City of Culver City, California
Joint City Council and Redevelopment Agency Agenda Item Report
RECOMMENDATION:
Staff recommends City Council and the Redevelopment Agency approve a
Memorandum of Understanding (“MOU”) (Attachment 1) among the City, the Agency
and the Culver City Chamber of Commerce (the “Chamber”) (and collectively the
Parties) for the purpose of defining the Chamber’s organizational relationship with
the City and the Agency; and delineating the functions, duties and responsibilities of
the Parties with respect to their partnership in community events and the general
economic development of the City.
BACKGROUND:
The City and the Agency have a significant and long-standing interest in enhancing
the City’s economy and business environment by attracting business and investment
to the community. In cooperation with the Chamber, the City and Agency have
expended and continue to expend significant resources toward events and projects
that serve to benefit the community and the economic development of the City. In
addition, the services provided by the Chamber assist, and are directly related to,
the implementation of the Redevelopment Plan for the Culver City Redevelopment
Project Area.
The Chamber has the expertise and ability to produce events and projects that
attract businesses to the City and improve the overall quality of life within the
Meeting Date: 04/13/09 Item Number: J-1
AGENDA ITEM: JOINT ITEM - Approval of a Memorandum of Understanding
among the City, the Redevelopment Agency and the Culver City Chamber of
Commerce Regarding the Parties Cooperation in Community Events, Projects
and the General Economic Development of the City.
Contact Person/Dept.: Glenn Heald
Redevelopment
Phone Number: 310-253-5752
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [ ] No [X]
Public Hearing: [ ] Action Item: [] Attachments: [X]
Public Notification: Chamber of Commerce (03/26/09); Master E-Mail Notification List
(04/08/09).
Department Approval:
Sol Blumenfeld (04/08/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (04/08/09)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (04/08/09)
City Manager/ Executive Director
Approval:
Jerry B. Fulwood (04/08/09) City of Culver City, California
Joint City Council and Redevelopment Agency Agenda Item Report
community. For the past several years the City and Agency have sponsored and
supported various Chamber events, which have benefited the community and the
economic development of the City. The purpose of the proposed MOU is to carry
out these objectives.
DISCUSSION:
On February 19, 2008, Council approved Resolution 2008-R011 adopting Policy
2008-01 (Attachment 2) relating to Community Organizations (the “Policy”) and
establishing objective criteria by which the City’s relationship with various
organizations is defined. At the time of the adoption of the Policy, City Council
directed staff to begin negotiations with various organizations, with which the City
and/or Agency work closely to organize civic events and/or activities sponsored by
the City or Agency, for the purpose of entering into MOUs. In accordance with the
intent of the Policy, the MOUs should set forth the relationship between the parties
and identify each party’s respective duties and responsibilities with regard to such
events and/or activities. Per Council’s direction, staff has negotiated the proposed
MOU with the Chamber for Council and Agency consideration.
Certain annual Chamber events have been traditionally designated as City- and/or
Agency-sponsored events (such as the Mayor’s Luncheon and Business Expo). The
sponsorship of these events, as well as other Chamber events, has occurred on a
case-by-case basis. Council’s stated purpose in approving Policy 2008-01 was to
provide a mechanism by which staff and authorized community organizations may
plan and stage events, waive predetermined fees, and/or utilize staff time with City
and Agency approval through contractually specified standards and terms. Although
the Chamber currently conducts certain City- and/or Agency-sponsored events, the
organization itself currently does not fall into the category of a Cooperative
Community Group (Category 2), pursuant to the provisions of the Policy, for lack of
an MOU.
To this end, the proposed MOU has been prepared, which provides for the following
events to be designated as City- and/or Agency-sponsored events and sets forth the
respective duties and responsibilities of the Parties in the production of such events:
• Mayor’s Luncheon
• Public Safety Luncheon
• Business Expo
• Health Expo
• E-waste Roundup
City of Culver City, California
Joint City Council and Redevelopment Agency Agenda Item Report
Additional events may be added from time to time through amendment of the MOU
as authorized by the Council and Agency. For each of these events, 18 hours of
staff time will be allocated for the planning, preparation and/or promotion of the
events. Such staff time represents the City’s and/or Agency’s financial contribution
of at least $1,000, thus qualifying the events as City- and/or Agency-sponsored. The
Chamber will be responsible for all hard costs for the subject events, but will be
eligible for fee waivers available to Cooperative Community Groups as defined by
the Policy. In addition, these events will be eligible for the placement of banners in
the City’s three banner locations to advertise the events.
In addition to the events described above, the MOU sets forth the terms of certain
other joint projects that promote and maintain Culver City as a healthy and growing
area for commerce and business, including the business directory and City map.
FISCAL ANALYSIS:
The proposed MOU with the Chamber will help provide consistency and clearly
define the level of participation and, consequently, costs borne by the City and
Agency. Staff time of up to 18 hours per event for planning and promotional
assistance equates to approximately $1,000 of in-kind staff cost (using total costing
for a Management Analyst position). Fee waivers available to the Chamber will vary
according to resources used. As the City Council has historically provided these in-
kind services and approved fee waivers/reductions, no additional fiscal impact will be
realized by entering into this MOU.
The events covered by the proposed MOU serve to supplement the City’s and
Agency’s own economic development and public safety, health, and welfare efforts.
By participating in this MOU, the City and Agency are effectively sharing costs with
the Chamber of Commerce to provide services that the City and Agency may not
have the funds or staff resources to otherwise provide.
ATTACHMENTS:
1. Draft Memorandum of Understanding between and among the City, the
Agency and the Chamber.
2. Resolution 2008-R011, including Policy 2008-01.
MOTION:
That the City: City of Culver City, California
Joint City Council and Redevelopment Agency Agenda Item Report
1. Approve the Memorandum of Understanding by and among the City of Culver
City, the Culver City Redevelopment Agency and the Culver City Chamber of
Commerce regarding the Parties cooperation in community events, projects and
the general economic development of the City; and
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.
That the Redevelopment Agency:
1. Approve the Memorandum of Understanding by and among the City of Culver
City, the Culver City Redevelopment Agency and the Culver City Chamber of
Commerce regarding the Parties cooperation in community events, projects and
the general economic development of the City.
2. Authorize Agency General Counsel to review/prepare the necessary documents;
and,
3. Authorize the Executive Director to execute such documents on behalf of the
Agency.
MEETING DATE: 04/13/09
AGENDA ITEM: Consideration of a Memorandum of Understanding with the
Culver City Chamber of Commerce.
ATTACHMENTS
Pages
Draft Memorandum of Understanding between and among
1-10
the City, the Agency and the Chamber.
2. Resolution R0011, including Policy 2008-01. 11-17ATTACHMENT I
Contract No. 2009-038
MEMORANDUM OF UNDERSTANDING
(CHAMBER OF COMMERCE)
This Memorandum of Understanding ("MOU") is entered into by and among the
City of Culver City (the "City"), a California municipal corporation, the Culver City
Redevelopment Agency (the "Agency"), a State Agency, and the Culver City Chamber
of Commerce (the "Chamber"), a California non-profit corporation, (collectively the
"Parties").
RECITALS
WHEREAS, the purpose of this MOU includes, but is not limited to, defining the
Chamber's organizational relationship with the City and the Agency; and delineating the
functions, duties and responsibilities of the Parties with respect to their partnership in
community events and the general economic development of the City; and,
WHEREAS, the City and the Agency have a significant and long-standing
interest in enhancing the City's economy and business environment by attracting
business and investment to the community; and,
WHEREAS, the Agency has adopted and is carrying out the Redevelopment
Plan for the Culver City Redevelopment Project, and the services to be provided by the
Chamber will assist and are directly related to the redevelopment of the Project Area;
and,
WHEREAS, the City and the Agency, in cooperation with the Chamber, have
expended and continue to expend significant resources toward events and projects that
serve to benefit the community and the economic development of the City; and,
WHEREAS, the Parties have a common interest in promoting, and maintaining
Culver City as a healthy and growing area for commerce and business; and,
WHEREAS, the Chamber has the expertise and ability to produce events and
projects that attract businesses to the City and improve the overall quality of life within
the community, and the Parties desire to enter into an agreement to carry out those
objectives; and,
WHEREAS, representatives from the Parties have met to identify and discuss
the methods and means of accomplishing these mutual objectives and, as a result,
have committed to work cooperatively toward the achievement of these mutual
objectives.
NOW THEREFORE, based on the foregoing Recitals, and in consideration of the
terms and conditions set forth herein, the Parties agree as follows:
1Contract No. 2009-038
A. GENERAL RESPONSIBILITIES OF THE CHAMBER
Under this MOU, the Chamber shall, in general:
1. Produce events or projects that promote and maintain Culver
City as a healthy and growing area for commerce and
business;
2. Promote the City at regional and state Chamber events;
3. Assist the City in communicating with the business
Community, including, but not limited to, providing
notice regarding City-related business to its
members;
4. Assist the community in directing the public to the
appropriate City departments or other governmental
agencies; and,
5. Assist City staff in coordinating meetings on business issues.
B. SPECIFIC EVENTS AND PROJECTS:
Specific events include, but are not limited to: the Mayor's Luncheon, the Public
Safety Luncheon, the Chamber Business Expo, the Health Expo, and the E-
waste Roundup. Specific projects include, but are not limited to: the Chamber
City map and the Chamber business directory.
1. Mayor's Luncheon:
a. The Chamber shall:
i. in consultation with the City's Mayor, select the date,
location, program content and any additional
essentials of the event; and
select, contract with (when applicable), and provide
expenditures for the location, caterer, decorations,
and design and printing of the invitations, programs
and name badges.
b. The City:
i. hereby designates the event a City-sponsored event;
shall participate, as needed, in the planning,
preparation and/or promotion of the event;
shall, at the Chamber's request, and City resources
permitting, install banners at any or all of the City's
2Contract No. 2009-038
three banner locations, if available, and waive the
applicable permit and installation fees; and,
iv. hereby designates City staff and allocates 18 hours of
City staff time to assist the Chamber with the
planning, preparation and/or promotion of the event,
and waives applicable fees for City staff time.
2. Public Safety Luncheon:
a. The Chamber shall:
in consultation with City staff from the Police and Fire
Department, select the date, location, program
content and any additional essentials of the event;
and,
select, contract with (when applicable), and provide
expenditures for the location, caterer, decorations,
and design and printing for the invitations, programs
and name badges.
b. The City:
hereby designates the event a City-sponsored event;
shall participate, as needed, in the planning,
preparation and/or promotion of the event;
shall, at the Chamber's request, and City resources
permitting, install banners at any or all of the City's
three banner locations, if available, and waive the
applicable permit and installation fees; and,
iv. hereby designates City staff and allocates 18 hours of
City staff time to assist the Chamber with the
planning, preparation and/or promotion of the event,
and waives applicable fees for City staff time.
3. Business Expo: The Business Expo has run annually for more than
25 years, with licensed City businesses and organizations being invited to
participate in the event.
a. The Chamber shall:
i. produce the annual event;
select the date, location and any additional essentials
of the event;
obtain any and all applicable permits and licenses
required for the event, including, but not limited to a
3Contract No. 2009-038
special event permit from the City's
Committee on Permits and Licenses;
iv. pay any and all applicable permit, license and facility
use fees, except as otherwise provided herein;
v. provide advertising banners, at the Chamber's cost,
for placement in the public right of way at each of the
City's three approved banner locations, if available;
vi. advertise the event at the Chamber's cost;
vii. provide the City and Agency, collectively, with up to a
total of six booths to promote the City and Agency,
with the final number of booths, not exceeding six, to
be determined by the City and Agency;
viii. staff the event and ensure cleanup is complete; and
b. The City:
i. hereby designates the event a City-sponsored event;
shall participate, as needed, in the planning,
preparation and/or promotion of the event, including,
but not limited to, promotion of the event through the
City's website, via email and on the City's video crawl;
shall install banners provided by the Chamber at each
of the City's three banner locations and waive the
applicable permit and installation fees, with such fees
being reimbursed to the City by the Agency;
iv. shall provide trash receptacles and recycling bins, as
needed;
v. shall reserve the twenty available metered parking
spaces south of Media Park to be used for the event,
if requested by the Chamber;
vi. hereby designates City staff and allocates 18 hours of
City staff time to assist the Chamber with the
planning, preparation and/or promotion of the event,
and waives applicable fees for City staff time; and
vii. hereby waives the following additional City fees, to be
reimbursed to the City by the Agency, not-to-exceed a
total of $2,500: use of trash receptacles and recycling
bins; use of the twenty available metered parking
spaces south of Media Park; and electrical and
sanitation costs.
c. The Agency:
i. hereby designates the Business Expo as an Agency-
sponsored event;
4Contract No. 2009-038
shall participate, as needed, in the planning,
preparation and/or promotion of the event;
shall provide up to 200 parking spaces in the Ince
parking structure, or alternate location, for up to 12
hours on the day of the event;
iv. hereby designates staff and allocates 18 hours of staff
time to assist the Chamber with the planning,
preparation and/or promotion of the event;
v, hereby waives the following Agency fees in an
amount not to exceed $2,500: use of Ince parking
spaces and staff time; and
vi. shall reimburse the City for City fee waivers in an
amount not to exceed $2,500.
4. Health Expo:
a. The Chamber shall:
i. produce an annual event;
select the date, location, and any additional essentials
of the event;
obtain any and all applicable permits and licenses
required for the event, including, but not limited to a
special event permit from the City's Committee on
Permits and Licenses;
iv. pay any and all applicable permit, license and facility
use fees, except as otherwise provided herein;
advertise the event at the Chamber's cost; and
v. provide the City's Fire and Police Departments each
one free table at the event for their use.
b. The City:
hereby designates the event a City-sponsored event;
shall participate, as needed, in the planning,
preparation and/or promotion of the event;
shall, at the Chamber's request, and City resources
permitting, install banners at any or all of the City's
three banner locations, if available, and waive the
applicable permit and installation fees; and
iv. hereby designates City staff and allocates 18 hours of
City staff time to assist the Chamber with the
planning, preparation and/or promotion of the event,
and waives applicable fees for City staff time.
5Contract No. 2009-038
5. E-waste Roundup: This shall be a City event and is intended to be
in addition to the City's quarterly e-waste events.
a. The Chamber shall:
i. co-sponsor the event at a location within the City of
Culver City;
in coordination with the City, select the date and
location of the event;
iv. provide advertising banners, at the Chamber's cost,
for placement in the public right of way at each of the
City's three approved banner locations;
v. advertise the event to the Culver City community,
including promotion of the event on the Chamber
website and providing a banner ad in the Chamber's
weekly emailed newsletter;
The City:
i. hereby designates the event as a City-sponsored e
event;
shall, in coordination with the Chamber, select the
date and location of the event;
may contract with a recycling organization to handle
the removal of electronic waste;
iv. shall participate, as needed, in the planning,
preparation and/or promotion of the event
v. shall install banners at any or all of the City's three
banner locations, if available, and waive the
applicable permit and installation fees, with such fees
being reimbursed to the City by the Agency; and
vi. hereby designates City staff and allocates 18 hours of
City staff time to assist the Chamber with the
planning, preparation and/or promotion of the event,
and waives applicable fees for City staff time.
c. The Agency:
i. hereby designates the event as an Agency-sponsored
event;
hereby designates staff and allocates 18 hours of staff
time to assist the Chamber with the planning,
preparation and/or promotion of the event, and waives
applicable fees for staff time; and
shall reimburse the City for the costs associated with
6Contract No. 2009-038
the installation of the banners, including, but not
limited to, staff time.
iv. shall reimburse the City for the costs associated with
the installation of the banners, including, but not
limited to, staff time.
6. Business Directory and Chamber Map: The Business Directory is
produced by the Chamber annually at the Chamber's cost and is paid for through
advertisements. The Chamber Map is generally produced every three to four years and
is paid for through advertisements.
a. The Chamber shall:
i. produce a Business Directory, generally on an annual
basis, for use by residents and businesses in Culver
City;
provide a minimum of 500 copies of the directory to
the City annually at no cost;
reserve the front page of each directory for the
Agency's right of first refusal, for a period of 45 days
from the first day ad sales begin;
iv. reserve the design and content of the certain portions
of the Chamber Map, for Agency use, for a period of
45 days from the first day ad sales begin.
v. pay for the cost of a City street directory map to be
included in the Chamber Map;
b. The City shall have the right, but not the obligation, to
purchase an ad in the business directory at a cost of $2,500
and design the ad at the City's sole cost and expense.
c. The Agency shall:
i. have the right, but not the obligation, to purchase the
front page of the business directory at a cost of
$7,500, until 45 days from the first day ad sales begin;
and
have the right, but not the obligation, to purchase
space on the Chamber Map for Agency use at the
Agency's cost, until 45 days from the first day ad
sales begin.
7Contract No. 2009-038
C. CANCELLATION OF EVENTS
If the Chamber reasonably determines the production of a particular event to be
financially infeasible in any given year, the Chamber may cancel an event by giving the
City and Agency 60 days written notice of such cancellation. Any event cancelled in
one year shall resume the following year unless written notice is provided for in the
following year in accordance with the provisions of this Section.
D. ADDITIONAL EVENTS
The City, Agency and Chamber may, from time to time, agree to conduct joint
events in addition to those events set forth in this MOU. Additional events must be
approved by the City Council and/or Agency Board. For each event approved in
accordance with the provisions of this Section, the City and/or Agency agrees to the
following:
1. designate the event as a City- and/or Agency-sponsored event, as
applicable;
2. at the Chamber's request, and City resources permitting, install
banners at any or all of the City's three banner locations, if available, and waive
the applicable permit and installation fees; and
3. designate City and/or Agency staff, as applicable, and allocate 18
hours of staff time to assist the Chamber with the planning, preparation and/or
promotion of the event, and waive applicable fees for staff time.
E. INDEMNIFICATION
The Chamber shall indemnify, defend and hold harmless the City, Agency, and
each of their respective elected officials, officers, employees, agents and volunteers,
from and against any and all liability, claims, damages, judgments or awards, including
costs, for damage to real or personal property, or personal injury or death (collectively,
"Claims"), resulting from the Chamber's, or any of its directors', officers', employees',
agents', contractors', subcontractors' or volunteers' acts, errors or omissions arising out
of or connected with providing the services contemplated by this MOU; provided, that
the Chamber's obligation to indemnify and hold harmless shall only be to the extent the
Chamber or any of its directors, officers, employees, agents, contractors,
subcontractors or volunteers are a cause of the Claims.
F. INSURANCE
Without limiting its obligations pursuant to this MOU, the Chamber shall submit
one or more duly executed certificates of insurance for Comprehensive General Liability
in the minimum amount of One Million Dollars ($1,000,000) single limit coverage, City's
Special Endorsement Form naming City and Agency as additional insureds, Automobile
8Contract No. 2009-038
Liability in the minimum amount of $500,000/$500,000 and Workers' Compensation
insurance in statutorily required amounts.
G. TERMINATION AND TERM
Any party, upon the default hereunder by any other party, may terminate this
MOU by providing at least 30-days' written notice to the other Parties.
Services provided hereunder shall continue until the date of termination.
Reimbursement requests for costs expended under the terms of this MOU up to the
date of termination may be requested by the Chamber up to 60 days after the date of
termination. Any and all reimbursement requests not received by that date shall not be
reimbursed and no party shall have any further obligation hereunder.
Unless terminated under the provisions of this Section, this MOU shall
automatically terminate on December 31, 2010 ("Biannual Renewal Date"). By mutual
agreement of the Parties, this MOU may be extended for an additional two-year term,
which extension must be in writing and executed by all Parties hereto at least 60 days
prior to the Biannual Renewal Date.
H. DEFAULT AND CURE
Should any party allege default by any other party of their obligations hereunder,
then the alleging party shall provide a written notice ("Notice of Default") to the other
party ("Defaulting Party") including a description of the default and recommended
actions to cure said default. The Defaulting Party shall, in good faith, attempt to cure
the default within 15 days of receipt of the Notice of Default.
Failure to cure the default to the reasonable satisfaction of the other Parties shall
be cause for termination of this MOU under Section F hereof.
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/ II|10 10|IContract No. 2009-038
EFFECTIVE DATE
The effective date of this MOU shall be the date it is signed on behalf of the City and
Agency.
City of Culver City:
By:
Jerry Fulwood, City Manager
Dated: Culver City Redevelopment Agency:
By:
Jerry Fulwood, Executive Director
Dated:
Approved as to Content:
Chamber of Commerce:
By: Steven J. Rose, President
Dated: Approved as to Financing and
Business Tax Certificate:
Sol Blumenfeld
Community Development Director
Approved as to Form:
Jeff Muir
Chief Financial Officer
Approved as to Form:
Carol Schwab
City Attorney
Murray Kane
Agency Counsel
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Attachment 2
RESOLUTION NO. 2008-R oil
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CULVER CITY, CALIFORNIA, ADOPTING CITY
COUNCIL POLICY STATEMENT NO. 2008-01 RELATED
TO COMMUNITY ORGANIZATIONS.
WHEREAS, on February 19, 2008 at a duly noticed public meeting of the City
Council, the City Council discussed a proposed policy related to Culver City Community
Organizations; and
WHEREAS, the proposed policy establishes objective criteria to assist in
determining (1) whether a Community Organization or Community Event is considered
"City Sponsored" for determination of rental rates at the Veterans Memorial Complex
and/or other purposes; and (2) which Community Organizations and/or Community Events
are eligible to place a banner on the City's banner poles; and
WHEREAS, the proposed policy further establishes a process for formalizing
a relationship between the City and a particular Community Organization through a
Memorandum of Understanding, or similar written agreement, to address the respective
duties and responsibilities of the City and the Community Organization, which formalized
relationship benefits the City, the Community Organization, the members of the Community
Organization and the community at large.
NOW, THEREFORE, the City Council of the City of Culver City, California,
DOES RESOLVE as follows:
The City Council hereby adopts City Council Policy Statement No.
2008- 01 , entitled ''Community Organizations," which City Council Policy Statement is
attached hereto as Exhibit "A" to this resolution and incorporated herein by this reference.
-1- 2008-R011-2-
2008-Roll
CHRib OPi-ipt ARIVrtNTik, City Clerk
2.
The City Manager is hereby authorized to format this policy statement in a
format consistent with other City Council Policy Statements and shall include the final
version of this City Council Policy Statement with other adopted City Council Policy
Statements.
3. The City Manager shall distribute this City Council Policy Statement to
interested parties, which include, but are not limited to Culver City Community
Organizations and City Staff.
4. City Council Policy Statement No. 2008- or. shall be effective on
the first day after the expiration of a spectfiC"Community Organization's existing rental
, •
agreement with the City, or January 1, 2009, whichever date occurs first.
5. In the event there is a conflict between City Council Policy Statement
2008-01 and any other City policies, City Council Policy Statement No. 2008- 01
shall control.
6. The City Manager is hereby directed to prepare any proposed
amendments to City Council Policy Statements to resolve said conflicts, if any, and to
present those proposed amendments to the City Council as needed for consideration.
APPROVED and ADOPTED this 19th day of February, 2008.
ALAN CORLIN, MAYOR
City of Culver City, California
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30City Council Policy Statement No. 2008-0i _
Subject Matter: Community Organizations
Adopted by Resolution No. 2008-R al
PURPOSE
The purpose of this policy is to provide objective criteria for application in
determining the status of a Community Organization with respect to three areas:
• City Sponsorship
• Eligibility for use of the City's Banner Poles
• the Official Relationship between the City and the
Community Organization
This Policy shall apply to all Community Organizations that are provided financial
support by the City and/or the Redevelopment Agency. Additionally, this Policy
shall provide additional clarification when determining if a Community
Organization qualifies as "City Sponsored" for purposes of determining
applicability of rental rates at the Veterans Memorial Complex and other City
facilities and other purposes.
GENERAL DEFINITION OF CITY SPONSORED AND CIVIC EVENT OR
ACTIVITY
"Sponsored" means that the City and/or Redevelopment Agency is (a)
participating in an official capacity in the planning, preparation or promotion of the
Civic 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 of the foregoing. (this definition is taken from Culver City Municipal
Code Section 17.330.040.B.7.b.ii)
"Civic event or activity" means any event or activity organized or sponsored by
the City or Redevelopment Agency including, but not limited to, (a) any public
program or educational activity; and (b) the commemoration or celebration of any
historical date, event or person, holiday or persons or events of local, state or
national significance. ( this definition is taken from Culver City Municipal Code
Section 17.330.040.B.7.b.i)
COMMUNITY ORGNAIZATION CATEGORIES
Category 1: Official City Committees
To be eligible for this category, the Community Organization must meet the
foil-wing criteria:
Page 1 of 5
Exhibit "A" to Resolution No. 2008-R 01(1) All members of the Community Organization are either appointed (a)
directly by the City Council or (b) by any City Council/Agency created
body upon direction of the City Council; OR
(2) The Community Organization's members are approved and/or
ratified by the City Council/Agency.
For clarification, the City Council, Redevelopment Agency, and City Staff (in
the conduct of Official City Business) are also included in Category 1.
Summary Table
City and/or
Agency
Sponsored?
Banner ? Lease/MOU
Needed?
Yes Yes No
Category 2: Cooperative Community Groups
This category includes Community Organizations that meet all of the following
criteria:
)
Members are not appointed by the City Council or a City
Council created body
(2) The Community Organization works closely with the City
Council/Staff to organize civic events and/or activities
organized or sponsored by the City or Redevelopment Agency
(as those terms are defined in Section 17.330.040.B.7.b of the
Municipal Code — Attachment 2)
(3)
Directly receives or provides City or Agency funds (as
opposed to a waiver of fees) approved by the City Council;
(4) The Community Group is a legally recognizable group (for
example, a corporation, a 501(c)(3) organization, etc.)
(5)
The Community Group has negotiated and executed a
Memorandum of Understanding (MOU)* with the City.
Summary Table
City and/or
Agency
Sponsored?
Banner ? Lease/MOU
Needed?
No Maybe** Yes
*The terms Lease/MOU refer to any written agreement approved by both the
City/Agency and the Organization.
**Subject to the terms of the MOU and compliance with CCMC Section
.17 41"211 CAfl
I r .1/41-T
Page 2 of 5
Exhibit "A" to Resolution No. 20013-R ° 11
L\Category 3: City Sponsored Events
This category is for events which are produced by City Organizations that are
not Official City Committees (Category 1) or Cooperative Community Groups
(Category 2). To be considered a City Sponsored Event, the event must:
(1) be a civic event or activity organized or sponsored by the City or
Redevelopment Agency (CCMC Section 17.330.040.B.7.a); and,
(2) To determine whether the civic event or activity is "sponsored"
by the City or Redevelopment Agency, the following criteria must be
met: The City and/or Redevelopment Agency is (a) participating in an
official capacity in the planning, preparation, or promotion of the
event or activity; and (b) contributes 25% of the total estimated cost of
the event or activity or at least $1,000, whichever is less. (Note: this
contribution may take the form if funds, labor, staff time, materials, a
waiver of fees, or any combination of the foregoing); and,
(3) By specific action, the City Council has determined that the
above criteria have been met
Summary Table
City and/or
Agency
Sponsored?
Banner ? Lease/MOU
Needed?
Yes Yes No*
Category 4: City Facility Lessees
These are Community Organizations which are parties to a lease agreement
with the City and/or the Redevelopment Agency. The lease agreement is
subject to the legal review and approval of the City Attorney's Office and
approval by the City Council.
The lease agreements embody the responsibilities of both the City/Agency
and the lessee (Community Organization). Additionally, leases can only be
executed between the City/Agency and a legally recognizable group_
Summary Table
City and/or
Agency
Sponsored?
Banner ? Lease/MOU
Needed?
No No Yes
Page 3 of 5
Exhibit "A" to Resolution No. 2008-R 011Catedoo/ 5: Volunteer Organizations and Individuals
No specific privileges are granted to volunteer organizations or individuals, in
general. However, Volunteer Organizations may request the City Council
enter into a MOU or similar agreement which would require the City Council's
approval (so long as the Volunteer Organization is a Legally Recognized
Entity).
Summary Table
City and/or
Agency
Sponsored?
Banner ? Lease/MOU
Needed?
No No Maybe
Category 6: Other Organizations
This category captures those Community Organizations which do not qualify
for the other 5 categories. Community Organizations which petition the City
for benefits are required to enter into either a lease agreement (in which case
they would qualify for Category 4) or enter into an MOU with the City.
Additionally, the number of Organizations which qualify for Category 6 should
be small in number.
Summary Table
City and/or
Agency
Sponsored?
Banner ? Lease/MOU
Needed?
No No Maybe
LEGALLY RECOGNIZED STATUS
Community Organizations who wish to receive support from the City shall be
organized in a legally recognizable way. Following are several examples of a
legally recognized entity:
• Corporation
• Partnership (including limited partnership)
• Charitable Organization 501(c)(3) or equivalent
• Sole Proprietorship
The City Attorney's Office may determine other legally recognizable entities
which would be eligible to enter into agreements with the City.
Page 4 of 5
Exhibit "A" to Resolution No. 2008-R)011FISCAL REPORTING
Because of the importance of carefully monitoring of the use of the public's
money, staff is directed to include in all MOUs with Community Organizations
a requirement to report at least semi-annually to the City Council on the
financial activities of the Organization. This provides the Organization with an
opportunity to inform the City Council of its activities over the last six-month
period and provides the City Council with an opportunity to ask questions of
the Organization.
IMPLEMENTATION DATE
This policy shall become effective: The first day after the expiration of a specific
Community Organization's existing rental agreement with the City, or January 1,
2009, whichever date occurs first.
Page 5 of 5
Exhibit 'A" to Resolution No. 2008-R 011
n