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CC - (1) Discussion of Event Sponsorship Requests from the Washington West Business District, An Affair of the Arts, The Asian World Film Festival and the Culver City Arts District for FY 2016 - 2017; and (2) Direction to the City Manager as to the Amount of In-Kind Assistance for such Events (including Requested Fee Waivers) or other Direction as Deemed Appropriate.
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Meeting Date: 09/12/2016
Contact Person/Dept: Elaine Warner, Economic Development Division
Elizabeth Garcia Economic Development Division
Phone Number: (310) 253-5777/253-5708
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: Yes [X] No []
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (09/07/16)
Department Approval: Sol Blumenfeld, Community Development Director (09/06/16)
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RECOMMENDATION
Staff recommends the City Council (1) discuss the requests for event sponsorships from the Washington West Business District, An Affair of the Arts, The Asian World Film Festival and the Culver City Arts District for Fiscal Year 2016 - 2017; and (2) provide direction to the City Manager as to the amount of in-kind assistance for such events (including requested fee waivers) or other direction as deemed appropriate.
BACKGROUND
During the public comment period of the August 22, 2016 City Council meeting, the City Council received requests for event sponsorship from the Washington West Business District, An Affair of the Arts, The Asian World Film Festival and the Culver City Arts District for Fiscal Year 2016-2017. The City Council directed staff to present these requests collectively for consideration on a future meeting agenda. The organizations are generally requesting assistance with permit waivers, property rental waivers and provision of in-kind equipment rental and staffing costs.
DISCUSSION:
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. The CCMC requires satisfying conditions in both (a) and (b), above. Additionally, City Council policy requires that 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. If the specific requests (as set forth in the report below) are approved by the City Council, the minimum financial assistance requirement will be met.
Should an event receive City-sponsorship, the organizations will be required to list the City as a sponsor of the event in e-mails, on their website, in promotions/social media, press releases, street banners (if applicable) and on printed materials.
As each of the events have different locations, durations and requirements, the financial requests vary significantly as described below.
Culver City Arts District Business Improvement District - ARTWALK 2016
In February 2016, the Culver City Arts District Business Improvement District (CCAD) was officially formed. As part of their work plan, CCAD would like to produce an “Artwalk” event on October 8th from 2 PM to 6 PM to celebrate the diverse artistic, creative, design, culinary, and specialty businesses within the area. The event would be similar to the Summer Solstice event produced in June 2014 with self-guided gallery tours, interactive experiences and musical performances. All of the musical and interactive performances will take place on private property and CCAD will obtain a special event permit(s), if required. In the event that any individual business desires to conduct an event activity on the public right of way, they will also be required to obtain an Outdoor Display of Goods Permit, pursuant to Chapter 9.08 of the Culver City Municipal Code and/or a special event permit, as applicable. The CCAD explored the cost of a partial street closing, but the cost was prohibitive.
Those attending the event will be encouraged to use Culver City Bus, the Exposition Light Rail Line or other forms of multi-mobility (train, bicycling and walking). All marketing for the event will include a reference to alternatives to driving. For those who choose to drive, they will be directed to park in the Ince parking structure, Metro’s lot at Washington/National, and street parking along Commercial corridors (all marketing materials will request that visitors do not park in the residential neighborhood).
The value of fee waivers and in-kind staff time requested for this event total $2,684 (please refer to the Fiscal Analysis Section and Attachment No. 3. for a cost summary), which meets the minimum financial assistance required to qualify as a City-sponsored event.
Washington West Business District -TASTE OF WASHINGTON WEST
The Washington West Business District (WWBD) is comprised of numerous restaurants, specialty retail and neighborhood serving uses. In January 2015, the City Council formally recognized the organization of property and business owners as the Washington West Business District. Since that time, the District has developed a logo/brand for the area, an interactive webpage, a cross-promotional brochure, social media presence and produced the successful Taste of Washington West “block party” in October 2015.
The WWBD is proposing a second Taste of Washington West on October 15th from 3 PM to 7 PM. The event will feature specials, promotions, music and art at various restaurants and businesses between Centinela Avenue and Wade Street. It is proposed that the event feature free musical performances throughout the afternoon in the parking lot at Hatchett Hall as well as opportunities for children’s activities and special tastings at various restaurants. A program for the event will be developed highlighting the locations and offerings throughout the afternoon. All of the musical performances will take place on private property and no performances are proposed in the right-of-way (sidewalks). Special event permits will be obtained if required.
Those attending the event will be encouraged to use Culver City Bus, carpool, bike and walk. In addition, the poster/flyer will request that guests do not park in the adjacent residential neighborhoods.
The value of the fee waivers and in-kind staff time requested for this event total $1,494 (please refer to the Fiscal Analysis Section and Attachment No. 3. for a cost summary), which meets the minimum financial assistance required to qualify as a City-sponsored event.
ASIAN FILM FESTIVAL
The Asian World Film Festival is a film festival and charitable organization that works to bring creative film and art programs that will inspire, empower, and connect community members and individual artists. In October 2015, the Festival hosted its inaugural event in Culver City and featured 30 films from 27 Asian Countries and hosted approximately 7,000 participants throughout its duration. This year, the festival is scheduled to take place October 24 - November 2, 2016 and will have its opening night celebration gala at the Culver Hotel and many of its public movie screenings at the ArcLight Cinemas in Culver City. The Festival’s goal is to bring a broad selection of Asian World cinema to the Los Angeles area in order to draw greater recognition to the region's filmmakers, and strengthen ties between the Asian and Hollywood film industries. Special event permits will be obtained if required.
The Asian Film Festival is requesting City sponsorship in the form of fee waivers for the opening night event. Opening Night begins at 5:30 PM with red carpet arrivals in Town Plaza. The film will begin at 7:00 pm in the ArcLight with a celebration thereafter at the Culver Hotel. They are also requesting marketing and promotion of the entire Festival on the City’s website, through e-mail blasts and other methods, the waiver of staff costs during regular business hours for coordination and promotion of the entire Festival, and fee waivers for the special event, and encroachment and recycling permit fee costs. According to the production team, The Culver Hotel will coordinate the valet parking service for the event as part of their agreement and as such no valet permit fees or additional valet-related charges from the Public Works Department shall be required.
The value of the fee waivers and in-kind staff time requested for this event total $1,344 (please refer to the Fiscal Analysis Section and Attachment No. 3. for a cost summary), which meets the minimum financial assistance required to qualify as a City-sponsored event.
AFFAIR OF THE ARTS
The Whole Nine is an art gallery and arts and crafts business located in Downtown Culver City. On July 1, 2016, staff received a request via email from Lisa Schultz, founder of The Whole 9, requesting sponsorship for the “An Affair of the Arts” event to be held on the weekend of November 19-20, 2016 from 11 AM to 6 PM each day (attached) proposed to be held in Town Plaza. The proposed event will include 60 vendor booths selling paintings, hand blown glass, photographs, jewelry, ceramic pottery, desserts and beverages. Food and drinks will be available in adjacent/ nearby restaurants.
This year Parcel B is unavailable due to the expected commencement of the Parcel B/Town Plaza Expansion project; therefore, the Whole 9 is requesting use of the existing Town Plaza to conduct the event. The Downtown Business Association, including businesses adjacent to Town Plaza, supports the event and is promoting it through their newsletter, e-blast, social media and website. Special event permits will be obtained if required.
The value of the fee waivers and in-kind staff time requested for this event total $2,506 (please refer to the Fiscal Analysis Section and Attachment No. 3. for a cost summary), which meets the minimum financial assistance required to qualify as a City-sponsored event. Last year, the City Council approved financial assistance in an amount of $1,656 in total fees for the two-day Festival.
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 not create an additional fiscal impact to the City. Some of the events are also asking for permit fees to be waived, which would result in less revenue than would otherwise be collected absent a fee waiver. As detailed in the attachments, it is proposed that staff time during regular business hours, property and equipment rental fees (and permit fees where requested for this year) be waived (by City Council) for a total requested financial assistance for each event as follows:
Artwalk 2016: $ 2,984
Taste of Washington West: $ 1, 494
Asian Film Festival $ 1,344
Affair of the Arts $_2,506
$ 8,028
ATTACHMENTS:
1. Asian Film Festival 2016 PowerPoint;
2. The Whole 9 letter requesting financial assistance and City sponsorship;
3. Description of costs associated with the events.
MOTION:
That the City Council:
1. Designate the following 2016 - 2017 Events as City-Sponsored events: ArtWalk 2016, Taste of Washington West, Asian Film Festival, and An Affair of the Arts; and,
2. Determine the amount of in-kind financial assistance (including requests for fee waivers) to provide for the following 2016 events: ArtWalk 2016, Taste of Washington West, Asian Film Festival, and An Affair of the Arts; and,
3. Provide other direction to the City Manager as deemed appropriate.