held on Saturday, October 17, 2015 in the Culver City Washington West Business District, which is generally located on Washington Boulevard between Inglewood Avenue and Beethoven Street.
BACKGROUND
The Washington West Business District (WWBD) is comprised of numerous restaurants, specialty retail, and neighborhood serving uses. In January, 2015 the City Council formally recognized the organization of property and business owners as the Washington West Business District. Since that time, the WWBD has been developing a comprehensive cross-marketing program to include the development of a logo/brand for the area, an interactive webpage, a mailed “lifestyle” marketing piece to be distributed within two miles of the District and the coordination of a District “block party.” Economic Development Division staff has met with members of the WWBD on a regular basis since February 2015 to help facilitate the WWBD’s goals and advance a shared parking program for the area.
DISCUSSION
The WWBD has proposed to host a Taste of West Washington event to promote their district on October 17, 2015 from 3 PM to 7 PM. The event will feature specials and promotions at various restaurants and businesses between Centinela Avenue and Wade Street. In addition, businesses/restaurants which are located further east or west of the event area will be able to offer samples/specials in the parking lot at 12524 Washington Boulevard.
It is proposed that the event feature free musical performances throughout the afternoon in the parking lot at Hatchett Hall and behind Sunny Blue Restaurant (located at 12608 Washington Boulevard) as well as opportunities for children’s activities at A Magic Forest and tastings/samples at various restaurants. A program for the event will be developed highlighting the locations and offerings throughout the afternoon. All of the musical performances will take place on private property, and no performances are proposed in the public right-of-way (sidewalks). Those attending the event will be encouraged to use Culver City Bus, carpool, bike, and walk. In addition, the poster/flyer will request that guests do not park in the adjacent residential neighborhoods.
WWBD is requesting a waiver of Special Event Permit fees, Right-of-Way Banner permit fees, nominal printing fees, as well as in-kind staff time. The WWBD would manage and fund all other event production, promotion, and marketing costs. As a condition of City sponsorship, the WWBD would be required to prominently display the City’s logo on its website, in printed promotional material, and in social media marketing.
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. If approved by the City Council, the City would be contributing at least $1,000 in waivers to the event. The CCMC requires both (a) AND (b) conditions be satisfied. Additionally, 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.
FISCAL ANALYSIS
The costs associated with the City’s sponsorship are as follows:
1. Special Event Permit Fee Waivers
Event permits will be required only for businesses that are featuring an event element beyond their regular business operation (i.e. music/DJ performance). At this time, staff anticipates approximately five businesses/property owners hosting musical performances or other event elements. The estimated costs for such Special Event Permit fees is $375. WWBD requests the City Council waive such fees.
2. Right-of-Way (ROW) Banner Permit Fee Waiver
A ROW banner permit fee waiver is requested to assist with the costs to promote the event. WWBD anticipates designing and installing one ROW banner over West Washington Boulevard. The estimated cost for ROW Banner Permit fees is $143.36 (this does not include installation). WWBD requests the City Council waive such fees.
3. In-kind Staff Time/Printing Services
Community Development Department staff has connected with representatives from the Public Works (Sanitation/Engineering), Information Technology, Fire and Police Departments to discuss the proposed events, assess impacts, and determine the cost of in-kind sponsorship. The value of the in-kind staff time is estimated to be $500 and is outlined below:
• Public Works - Public Works staff will also be providing barricades for those properties that will be utilizing their parking lots as event space during the events. There are no in-kind costs for this service.
• Fire Safety - All businesses in the area, regardless of whether they will be hosting a musical performance or other event element, will be required to adhere to approved occupancy levels for their buildings. A memorandum outlining these requirements will be distributed to all businesses (and will require a signature indicating receipt). To this end, Fire Safety Officers will not be required at the event, and there is no in-kind staffing cost anticipated. Police will be in the area as part of their regular patrol and, therefore, no in-kind staffing cost is anticipated.
• Information Technology - Economic Development Division staff will assist WWBD with event promotion and marketing on the City’s Website and with other organizations. Costs for staff time related to promoting the event, posting on the website, and conducting electronic notification on the Gov-Delivery system are estimated at $300. In addition, nominal printing services of flyers/posters for the event and are anticipated to cost approximately $200. WWBD requests the City Council authorize the City to provide such in-kind services at no cost.
The in-kind sponsorship costs can be absorbed within the existing budget and will not impact the General Fund.
ATTACHMENT
January 12, 2015 Washington West Business District Staff Report
RECOMMENDED MOTIONS
That the City Council:
1. Waive special event and banner permit fees in an amount not to exceed $518.36; and,
2. Waive in-kind staff time/printing services for assistance in producing the first annual “Taste of West Washington” community event in the amount of $500; and,
3. Designate the “Taste of West Washington” as a City-sponsored event.