City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council consider the potential City sponsorship of the
2014 Halloween Treat Run/Walk and, if determined that sponsorship is desired,
determine the amount of in-kind assistance to be provided.
BACKGROUND/ DISCUSSION:
The Culver City Rotary Club, in partnership with the Culver-Palms YMCA, West Los
Angeles College, and the Culver City Boy Scouts are planning their first ever
Halloween Treat Run/Walk event on Sunday, October 12, 2014 from 8:00 AM-
11:00AM at West Los Angeles College. The event will take place entirely on the
West LA College campus and is set to benefit Culver City-Palms YMCA, Culver City
Boy Scouts, the Culver City Teen Center, and the Culver City Rotary Foundation.
Events include a 5K, Youth 5K, 5K Family Walk and Strollers, and a Toddler Trot.
Costumes are welcomed. The event producer is requesting 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.,
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.
Meeting Date: 08/25/2014 Item Number: A-1
CITY COUNCIL AGENDA ITEM: Consideration of the Amount of In-Kind
Assistance for and Possible City Sponsorship of the 2014 Halloween Treat
Run/Walk Produced by the Culver City Rotary Club.
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: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Culver City Rotary Club; Culver-Palms YMCA; Meetings and
Agendas – City Council (08/19/14).
Department Approval:
Martin R. Cole (08/15/14)
City Attorney Approval:
Carol Schwab (by H. Baker) (08/15/14)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (08/19/14)
City Manager Approval:
John M. Nachbar (08/19/14) City of Culver City, California
Agenda Item Report
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.
Fees for “Over the Public Right-of Way” Banners (as established by City Council
resolution) include an Application Fee of $119 and installation/removal fees for three
banners costing $885, plus a 4% surcharge for all fees for a total of $1,044.16 The
event organizers request that the City contribute the costs for the installation and
removal fees of the banners. The Event organizer will be responsible for the costs to
produce the banners and will be required to prominently display Culver City’s logo
on the banners to indicate that the Halloween Treat Run/Walk is a City-sponsored
event.
FISCAL ANALYSIS:
The costs to install the banners, which occurs through an outside contractor, would
come from the General Fund (Account # 10160150.619800.)
ATTACHMENTS:
1. Event Information
MOTION:
That the City Council:
1. Determine the level of in-kind financial assistance to provide to Culver City Rotary
Club as related to the 2014 Halloween Treat Run/Walk Event to be an amount of
$1,044.16 or $________ (some other amount determined by the City Council); and,
2. (In the case such in-kind financial assistance is determined to be at least
$1,000), consider designating the 2014 Halloween Treat Run/Walk as a City
Sponsored Event.
MEETING DATE: August 25, 2014
AGENDA ITEM: Consideration of the Amount of In-Kind Assistance for
and Possible City Sponsorship of the 2014 Halloween
Treat Run/Walk Produced by the Culver City Rotary Club.
ATTACHMENTS
Pages
1. Event Information 1
Halloween Treat Run/Walk
Come Join The Fun and Support Culver City Youth Programs!
Set A Running Goal. Form A Team!
Bring The Family, Friends or Just Your!
Run or Walk the college or Stroll the Track
Costumes are welcomed!
Date and Location:
Sunday, October 12, 2014 –
8:00 am—11:00 am
West Los Angeles College, 4800 Freshman Drive, Culver City
Events:
5K, Youth 5K, Costumes and Teams,
5K Family Walk and Strollers, Toddler Trot!
Quick Facts
Benefiting:
Culver-Palms YMCA, Culver City Boy Scouts, Culver City Teen Center and the Culver City Rotary Foundation.
With enough sponsorships, each registration will go 100% to the indicated program.
Overview:
The walk/run represents the “Spirit” of the Culver City community. The event is presented by the Culver City Rotary Club in
partnership with the Culver-Palms YMCA, West Los Angeles College and the Culver City Boy Scouts. Volunteers from through-
out the community will help in a variety of ways to make the day a fun and successful event for Culver City Youth Programs.
Sponsors will provide donations to fund the walk/run and donations in kind for healthy refreshments as well as fill the goody
bag each participant will receive. A special fund will provide registration fees for designated young people.
Features:
? The Youth run/walk will be on the West LA College track. The 5K will run/walk through the campus for a somewhat
challenging course.
? There will be booths from sponsoring companies and organization, health and fitness information, youth games, participation
metals for everyone registered and much more.
2014 Goals:
? To raise $15,000 for the designated youth programs.
? To provide sponsors an opportunity to participate directly with Culver City Youth.
? To encourage physical fitness and healthy activities by promoting the children’s races.
? To provide adults a unique and challenging race course through the hills and campus along with an excellent tract.
? To provide the community and surrounding areas with an even focusing on support fo youth programs and physical fitness.
? To provide running opportunities for those in need of support to participate.
Media Summary:
Event publicity coverage will be in the local newspapers and periodicals as well as on blogs and online news resources, by the
benefitting youth groups, Facebook and the race website www……………
Co-Chairs:
Andrew Sisolak Lamondo Greer
andrewsisolak@gmail.com lamondogreer@ymcala.org
805-405-7874 424-257-7634