City of Culver City, California
Agenda Item Report
1
RECOMMENDATION:
Staff recommends that the City Council:
1. Approve a fee waiver request in the amount of $12,000 for the Seventh
Annual Culver City Car Show (the “Car Show”); and,
2. Approve a license agreement for the Car Show; and,
3. Designate the Car Show as a City-sponsored event; and,
4. Authorize the Culver City Exchange Club (the “Exchange Club”) to use the
Parks, Recreation and Community Services (“PRCS”) Global Electric Motor
(“GEM”) truck.
Staff recommends that the Redevelopment Agency Board:
1. Determine that the City should be reimbursed $12,000 for costs associated
with the Car Show; and
2. Designate the Car Show as an Agency-sponsored event.
Meeting Date: 03/22/10 Item Number: J-1
CITY COUNCIL / REDEVELOPMENT AGENCY JOINT AGENDA ITEM: 1)
Consideration of a Fee Waiver Request by the Culver City Exchange Club for the
Seventh Annual Culver City Car Show; 2) Approval of a License Agreement for
the Car Show; 3) Consideration of Designation of the Seventh Annual Culver City
Car Show as a City-Sponsored and Agency-Sponsored Event; and 4) Determine
the Level of Redevelopment Agency Support for the Car Show.
Contact Person/Dept.: Jeremy Green
Phone Number: 310-253-5764
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Commission Action Required: Yes [] No [X] Dates:
Public Notification: (Email) Meetings and Agendas – Redevelopment Agency
(03/17/10); (Email) Culver City Exchange Club (03/01/10); (Email) Downtown Business
Association (03/02/10); (Email) Chamber of Commerce (03/02/10).
Department Approval:
Sol Blumenfeld: (03/05/10)
City Attorney Approval:
Carol Schwab (03/17/10)
Agency Counsel:
Murray Kane: (03/09/10)
Fiscal Impact Approval:
Mark Scott (by N. Kimball) (03/17/10)
City Manger/Executive Director Approval:
Mark Scott (03/17/10) City of Culver City, California
Agenda Item Report
2
BACKGROUND:
On February 23, 2009, the City Council and Board were asked to consider a
$24,850 fee waiver request for the 2009 Car Show. The amount was comprised of
approximately $23,100 in staff time for various departments, $550 in permit fees,
and $1,200 in hard costs for equipment (see detailed breakdown in Fiscal Analysis
section). The City Council and Board continued their discussion and directed staff
to work with the Exchange Club to reduce the costs to $12,000.
Staff was able to reduce the amount of the waiver request to $14,600 through
reductions in Public Works, Police Department and Community Development
Department staff time. The Exchange Club determined it could further reduce the
amount of the waiver request by an additional $1,800 through increased car
registrations, an increase in vendor booth sales, and reductions in expenses for
the entertainment provided during the event.
On March 2, 2009, the City Council and Board approved a fee waiver request in
the amount of $12,000.
DISCUSSION:
The Exchange Club is proposing to host the Car Show on Saturday, May 8, 2010.
As proposed, the Car Show will be presented in the same general area as in prior
years: along Culver Boulevard between Duquesne Avenue and Ince Boulevard
(see attachment).
Fee Waiver Request
Staff has compiled costs associated with the Car Show which are estimated to be
$12,000. This is comprised of approximately $11,039 in staff time, $434 in permit
fees, $383 in hard costs for equipment and $144 for the use of the vacated portion
of Washington Boulevard (see detailed breakdown in Fiscal Analysis section).
The Exchange Club has requested that the City Council grant a waiver for this
amount. The costs to the City would be incurred primarily by the Public Works,
Police, and Parks, Recreation and Community Services Departments. The cost to
the Agency is for a staff person who acts as a liaison and assists the Exchange
Club with their requests during business hours. In exchange for the City’s
permission to use City equipment, the Exchange Club shall provide the City with
use of three booth spaces and one vehicle display space during the Car Show for
purposes deemed appropriate by the City.
City of Culver City, California
Agenda Item Report
3
During past events, the Exchange Club utilized a Parks, Recreation and
Community Services (“PRCS”) Global Electric Motor (“GEM”) truck. The Exchange
Club requests that the City Council consider its request to use the GEM truck again
this year. The use of the GEM truck requires City Council authorization. If the City
Council authorizes the use, the Exchange Club will provide a certificate of general
liability insurance in an amount of $1 million and an endorsement to the policy
naming the City as additional insured, as well as automobile insurance covering
the Exchange Club’s volunteer driver.
License Agreement
For each of the past years’ Car Show events, the City has entered into a License
Agreement with the Exchange Club setting forth the duties and responsibilities of
the Exchange Club relating to the operation of the Car Show, and any benefits
conferred upon the Exchange Club by the City (i.e. use of City equipment; fee
waiver, where applicable; etc.) Staff recommends that the City Council approve a
license agreement with the Exchange Club (regardless of the amount of the fee
waiver) and authorize the City Attorney’s Office to prepare such an agreement
consistent with the City Council’s direction this evening.
Banner Request
The Exchange Club requests that the City Council allow the organization to post
banners in the public right-of-way to advertise the event. The banners would be
produced at the Exchange Club’s own cost. The Exchange Club requests a waiver
for the permit fees ($237) and cost of staff time required to install the banners
($464).
In order to be eligible for a banner, the City Council and/or the Redevelopment
Agency would need to take both of the following actions: (1) determine the Car
Show is a City and/or Agency sponsored event AND (2) determine to support the
event in an amount not less than $1,000, which may take the form of a fee waiver.
Should the City Council and/or Board take both of these actions, the City Attorney
shall include appropriate language in the License Agreement to reflect these
actions, thereby granting the request for banners.
FISCAL ANALYSIS:
If a waiver is granted by the City Council, the costs are recommended to be
reimbursed by the Redevelopment Agency. Agency funding of $12,000 has been
appropriated in the Fiscal Year 2009-2010 budget (Program 90200, Economic
Development) to fund the $12,000 reimbursement to the City. In the event the City of Culver City, California
Agenda Item Report
4
actual costs exceed the $12,000 amount after reconciliation, the Exchange Club
will be invoiced. The estimated costs are provided below for Council review:
City Costs:
Police: $ 3,777 5 Officers
PRCS:
Equipment $ 268 Tables, 26 Chairs, Podium
$ 115 GEM Truck
Public Works:
Maintenance Op. $ 1,700 2 traffic, 1 electrical, 3 maintenance staff
Engineering $ 4,008 3 staff
Sanitation $ 1,090 Additional bins, Scout vehicle, staff time
Street Rental $ 144|1010| Vacated Washington Boulevard
Finance Department $ 317 Engineer permit fee, event permit
Banner Permit Fees: $ 117 Banner Permit Fee ($79.04 per location)
Banner install staff time:$ 464
Total City costs: $12,000
ATTACHMENTS:
1. Map of downtown Culver City with street closures
2. Cost comparisons for 2008, 2009, 2010
MOTION
That the City Council:
1A. Approve the fee waiver request made for the Culver City Car Show and
determine the amount of the fee waiver to be $12,000;
OR
1B. Deny the fee waiver request made for the Culver City Car Show.
AND
2A. Designate the Seventh Annual Car Show as a City-sponsored event;
|1010| The rental fee for the vacated portion of Washington Boulevard is $255. The exchange club will pay the
remaining $111. City of Culver City, California
Agenda Item Report
5
OR
2B. Determine that the Seventh Annual Car Show is not a City-sponsored
event.
AND
3. Approve a License Agreement with the Culver City Exchange Club;
authorize the City Attorney to review/prepare necessary documents; and
authorize the City Manager to execute such documents on behalf of the
City.
AND
4. Authorize the Exchange Club to use of the Parks, Recreation and
Community Services (“PRCS”) Global Electric Motor (“GEM”) truck.
That the Redevelopment Agency Board:
1A. Determine the level of financial support the Redevelopment Agency
wishes to provide for the Car Show to be $12,000 (staff recommends
that any financial support be in the form of a reimbursement to the City
of its costs associated with the event);
OR
1B. Authorize the financial support to be $12,000.
AND
2A. Designate the Seventh Annual Car Show as a Redevelopment Agency-
sponsored event;
OR
2B. Determine that the Seventh Annual Car Show is not a Redevelopment
Agency-sponsored event.
MEETING DATE: March 22, 2010
AGENDA ITEM: JOINT ITEM: 1) Consideration of a Fee Waiver
Request by the Culver City Exchange Club for the
Seventh Annual Culver City Car Show; 2)
Approval of a License Agreement for the Car
Show; 3) Consideration of Designation of the
Seventh Annual Culver City Car Show as a City-
Sponsored Event; and 4) Determine the Level of
Redevelopment Agency Support for the Car
Show.
ATTACHMENTS
Pages
1. Map of downtown Culver City with street closures 1-2
2. Cost comparisons for 2008, 2009, 2010 3
ATTACHMENT 1
12
Exchange Club Car Show Cost Comparison 2009 - 2010
City Costs:
2009 2010
Fire: Radios
$ 0 $0
Police: Staff time $3,500 3,777
PRCS:
Equipment Tables, 26
Chairs, Podium
$ 268 268
GEM Truck
$ 0 115
Public Works:
Maintenance Op. 2
traffic, 1 electrical, 3
maintenance staff
$1,700 $1,700
Engineering 3 staff
$7,040 $4,008
Sanitation Additional
bins, Scout vehicle, staff
time
$1,090 $1,090
Finance Department:
Engineer permit fee,
event permit
$ 317 $317
Banner Permit Fees:
Banner Permit Fee
$ 237 $117
Washington Street Rental $0 $144
Banner install staff time $ 464 $464
Transportation: Staff time $ 0 $0
Total City costs:
$14,616 $12,000
ATTACHMENT 2|1013|