City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council (1) consider the amount of in-kind financial
assistance for and potential City sponsorship of IndieCade: the International Festival
of Independent Games, produced by Creative Media Collaborative, Inc. (CMC) and
(2) approve a related license agreement.
BACKGROUND:
During the February 13, 2012 City Council meeting, the Council expressed their
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 2012 and 2013 Culver City Car Show and the 2012 IndieCade events were
provided the above three types of fees waivers and were responsible to pay for staff
time incurred at times other than regular business hours and for all permit fees.
Meeting Date: 05/13/2013 Item Number: A-3
CITY COUNCIL AGENDA ITEM: (1) Consideration of the Amount of In-Kind
Assistance for and Possible City Sponsorship of IndieCade: International Festival
of Independent Games; and (2) Approval of a Related License Agreement.
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]
Public Notification: Creative Collaborative Media, Inc. (); Meetings and Agendas – City
Council (05/07/13), DBA (05/07/13); Culver City Chamber of Commerce (05/07/13).
Department Approval:
Martin R. Cole (05/06/13)
City Attorney Approval:
Carol Schwab (by H. Baker) (05/07/13)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (05/07/13)
City Manager Approval:
John M. Nachbar (05/07/13) City of Culver City, California
Agenda Item Report
DISCUSSION:
For 2013, IndieCade has provided an itemized request for assistance (See
Attachment 1.)
Most of the fee waiver requests are the same as last year and include requests for:
rental spaces (Fire Station, Old Washington Blvd, Parcel B, Town Plaza) parking
spaces at Ince Parking Structure, 6 Veteran’s Building Rooms, potential use of
Veteran’s Auditorium, Media Park, as well as a new request for use of the City
Council Chambers, and other property for use as office and storage space;
equipment rental from the City (crossovers and electrical setups, trash and recycle
bins, and other trash equipment, barricades, furniture and equipment at Vets
Memorial Building, staff costs during regular business hours; and marketing support
through promotions on the City website, through email blasts, with advertisement of
IndieCade on the inside of City buses and via directional bus signs, indicating those
buses that travel from the Expo Line to downtown Culver City. IndieCade has also
made requests that the City solicit donations of items (not in the City’s inventory)
from outside organizations such as additional crossovers and electrical setups).
The following are new or changed requests:
• Official request to use Veterans’ Building rooms: Last year, the City Council
approved the general waiver of rental fees with a specific amount determined
by IndieCade’s initial assistance request, after which IndieCade made an
additional request to use rooms at the Veteran’s Memorial Building. The costs
for use of these rooms ($5,204), equipment ($299) and for staff time above
normal working hours ($640) are new for this year (Attachment 2.) The Parks,
Recreation and Community Services Department (PRCS) rental rules require
that a CCPD officer be present at the event when alcohol is served. City
Council can choose not to require CCPD or security guards for the portion of
the event at Veteran’s Memorial Building during which alcohol will be served.
There will be a $300 returnable damage deposit required.
• Use of the Mike Balkman City Council Chambers: IndieCade would hold a
conference talk or possibly special speakers’ panel events. City Council
Policy authorizes the City’s use of the Chambers for City events. If the City
Council determines to sponsor the IndieCade event, such use of the
Chambers by IndieCade would qualify under the Policy.
• Banner permit fee waiver request: Last year IndieCade paid for all permit
fees. This year they request that the City waive the banner permit fees,
although they will still pay for the other permit fees.
City of Culver City, California
Agenda Item Report
• Additional space request: This year IndieCade is requesting a 20’ by 20’
storage space and office space, from which they could work to produce the
event. In the past, IndieCade has rented space at NextSpace or found other
locations from which to work or store their equipment, to which they had open
access. Open access cannot be provided at City Hall.
• Request to provide adequate internet connections for downtown locations and
at Veteran’s Memorial Building: The IT Department has reviewed the request
and there is no WIFI setup at Veteran’s Auditorium. IT has suggested that
IndieCade meet with their outside internet solutions contractor with whom
they worked last year to do an early walk-through and determine the best
locations for MIFI mobile hotspot(s) outside of the structure to provide
increased connectivity and strength. To strengthen the Wi-Fi at Parcel B or
the Fire Station, IT would have to rebuild and relocate the existing system or
add new access points to the system that don’t exist now.
Please note that the event producers have still not been able to identify a space that
will work for their awards show and plan to have it in Santa Monica at the Women’s
Center once again this year.
Staff recommends that the City Council consider waiving property rental fees and
provide in-kind staff time and equipment to IndieCade, which would constitute a City
sponsorship. Staff recommends that the City Council provide direction regarding
new requests and consider appropriating additional funds to pay for storage and/or
office space or providing potential alternate solutions. Staff also recommends that
City Council consider waiving the requirement for CCPD at the Veteran’s events
where alcohol will be served.
City Sponsorship
In the past, IndieCade was annually designated specifically as a City-sponsored
event, which allowed the organization to post banners in the public right-of-way. To
be categorized as a “sponsored” event by the City, an event must comply with
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 each in waivers to IndieCade.
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. City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
Dedication of in-kind staff time to each of the events would mean a reduced
availability of staff time for other City efforts but would otherwise not cause an impact
to the General Fund. As detailed in Attachment 3, it is proposed that property and
equipment rental fees be waived as follows|1010|:
In-Kind Staff Costs: $ 3,500
Fees Waived: $ 9,786
Total $13,286
Hard Costs to by paid by event producer: $1,768.42
ATTACHMENTS:
1. IndieCade Itemized Request for 2013 Assistance
2. Itemized costs for use of Veteran’s Memorial Building.
3. Cost Estimates for IndieCade’s Assistance Requests
MOTION:
That the City Council:
1. Determine what level of in-kind financial assistance to provide to Creative
Media Collaborative, Inc. related to the 2013 IndieCade Event in an amount of
$ 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 2013 IndieCade Event as a City Sponsored
event; and,
3. Approve a License Agreement between the City and Creative Media
Collaborative, Inc. for the use of City public rights-of-way, property, and
equipment as part of the 2013 IndieCade event; 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.
|1010| Costs provided are estimates based on staff and equipment costs in prior years.
MEETING DATE: May 13, 2013
AGENDA ITEM: (1) Consideration of the Amount of In-Kind Assistance for
and Possible City Sponsorship of IndieCade: International
Festival of Independent Games; and (2) Approval of a
Related License Agreement.
ATTACHMENTS
Pages
1. IndieCade Itemized Request for 2013 Assistance 1-4
2. Itemized costs for use of Veteran’s Memorial Building 5-6
3. Cost Estimates for IndieCade’s Assistance Requests 7
Equipment
• Crossovers and electrical set ups
• Extension cords for electrical in the fire station and Old Wash/Parcel B
• Furniture and equipment at Vets Memorial (tables, chairs, podiums,
microphones, speakers)
• Barricades
• Trash and recycle bins if possible
City spaces:
• Fire station (Games Gallery) and space in front of station
• Vets Memorial (IndieXchange)
• City Council Chambers (possibly some panels or conference talks)
• Downtown Plaza (Info booth and art installation)
• Parcel B and Old Wash Rd. (IndieCade village – tents, board games, Bog
Games, sponsor booths, Creator’s Lounge, Registration, Night Games)
• Storage (20 x 20’ space requested)
• Office Space (Production office requested)
• Media Park
• Parking Spaces for IndieCade staff in Ince (in the event that Parcel B is mostly
used for events)
List of the activities for all of the spaces for the event
• Fire station: Games Gallery, Media preview, public Game Walk, media
interviews
• Downtown Plaza: information booth and small art installation (similar to
Jason Torchinsky’s small invader that was placed there last year)
• Old Wash Road: tents with Registration, Festival Sessions, IndieCade Selects
Games, Sponsor tents, big games, Production tent, board games, Caine’s
arcade event, performances
• Parcel B: TBD, staff parking a definite
• Foshay and Ivy: Conference
• City Council Chambers: Conference
• Storage: Use of space leading up to festival to store IndieCade’s production
items
• Office Space: For use leading up to the festival. For two or three staff to meet
at a time to work on the festival
List of anything else you are requesting use of from the City (including the
banner request, internet connections, marketing online, etc.) that might have
a cost associated with it.
• Vets Memorial costs paid
• Banners (approx 2-3 street banners, 20 pole banners) hung in Culver City
ATTACHMENT 1
1• ** Last year the city covered banner permit fees for IndieCade. We would
like to request the same assistance this year.
• Bus ads
• Bus signs telling people which bus to take from the metro to downtown to
get to IndieCade
• Internet connections for IndieCade Village, The Fire station and Vets
Memorial – STRONG WIFI A MUST – this is a key problem that we need to
resolve very early on (as soon as possible).
• Electrical wiring and support
• Promotions via the city website
• Staff support during permitting process
• Transportation permits for trucks making deliveries
• Sound permit
• Events permit
• Sanitation – trash and recycle bins
Please see more details about a preliminary production schedule below (includes
spaces):
Monday, September 30
th
- Friday, October 4
th
– setting up Old Wash Rd. and
Parcel B for IndieCade Village
• Deliveries of tents made
• Setting up tents, umbrellas, signage, etc.
* Note: “Village” refers to the info booth in Plaza, Parcel B and Old Wash (and
perhaps Media Park if we use that)
Thursday, October 3
rd
Time Location Organizer Badge Access Description
9 AM- 4PM VETS GAMEU/IXC
Chair
All Access
Festival Plus
IndieXchange: Master
classes, Panels, Clinics,
Opening Coffee & Lunch
Break.
9 AM- 4PM VETS Curation Chairs
GMR (for
coordination)
Invitation only Hand picked meetings.
4:00 pm –
6:00 pm
Vets
Memorial
Events Chairs?? All Access
Festival Plus
Sponsors
Game Tasting Reception
8:00 pm –
Midnight
Women’s
Center
Events: Awards
Show
Committee/
Producer
All Access
(Developers,
Speakers,
Sponsors,
Purchased)
Awards ceremony and party.
2Friday, October 4
th
Time Location Organizer/Cura
tor
Badge Access Description
10 am -
4:00pm
Conference
Theaters (Ivy)
and Foshay
Fest Chairs All Access Professional Conference
10am – 5 pm Village Curators and
events
All Access
Festival Plus
Digital Selects
Show-and-Tell
Creators’ Lounge
3- 6 Firehouse Curators and
Events?
Media Opening of nominee and
award winning games.
6- 9 Village Other activities All Access /
Media |1010|nd
annual Beer Garden
Party and games with music
from games and games
integrated into the space.
Note: on Friday we will have activities for the Festival Plus pass holders:
opening the games to play on Friday, Show-and-Tell, and Creators’ lounge for
start (may add more).
Saturday, October 5
th
Time Location Organizer/Cu
rator
Badge Access Description
10 am -
4:00pm
Conference
Theaters (Ivy)
and Foshay
Fest Chairs All Access Professional Conference
10 am –
6pm
Village Fest Chairs All Access
Fest Plus
Festival Day
GameU
Festival Sessions: a
combination of artists’
panels and keynotes.
10am – 6
pm
Village Well played
chair
All Access
Fest Plus
Festival Day
GameU
Intermittent.
10 am –
?pm
Firehouse Curators All Access
Fest Plus
Festival Day
GameU
Free to public
Nominee and award
winning games
10 am- ? pm Village Curators All Access
Fest Plus
Festival Day
GameU
Digital Selects
Exhibitors
? pm -
midnight
Village Night Games
Curator
All Access
Festival Plus
GameU
Night Games.
3Sunday, October 6th
Time Location Organizer/Curator Badge Access Description
10 am -5:00pm Conference
Theaters (Ivy and
Foshay)
Fest Chairs All Access Professional
Conference
Noon – 5 pm Village Ed/ Development
Chairs
All Access
Festival Plus
GameU
GameU Sessions
11 am (or some
time during the
day)
Village Fest Chairs All Access
Festival Plus
GameU
Festival Day
Keynote
11 – 5 pm
(intermittent
Village Well Played/ Fest
Chairs
All Access
Festival Plus
GameU
Festival Day
Well-played
screenings…
19/10- 11/noon Village/
Firehouse
? All Access
(developers)
Developer “coffee
crawl”
Noon – 6 Village /
Firehouse
Curators All Access
Festival Plus
GameU
Festival Day
(Firehouse at
least free to
public)
Nominees, Award
winners, and
selections
6 pm Village Closing Awards
42013 IndieCade / VMB Projected Costs 5/2/13
Rental Fees based on Category G Rate for Commercial, Non-Resident Renters:
• Garden 7am-9pm (14hrs) $107per hour
o $107x14 l= $1,498
• Kaizuka* 7am-8pm (13hrs) $50 per hour
o $50x13 = $650
• Rotunda 7am-9pm (14hrs) $122per hour
o $122x14 =$1,708
• Uruapan 7am-6pm (11hrs) $50per hour
o $50x11=$550
• Yanji City* / Iksan 7am-9pm (14hrs) $57per hour
o $57x14 =$798
*Regular Renters and Recreation Programs will be required to relocate on the day of
the event.
Additional Fees and Deposits that are rental requirements and to be waived by
City Council:
Equipment Fees:
• PA System
$25 Flat Rate
• Podium
$5.00 ($5.50 – rounding off)
• Food Serving Fee
$25 Flat Rate per room to serve food; TBD by IndieCade if needed
Staff Time Costs Beyond Normal Work Hours (hard costs to be paid by Producer):
• PRCS Supervision Staff (Hours outside normal hours of operation)
$40 ($20 per hour x 2 Hours)
• Haynes Building Service Staff (Hours outside normal hours of operation)
$40 ($20 per hour x 2 hours)
ATTACHMENT 2
5
• Alcohol Serving Fee*
$240 Flat Rate per room for outside Security Guard Guards, required when
alcohol is served ($20per hour x 2 Guards x 6 hours min)
o ABC License will still be required by Renter or Renter’s vendor
o CCPD usually also requires an officer be present when alcohol is served
at a rate of $360 per event which was not charged last year.
Total recommended fees to be waived
Total Rental $5,204
Total Equipment $ 55
Total $5,259
Hard costs to be paid for by Event Producer
Total Staff costs $ 320
Damage deposit 300
Total 620
Note: Fees waived will require the VMC Budget to absorb the direct costs
*City Council can choose not to require this event to have a CCPD or Security Guards
present when alcohol is being served.
6s
INDIECADE COSTS FOR 2013
COSTS RECOMMENDED FOR WAIVER
Property Rental Fees
Parcel B $500.00
Old Washington Blvd 450.00
Media Park (2 days and commercial rate) 1,000.00
Veteran's Memorial Auditorium Room Rentals (5) 5,204.00
30 Parking spaces for IndieCade staff 5 days x $6) 900.00
Town Plaza 0.00
Fire Station #1 0.00
City Council Chambers 0.00
In-Kind Staff Costs
Staff Time (In Kind Cost for coordination, PW, and PRCS staff) 3,500.00
In-Kind Equipment Rental
PRCS Equipment Rental 55.00
Electrical Equipment 1,440.00
Sanitation Bins 120.00
Permit fee requested to be Waived
Banner permit fee 117.00
Banner 4% surcharge for permit/install 46.68
TOTAL WAIVED COSTS $13,286.00
HARD COSTS (To be paid for by Producer)
Staff Time (Day of Event)
Police (Night Event at Parcel B) $440.00
Fire Department 0.00
PRCS 240.00
Permit Fees
Special event permit fee $30.00
Fire Prevention fee 125.74
street closure - eng. permit 312.00
Recycle/Waste Permit fee 125.00
Banner permit fee 117.00
Banner 4% surcharge for permit/install 46.68
Sanitation costs 332.00
TOTAL HARD COSTS $1,768.42
ATTACHMENT 3|1013|