City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council consider a request from the Exchange Club of
Culver City (Exchange Club) for City Sponsorship of the 49
th
Annual 4
th
of July
Fireworks Show (2015 Event).
BACKGROUND/DISCUSSION:
Note: This item was originally presented to the City Council at the Regular Meeting
of May 11, 2015. At the request of the Producer, the City Council did not take action
on this item at that time. The item is re-presented for the City Council’s
consideration this evening.
On July 4, 2014, the Exchange Club conducted a Fireworks Show at West Los
Angeles College (WLAC). City staffing services were provided at the event. The
Public Works Department indicated that its costs were minimal and had no concerns
if the event was held at WLAC again this year. The Fire Department indicated that a
paramedic unit was on hand last year and the expense to have it on standby was
approximately $1,500. The cost would be the same to have it available at this year’s
event. The Police Department indicates that police services totaled $5,500 last year,
and it is anticipated that the cost to provide a similar level of service this year would
be approximately $7,000 due to increases in hourly rates for staff time.
Meeting Date: 05/26/15 Item Number: C-8
CITY COUNCIL AGENDA ITEM: Consideration of City Sponsorship for the 49
th
Annual 4
th
of July Fireworks Show Charitable Fundraising Event Produced by the
Exchange Club of Culver City, a Non-Profit Organization, to be Held on the
Campus of West Los Angeles College.
Contact Person/Dept.:
Shelly Wolfberg, Assistant to the City
Manager
Phone Number:
(310) 253-6000
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: Jay Shery (Culver City Exchange Club) and Meetings and Agendas –
City Council (05/06/15)
Department Approval:
Martin R. Cole (05/21/15)
City Attorney Approval:
Carol Schwab (by H. Baker) (05/21/15)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (05/21/15)
City Manager Approval:
John M. Nachbar (05/21/15) City of Culver City, California
Agenda Item Report
As the City Council may recall, in 2014, the Independence Day Celebration was held
on the WLAC campus for the first time. On April 21, 2014, the City Council took the
following action:
MOVED BY COUNCILMEMBER O'LEARY, SECONDED BY COUNCILMEMBER
WEISSMAN AND UNANIMOUSLY CARRIED, THAT THE CITY COUNCIL:
1. DETERMINE TO PROVIDE $24,000 IN DIRECT FINANCIAL ASSISTANCE
AND AN UNSPECIFIED AMOUNT OF IN-KIND STAFF SUPPORT TO THE
EXCHANGE CLUB OF CULVER CITY CHARITABLE FOUNDATION, INC. FOR
ITS 4TH OF JULY EVENT ON FRIDAY, JULY 4, 2014 AT WLAC; AND,
2. (IF AT LEAST $1,000 IN SUPPORT IS PROVIDED) DESIGNATE THE
4TH OF JULY FIREWORKS SHOW AS A CITY-SPONSORED EVENT.
On May 27, 2014, the City Council considered a second request for support from the
Exchange Club for the 2014 Event. At that time the City Council took the following
action:
MOVED BY COUNCILMEMBER WEISSMAN AND SECONDED BY
COUNCILMEMBER CLARKE THAT THE CITY COUNCIL SPLIT ANY NET LOSS
WITH THE CULVER CITY EXCHANGE CLUB 50/50 UP TO A MAXIMUM OF
$10,000 ON THE CITY’S PART UPON FULL ACCOUNTING OF INCOME AND
EXPENSES. THE MOTION CARRIED BY THE FOLLOWING VOTE:
AYES: CLARKE, O’LEARY, SAHLI-WELLS, WEISSMAN
NOES: NONE
ABSENT: NONE
RECUSED: COOPER
Also, at the City Council meeting of April 13, 2015, the City Council (during
consideration of a request for sponsorship) provided the following direction:
“that future requests for City sponsorship be accompanied by financial data from
the requesting group.”
Staff has provided the Exchange Club with a reminder of the above direction.
If the event is proposed to be produced in the same manner as last year and that is
our understanding, staff estimates that the Fire Department and Police Department
costs are expected to be the same amount as the 2014 event: $1,500 from the Fire
Department for the standby paramedic unit and $7,000 from the Police Department.
The Police Department indicates that police services totaled $5,500 last year, and it City of Culver City, California
Agenda Item Report
is anticipated that the cost to provide a similar level of service this year would be
approximately $7,000 due to increases in hourly rates for staff time.
In the attached letter, the Exchange Club requests the City Council consider its
request for support of the 2015 Event. The City has traditionally provided a $24,000
cash contribution to this event, and this amount is currently budgeted for the 2015
Event. Unless the City Council should provide alternative direction, staff will release
this budgeted amount to the Exchange Club. Providing this amount to the Exchange
Club for the 2015 Event would meet the $1,000 minimum amount required for City-
sponsorship (as outlined in more detail below).
To be categorized as a “sponsored” event by the City, an event must comply with
City Council Policy and 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 $24,000 City contribution is already appropriated in the City Council Adopted
Budget for Fiscal Year 2014/2015. Should the City Council determine to maintain
the same arrangement as approved by the City Council in 2014 for the fireworks
show, in-kind costs for staff would continue to be absorbed by the City.
ATTACHMENT:
1. Letter dated March 26, 2015 from the Exchange Club
2. 2015 Exchange Club 4
th
of July Fireworks Show: Projected Profit/Loss
Statement
MOTION:
That the City Council:
City of Culver City, California
Agenda Item Report
1. Provide $24,000 in direct financial assistance and in-kind staff support,
(approximately $8,500), to the Exchange Club of Culver City Charitable
Foundation, Inc. for its 4
th
of July event on Friday, July 4, 2015 at WLAC; and,
2. Designate the 4
th
of July Fireworks Show as a City-sponsored event.
MEETING DATE: May 26, 2015
AGENDA ITEM: Consideration of City Sponsorship for the 49
th
Annual |1010|th
of July Fireworks Show Charitable Fundraising Event
Produced by the Exchange Club of Culver City, a Non-
Profit Organization, to be Held on the Campus of West
Los Angeles College.
ATTACHMENTS
Pages
1 Letter dated March 26, 2015 from the Exchange Club
1
2 2015 Exchange Club 4th of July Fireworks Show: Projected
Profit/Loss Statement
2
Attachment 2
2015 Exchange Club 4th of July Fireworks Show: Projected Profit/Loss Statement
Rev.2
Expenses:
Culver City Banner Permit 445
Amgraph Banner Installation 885
Street Banner Construction 1890
College Entrace Banner Cost 950
L.A County Sheriff 24,700
WLAC Staffing 5500
WLAC Supplies 2200
Planning Meeting Costs 1150
Promotions ( flags) 1800
Bunting ( cleaning fee) 425
Entertainment 2600
Sound Company 2750
RV Rental 1500
Expo Shows Fireworks 26,500
Toilets/Fencing 2100
Signage 1450
Advertising 4000
Raffle prizes 1500
Supplies/Food 2100
Printing:
program book 2450
raffle tickets 725
CCPD ( traffic enforcement) 7000
CCFD ( paramedic standby) 1500
Total Expenses: 96120
Income:
Culver City ( fireworks) 24000
Gates (7,000 @ $5.00) 35,000
Parking ( 2000 @ $5.00) 10,000
Raffle income 2950
Program Book Sales 2412
WLAC Ad Buy 5000
CCPD ( traffic enforcement) 7000
CCFD ( paramedic standby) 1500
Income: 87862
Profit/Loss 8,258 Loss
2