City of Culver City, California
A Joint City Council/Redevelopment Agency Agenda Item Report
Page 1 of 4
RECOMMENDATION:
Staff recommends the City Council (the “Council”) provide input and direction
regarding holiday celebrations and that the Redevelopment Agency (the “Agency”)
authorize the expenditure of approximately $15,000 to acquire an artificial tree for
the holiday season.
BACKGROUND:
In November 2006, the City Council considered the renewal of the downtown
Business Improvement District (“BID”) and Downtown Business Association’s
(“DBA”) Management Agreement. During the meeting it was determined that the
BID would not have sufficient funds to provide a holiday tree due to their focus being
diverted from marketing downtown to better maintaining it. Upon learning there
wouldn’t be a holiday tree in downtown, City staff partnered with the DBA to obtain,
install and decorate a tree.
In early October 2007, staff learned the DBA did not have the funds needed to
purchase and decorate a tree. Shortly thereafter staff met with the DBA to discuss
alternatives. During the meeting the DBA informed staff that a large commercial tree
had been reserved and of the need to replace the existing decorations (that hang
from the light poles).
The Economic Development Subcommittee was consulted and supports staff’s and
the DBA’s recommendation to acquire an artificial tree. During the discussion the
subcommittee questioned why a holiday celebration was conducted at the Veteran’s
Meeting Date: 11/05/07 Item Number: J-2
AGENDA ITEM: A Joint Item of the City Council and the Redevelopment Agency to
Provide Input and Direction Regarding Holiday Celebrations and Authorize Acquisition of
an Artificial Tree for the Holiday Season.
Contact Person/Dept.: Todd Tipton Phone Number: (310) 253-5783
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: Downtown Business Association on (10/31/07); Culver City Chamber
of Commerce (10/31/07); Master Notification List (10/31/07).
Department Approval:
Sol Blumenfeld (10/25/07)
City Manager/Executive Director Approval:
Jerry B. Fulwood (10/31/07)
Fiscal Impact Review:
Marlee Chang (by N. Kimball)(10/31/07)
City of Culver City, California
A Joint City Council/Redevelopment Agency Agenda Item Report
Page 2 of 4
Auditorium and another in downtown. The subcommittee believed both events
would be improved if combined and the process of producing the event would be
made more efficient because a duplication of effort would be eliminated.
The subcommittee supported the idea of combining the events and coordinating the
lighting of the tree on Veteran’s Auditorium, and the lights and tree in downtown.
City and Agency staff have discussed this and believe it would streamline staff’s
efforts if the events were combined and believe it possible to combine the events
this year if the Council/Agency so desires.
DISCUSSION:
• Tree
Staff and the DBA have identified the following options related to a tree for the
Agency to consider:
Option 1 - Purchase a live tree through a commercial vendor and then contract with
a commercial provider that installs, decorates and removes the tree after
the holiday season.
Option 2 - Purchase an artificial tree through a commercial vendor and then contract
with a commercial provider to install, decorate and remove the tree after
the holiday season.
Option 3 - Purchase a live tree, plant it in the vicinity of Town Plaza, and contract
with a commercial provider to install, decorate and remove the tree after
the holiday season.
Option 4 - Purchase a smaller tree.
Option 5 - Do not purchase any tree.
Staff prepared and has included a cost comparison for the options identified above
in the Fiscal Analysis section of this report. Staff considered both the initial cost and
ongoing cost in its analysis. The analysis indicates a permanently planted tree
would have the highest initial, but the lowest ongoing cost.
Staff consulted with LRM, the landscape architect working on the Town Plaza
expansion, to address a concern with the permanency and long-term appearance of
a permanently planted tree. Staff and LRM believe it paramount that the tree’s
location remains flexible in order to accommodate varying demands of the space
and that the tree looks its very best over time. Staff and LRM believe an artificial
tree best addresses staff’s belief and, therefore, recommends the Agency consider
pursuing an artificial tree. City of Culver City, California
A Joint City Council/Redevelopment Agency Agenda Item Report
Page 3 of 4
It is noted for the Agency’s information that it will take approximately two weeks after
ordering for an artificial tree to be delivered.
• Pole Mounted Decorations
The decorations in question are those installed during the holiday season on the
existing light standards located in the Culver and Washington Boulevard medians.
Over the prior four years the decorations have become worn. Considering the
decoration’s condition, the DBA is recommending they be replaced. New
decorations are expected to last approximately four to five years.
Staff and the DBA have identified the following options for the Agency to consider:
Option 1 - Replace the existing decorations with Light Emitting Diodes (“LEDs”).
Option 2 - Replace the existing decorations with non LED illumination.
Option 3 - Reuse the existing decorations.
Staff has inspected the decorations and agrees they are worn. However, due to the
Agency’s cash flow, staff is recommending the existing decorations be reused and
that this item be revisited in June 2008 when the two-year budget update is
presented to the Agency for consideration.
Should the Agency Board prefer to purchase new decorations, the Agency must
determine how many decorations will be purchased. This is necessary because that
portion of Washington Boulevard adjacent to Town Plaza, where decorations have
been installed historically, will no longer exist when Washington Boulevard is
rerouted to Ince Boulevard. Staff believes installing decoration only in the Culver
Boulevard median will be sufficient. This will require the acquisition of approximately
32 decorations (two per pole).
It is noted for the Agency’s information that when the DBA researched replacing the
existing decorations, they studied the possibility of retrofitting them with LEDs. They
learned the cost to retrofit was nearly identical to purchasing new decorations with
LEDs already installed. Utilizing LEDs is beneficial because energy consumption
would be reduced and the decoration’s visibility would be improved.
FISCAL ANALYSIS:
The DBA has offered to share in the cost to acquire an artificial tree by soliciting
donations from its members. The subcommittee believes it would be best if the DBA
focused on its maintenance efforts and the Agency purchased the tree. City of Culver City, California
A Joint City Council/Redevelopment Agency Agenda Item Report
Page 4 of 4
Attachment 1 provides a detailed cost matrix for each option. If the Agency directs
staff to acquire an artificial tree, the total expenditure (including tax and a 10%
contingency) will be approximately $14,000. Staff anticipated some holiday
decoration participation by the Agency during budget preparation; therefore, funds
are available in Administration – Contract Services (59190400.619800) for this
expenditure.
ATTACHMENT:
1. Tree and decoration option cost matrix.
2. Detailed information describing the artificial tree.
MOTION:
That the City Council:
1. Provide input and direction regarding the combination of holiday celebrations.
That the Redevelopment Agency;
1. Authorize the expenditure of $14,000 (maximum) from account 59190400 to
acquire an artificial tree for the holiday season.
MEETING DATE: 11/05/07
AGENDA ITEM: Holiday Tree and Decorating.
ATTACHMENTS
Pages
1. Tree Option Cost Comparison 1
2. Pole Mounted Decorations 2
• Tree Option Cost Comparison
Real Tree
(22-foot tall)
Artificial
Tree
(with lights)
Real Tree
(permanently
planted in
Town Plaza)
Cost $2,475 $9,056 $15,000
Installation of tree
and storage
$0|1010| $1,980 $0
Acquisition of lights
and decorations
$3,000 $1,000|1010| $3,000
Installation of tree
decorations
$1,000 $0|1010| $1,000
Removal of tree $250 $250 $0
Acquisition of fence
surrounding the
tree|1010|
$0 $0 $0
Acquisition of large
ornament topping
the tree
$0|1010| $350 $350
Trimming and
maintenance of
tree
$0 $0 $250
Subtotal of Capital
Costs (approximate
not including tax)
$6,725 $12,636 $19,600
Contingency (10%) $672 $1,263 $1,960
Total Cos t $7,397 $13,899 $21,560
Reoccurring
Annual Cost
$6,725 $1,980 $1,250
|1010| There is no cost because the installation is included in the cost. |1010| There is less cost to acquire the lights and decorations because the decorations are integrated
to the tree and a portion of the cost is included in the cost of the tree. |1010| There is no cost because the decorations permanently attached to the tree. |1010| There is no cost because the fence created for last year’s event will be reused. |1010| There is no cost because the ornament is included with the decorations.
• Pole Mounted Decorations|1010|
Non LED option LED Option
Pole Mounted Ornament
(per pole)
$350 $420
Installation and Storage $75 $75
Subtotal per pole $425 $495
Total with 70 poles
(not including tax)
$29,750 $34,650
Total with 35 poles
(not including tax)
$14,875 $17,325
|1010| Decorations are guaranteed for 5 seasons.