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 the International Festival of
Independent Games (IndieCade Festival) and (2) approve related license
agreements.
BACKGROUND:
Note: This item appeared on the City Council Agenda for the Regular Meeting of
March 23, 2015. At the request of the event producer, the item was not considered
by the City Council at that meeting and no action was taken by the City Council. The
item is re-presented this evening.
During the February 13, 2012 City Council meeting, the City 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
Meeting Date: 04/13/2015 Item Number: J-2
JOINT CITY COUNCIL AND SUCCESSOR AGENCY BOARD 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 Related License Agreements.
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. (04/08/15); Meetings and Agendas
– City Council (04/08/15), DBA (04/08/15); Culver City Chamber of Commerce
(04/08/15).
Department Approval:
Martin R. Cole (04/08/15)
City Attorney/Successor Agency General
Counsel Attorney Approval:
Carol Schwab (by H. Baker) (04/08/15)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (04/08/15)
City Manager/Executive Director Approval:
John M. Nachbar (04/08/15) City of Culver City, California
Agenda Item Report
? Waiver of in-kind staff costs for services during regular business hours.
At the March 23, 2015 City Council meeting, the 2015 Car Show and L.A.
Modernism Show were specifically designated as City-Sponsored events and the
City Council approved financial assistance in the form of fee waivers for City soft
costs. Both events will be responsible to pay for staff time incurred at times other
than regular business hours. While the request for IndieCade was also included in
the staff report, the event producers requested that the request be postponed until
April 13, 2015.
DISCUSSION:
City Sponsorship
IndieCade will need to be specifically designated as a City-sponsored event by the
City Council. As part of such City-sponsorship, the event producers would be
eligible to post banners in the public right-of-way advertising the sponsored event.
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.
The CCMC requires both (a) AND (b) conditions be satisfied. 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.
Should the City Council determine to provide support in an amount of at least $1,000
(funds, staff time and/or fee waivers, etc.), then IndieCade may be designated a
City-sponsored event.
Should IndieCade receive City-sponsorship, the organizers will be required to
include the City’s logo on the banners as a sponsor and list the City as a sponsor of
the event in e-mails, on their website, in promotions, press releases and on printed
materials, where applicable.
INDIECADE FESTIVAL 2015: October 22-25, 2015
The IndieCade Festival is a showcase and celebration of independent video and
other independent games and game-makers. Last year’s 6
th
annual event in Culver City of Culver City, California
Agenda Item Report
City brought more than 6,000 attendees who attended IndieXchange Summit,
GameU, Professional Conference Tracks, signature NightGames, and ongoing
hands-on gameplay at the IndieCade “Village” in Downtown Culver City and Fire
Station #1. The weekend portion of the event is open to the general public.
Most of the fee waiver requests are the same as last year and include requests for
rental locations, equipment rental from the City, and staff costs during regular
business hours. IndieCade also requests marketing support through promotions on
the City website, through e-mail 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:
? Use of the Fire Station for additional hours, beyond the approved hours
provided for the last 6 years, at no cost to the event producers but additional
cost for staff time. (Note: The event producer had originally characterized
this new need as being due to a “crowd flow issue” because of a gap in time
between the end of the event held at the Fire Station and the beginning of
another event. In a more recent e-mail, the event producer has requested
additional time. The late request for these hours seems to conflict with an
opportunity for event attendees to patronize downtown restaurants during the
event “down time” and allow the Fire Station to return to normal operations at
the same time it did in prior years.)
? Use of the City Hall Courtyard for the outdoor IndieCade Night Games. In
past years, it was held at Parcel B but Ms. Barish indicated the changeover
from the day portion of the event in that space to the Night Games was
difficult. Approval of use would need to be conditional upon the ability to
close off the courtyard, lack of conflict with Kirk Douglas Theatre
performances and safety measures. (There is no special event fee for the use
of the Courtyard.)
? Use of Council Chambers for the Friday portion of the conference, heretofore
held at the Foshay Lodge located across the street in Los Angeles. IndieCade
expressed great satisfaction with last year’s use of the Chambers on
Saturday and Sunday. (There is no special event fee for use of the Council
Chambers.)
? Use of additional rooms for IndieXchange and rooms for Volunteer meetings
at Veterans Memorial Building prior to the event (Increase in cost and City of Culver City, California
Agenda Item Report
correction of costs for lobby rental increase the waiver request for this year by
approximately $2,100.)
? Beer Garden open throughout entire event, instead of only on Friday Night for
4 hours. (Increase in hard costs to be paid to Police Department. Does not
affect financial assistance request.)
Last year, City Council approved a fee waiver for the in-kind costs in an amount of
$13,360. This year IndieCade is requesting a value of $16,223.
Please note that the event producers have still not been able to identify a space that
will work for their awards show but continue to look for a space inside Culver City
limits.
The Festival continues to generate increased pedestrian activity and increased sales
for the area and garner international awareness of Culver City as a media arts
nexus. Benefits to the City can be viewed as part of the 2014 IndieCade Wrap-Up
document (see Attachment.)
The producers request: (1) that the Successor Agency Board waive property rental
fees, (2) the City Council waive equipment and rental fees and authorize in-kind staff
time during regular business hours, and the City Council approve City sponsorship
for this event. The producers also request that City Council again waive the
requirement for CCPD at the events held at Veterans Memorial Building where
alcohol will be served.
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. IndieCade is 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 be waived (by City
Council and Successor Agency combined) in the amount of $16,223.00.
ATTACHMENTS:
IndieCade list of requests and spreadsheet of City costs requested for fee
waiver.
City of Culver City, California
Agenda Item Report
MOTION:
That the City Council:
1. Determine what level of in-kind financial assistance to provide for the
IndieCade Festival; and,
2. (In the case such in-kind financial assistance is determined to be at least
$1,000), consider designating IndieCade Festival as a City-Sponsored event;
and,
3. Approve a License Agreement between the City and Creative Collaborative
Media, Inc. for the use of City public rights-of-way, property, equipment and
in-kind staff time; 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.
That the Successor Agency Board:
1. Waive the rental fees for Successor Agency-Owned properties for the 2015
IndieCade Festival ($572 for Parcel B for one week plus one day); and,
2. Approve a License Agreement between the Successor Agency and Creative
Collaborative Media, Inc. for the use of 9300 Culver Boulevard (Parcel B);
and
3. Authorize Successor Agency General Counsel to review/prepare the
necessary documents; and,
4. Authorize the Executive Director to execute such documents on behalf of the
City.
MEETING DATE: April 13, 2015
AGENDA ITEM: JOINT CITY COUNCIL AND SUCCESSOR AGENCY
BOARD 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 Related
License Agreements.
ATTACHMENTS
Pages
1. IndieCade list of requests and spreadsheet of City costs 1-6
requested for fee waiver.
IndieCade 2015
Partnership Requests/ City of Culver City
Equipment
? Crossovers a nd electric a l set up s (please see electrical co n tri bution from
2013 and 2014)
? Exten sion c o rds for electrical i n the fire statio n and Old Wash /Parc e l B
(please see electric al contributio n from 2013 and 2014)
? Furniture a n d equipment at V ets M e morial (ta bles, chairs, podiu ms,
microphones, speakers)
? Ba rri ca de s
? Trash and r e cycle bins
City spaces:
? Fire station (Games Gallery) a nd sp a ce in front of station
? Vets Memo r ial (IndieX c hange on O ctober 22 n d and pr e-even t volunteer
meetings -|99|in to tal – prior to events) ** Not e : Volunteer me et ings h eld for|99|
hours total, 50-70 people
? Use of conference roo m at City H all (6 times total for pre-prod uction
meetings d uring norm al business hours (M-Th and alter n at e Frida ys f r om
7:30am-5:30pm)
? City C ouncil Chambers, Patacchia Room, Patacchia Overflow Room for
Conference S essions (Fri/Sat/Sun, October 23 rd-25
th
, 2015 8AM-6PM)
? City Hall Co urtyard (Po t ent i al alt er nat e locatio n for Night Gam es)
? Downtown T own Plaz a (Potentiall y for Info booth, art installati on and
possible booth space)
? Parcel B and Old Wash Rd. (IndieCade village – tents, board gam es, B i g
Games, sponsor booths, Creator’s Lounge, Beer Garded, Registrat io n, N ight
Games) – from Monday, October 19
th
– Monday, October 26
th
, 2015
? Media Park
? Park ing Spa c es for Ind ieCad e st a ff in Inc e (in t h e event th at P arce l B is mostly
used for event spac e )
List of the activities for all of the spaces for the event
1? Fire station: Games Gallery, Medi a preview, public Game Walk, m edia
int e rv iews
? Downtown P laza: info r m ation booth, possible art installa t i on, p ossible
addit i onal exhibitions f or the public,
? Old Wash Road: tents w ith Regist ratio n , Festival Sessions, Loun ge, IndieCad e
Selects Games, Sponsor tents, bi g games, Production tent, b o ard games,
family gam es space, performances
? Parcel B: Tents, Big Games, Staff p a rking, Beer Garden
? (Foshay) and Ivy: Co n ference
? City C ouncil Chambers: C onference
? City Council Conference Room : pre-production meetings
? Vets Memo r ial: I ndieX change summit and vol u nteer meet-ups
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 Memo r ial costs pa id (hours of the October 22nd IndieXchange a n d
added|99|slo t s for volunteer meet ings leading up to the event).
? Ability to br i ng del iveries and som e small set up in the Vets m emoria l
even ing/ n ight of Octo ber 21
st
.
? City C hambers and City Confe rence Room rental cost paid
? Banners (approx|99|street banners , 20-30 pole banners) h u ng in C ulver City
** Last year the city cov ered ban ner permit f ees for Ind i eCade. We wo uld
like to r e quest the s a me assistanc e this year.
? Bus ads (fees only, ins ide buses, In diecad e prints the s ign s)
? Bus signs telling people which bu s to take fro m the metro to do wntown to
get to IndieC ade
? Internet connect ions f or IndieCa de Village, The Fire station an d Vets
Memorial – 2014 a portion of this was provid ed through a sponso rs hip with
Time War n er Cable. We will aga i n work to make this hap p en; howe ve r
int e rn et acc essibilit y is crucial for t h e event.
? Electrical wiring and su pport – s taff rates for setup during re gular business
hours
? Promotions via the c ity website
? Staff support during p e rmitting process
? Transportation permits for trucks making deliveries
? Sound permit
? Events p ermit
? Sanitatio n – trash and recycle bins
Please see more details about a p reliminary p roduction s c hedule below (includes
spaces):
2Monday, October 19th - Friday, October 23rd – setting up Old Was h Rd. and
Parcel B for IndieCade Village
? Deliver ies o f tents mad e
? Setting up tents, umbrellas, signag e , artwork, e tc.
? Setting up all electrical a nd internet
* Note: “Village” r e fers t o the in fo b ooth in Plaza, Parc el B a nd Old Wash (and
perhaps Media Park if we use that)
** Note: Conferenc e has tradition ally been held at the Ivy Subs tation a nd the Fos hay
Lodge. As in 2014, w e would like to use the City Council Chamb ers ra ther than the
Foshay for t he second confer enc e t rack, alongs ide the I v y
*** Delivery and minor set up in Vets Memorial requested for Wednesday, October
21
st
, around the convenience and sch edule of the sta ff a n d rent als.
**** Set up o f Culver City Hill Co urtyard r e quested within t his period as well.
Primar ily s e t up will ta ke p lace Saturday, Octo b er 24
th
, with some rentals arr i ving
during the main set up period as well as pick up of rentals.
Thursday, October 22
nd
Time Lo ca tion Organizer Bad g e A cces s Desc ript io n |10 9|AM- 4PM VETS Educa t i on a nd
Adva ncement
Commi ttee
Complimen t ary for
developers w ho
submit t o
IndieCa d e,
Industry by
i n vi tati on
IndieXchange : M a ster
clas se s, P ane l s, Cli ni cs,
Screenings, an d Sh ow a nd
Tell, Opening Coffee & Lunch
Break. |10 9|AM- 4PM VETS Educa t i on a nd
Adva ncement
Commi ttee
Invitation onl y
(Private)
Ha nd pi c k e d meet ing s .
4:00 pm –
6:00 pm
VETS E duc a ti on a nd
Adva ncement
Commi ttee
Complimen t ary for
developers w ho
submit t o
IndieCa d e,
Industry by
i n vi tati on
Ga me Ta s t i ng Recept i on
8:00 pm –
Midnight
TBD Events: Aw ar ds
Ceremony
Commi ttee
Invite only
(Private)
Awa rds ceremony a n d pa rt y.
3Friday, October 23
rd
Time L ocation Organizer/Cu ra
tor
Bad g e A cces s D e scription |10 9|a m -
6:00pm
Conf erence
Theaters (Ivy)
and Ci ty H all
Chambers)
Conf erence
Commi ttee
All Access Professional Conference
Sessions
10a m –|99|pm V illa g e Act ivit ies
Commi ttee
(Fes tival Ch ai rs
and Curators)
9: am – 1 pm
Open for field
trips for local
schools. 11 am
onward: All
Acces s
Exhibitions
Only
Exhibitors, eSports, Big
games, Table Games,
Digital Selections,
Exhibitors, Activities,
Sessions, Screenings
4-7 Firehouse Jury and
Curator s
Me di a and
Invited Guests
Opening of nominee a nd
awar d winning games.
2- 9 V illage S pecial events
com mit t ee
All Access /
Media
Be e r Garde n P a rty an d
ga me s wi th m usi c fr o m
games and games
i n te gra t e d i nt o the sp ace .
Note: on Friday we will open the Village early to allow for field trips from
schools (high school primarily) with games, film, and technology programs
in the morning (indicated above). Following, we will have activities for the
Exhibits only pass holders: opening the games to play on Friday, Show -and -
Tell, and Creators’ lounge for start (may add more).
Saturday, October 24
th
Time L ocation Organizer/Cu ra
tor
Bad g e A cces s D e scription |10 9|a m -6 pm Conf e rence
Theaters (Ivy
and Ci ty H all
coun c il
Chambers)
Conf erence
Commi ttee an d
Educ ati o n and
Adva ncement
Commi ttee
All Access Morning is GameU
pro g ra m and af te rno o n
is Pro fessi onal
Conf erence
10 am – |99|p m Village Activities
Commi ttee
(Fes tival Ch ai rs
and Curators)
All Access
Exhibition Onl y
Festiv al Sessi ons: a
combinat ion of art ist s ’
panels and ke ynotes.
10a m –|99| pm V illa g e Act ivit ies
Commi ttee
(Fes tival Ch ai rs
and Curators)
All Access
Exhibition Onl y
Screening s a nd art ist
tal ks
10 am – |99|p m Firehouse Jury and
Curator s
F ree t o public N ominee a n d a w a r d
winning game s
10 am- |99|p m Village Activities
Commi ttee
(Fes tival Ch ai rs
and
All Access
Fe st Plus
Fe sti v al D ay
GameU
Exhibitors, eSports, Big
games, Table Games,
Digital Selections,
Exhibitors, Activities,
4Sessions, Screenings
No on-12am Village S pecial event s
com mit t ee
All Acces s / M edia Beer Garden games wi th
music from games an d
ga me s i n te gra t e d i nt o
t h e spa c e.
6- 9 pm Village Special events
com mit t ee
All Acces s / M edia B eer Garden P a rty an d
ga me s wi th m usi c fr o m
games and games
i n te gra t e d i nt o the
space. |109|pm -
midnigh t
City Hall
Courty ar d
Ni gh t G a me s
Commi ttee
All Access
Exhibition Onl y
(Satur day )
Ni gh t G a me s
Note: on Saturday and Sunday the GameU program will be the conference
content for the morning and then professional conference will then resume
after lunch.
5Sunday, October 25th
Time L ocation Organizer/Cu ra
tor
Bad g e A cces s D e scription |10 9|a m -6 pm Conf e rence
Theaters (Ivy
and Ci ty H all
coun c il
Chambers)
Conf erence
Commi ttee an d
Educ ati o n and
Adva ncement
Commi ttee
All Access Morning is GameU
pro g ra m and af te rno o n i s
Pro f ession al C onference
No on – |99|p m Village E duc a ti on a nd
Adva ncement
Commi ttee
All Acces s
(Stu dent)
GameU Se ssio n s
11 a m (or
some t ime
during t he d a y )
Villa g e Act ivit ies
com mit t ee
All Access
Exhibition Onl y
Keynote
11 am – |99|p m
(int ermitt ent
Villa g e Act ivit ies
com mit t ee
All Access
Exhibition Onl y
Well-pla yed screening s …
10 a m - 12 pm Villa g e /
Fire house
Curator s an d
Jury
All Access
(developers)
Developer “coffee crawl”
No on – |99|p m Village /
Fire house
Curator s an d
jury
F ree a n d open t o
the pub l i c
Nominees, Aw a rd
winners, and selections
No on-7 pm Village Special events
com mit t ee
All Acces s / M edia B eer Garden P a rty an d
ga me s wi th m usi c fr o m
games and games
i n te gra t e d i nt o the sp ace . |109|pm Village Award
Commi ttee
All Access
Exhibition Onl y
Closing Awar ds
Ceremony an d P ar ty
6INDIECADE
CITY COSTS FOR 2015
COSTS REQUESTED FOR WAIVER 2014 Costs 2015 Costs
Property Rental Fees
Parcel B $572.00 $572.00
Old Washington Blvd 450.00 450.00
Media Park (2 days and commercial rate) 1,000.00 1,000.00
Veteran's Memorial Building Room Rentals/Staff (IndieXchange) 4,553.00 6,477.00
Room Rentals for 3 Volunteer meetings (Garden Room) N/A 642.00
30 Parking spaces for IndieCade staff 5 days x $6) 900.00 900.00
Town Plaza 0.00 0.00
Fire Station #1 0.00 0.00
City Council Chambers 0.00 0.00
City Hall Courtyard (Night Games) 0.00 0.00
City Hall Conference Room (6-8 times for 2 hours each) 0.00 0.00
In-Kind Staff Costs
Staff Time (In Kind Cost for coordination, PW, and PRCS staff) 3,500.00 3,800.00
In-Kind Equipment Rental
PRCS Equipment Rental 55.00 55.00
Electrical Equipment 1,440.00 1,440.00
Sanitation Bins 120.00 120.00
Permit fee requested to be Waived
Banner permit fee 119.00 119.00
Banner 4% surcharge for permit/install 40.16 40.16
Special event permit fee $45.00 $45.00
Fire Prevention fee 125.74 125.74
street closure - eng. permit 312.00 312.00
Recycle/Waste Permit fee 125.00 125.00
TOTAL WAIVER REQUEST $13,356.90 $16,222.90
HARD COSTS (To be paid for by Producer)
Staff Time (Day of Event)
Police (Night Event , Beer Garden) $440.00 $3,960.00
Fire Department 0.00 0.00
PRCS (security guards, Haynes) 315.00 315.00
Sanitation costs 332.00 332.00
TOTAL HARD COSTS $1,087.00 $4,607.00|1013|