City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION
Staff recommends the City Council:
1. Consider a fee waiver request made by the Culver City Exchange Club (the
“Exchange Club”) for the Sixth 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.
4. Authorize the use of the Parks, Recreation and Community Services
(“PRCS”) Global Electric Motor (“GEM”) truck.
Staff recommends the Redevelopment Agency:
1. Consider a fee waiver request for the cost of staff time.
2. Determine what level of support, if any, it wishes to provide to the Car Show
in the form of a reimbursement to the City of its costs associated with the
event.
Meeting Date: 02/17/09 Item Number: J-2
AGENDA ITEM: JOINT ITEM: 1) Consideration of a Fee Waiver Request by the
Culver City Exchange Club for the Sixth Annual Culver City Car Show; 2)
Approval of a License Agreement for the Car Show; 3) Consideration of
Designation of the Sixth Annual Culver City Car Show as a City-Sponsored Event;
and 4) Determine the Level of Redevelopment Agency Support for the Car Show.
Contact Person/Dept.:
Jeremy Green, Community Development
Phone Number:
(310) 253-5764
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: Culver City Exchange Club (01/20/09); Downtown Business
Association (02/03/09); Chamber of Commerce 02/03/09); Master Notification List
(2/11/09).
Department Approval:
Sol Blumenfeld (02/03/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (02/11/09)
Fiscal Impact Approval:
Jeff Muir (by N. Kimball) (02/11/09)
City Manger Approval:
Jerry B. Fulwood (02/11/09) City of Culver City, California
City Council Agenda Item Report
BACKGROUND
The Culver City Exchange Club is proposing to host the Sixth Annual Culver City
Car Show on Saturday, May 9, 2009. As proposed, the Car Show will be
presented in the same general area as in the prior four years: along Culver
Boulevard between Duquesne Avenue and Ince Boulevard (Attachment 1). The
original request was made by the Exchange Club on September 26, 2008 and a
response was sent on October 30, 2008 to place the item on the schedule in
January, 2009 (Attachments 2 and 3). This item has been rescheduled several
times due to scheduling conflicts.
DISCUSSION
Fee Waiver Request
Last year, the Council approved a fee waiver requested by the Exchange Club, the
promoter of the Car Show, in the amount of $10,000. Tonight the Council and
Agency are asked to consider the fee waiver for this year’s event.
Staff met with representatives of the Exchange Club on December 17, 2008 to
discuss successes and challenges of the 2008 event. The event elements remain
essentially unchanged for 2009.
The Exchange Club finalized their Special Event Permit application, which was
heard by the Committee on Permits and Licenses (the “Committee”). The
Committee authorized a permit for this year’s event on January 14, 2009.
Staff has compiled costs, in cooperation with other City staff, associated with the
Car Show and is estimated to be approximately $24,850. This is comprised of
approximately $23,100 in staff time for staff from various departments, $550 in
permit fees, and $1,200 in hard costs for equipment (see detailed breakdown in
Fiscal Analysis section). The Exchange Club has requested that the 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 majority of the costs that have been projected by the Public
Works and Police Departments are for staff time and reflect an increase in staff
costs. The cost to the Agency is for a staff person who acts as a liaison and assists
the Exchange Club with their requests.
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
City Council Agenda Item Report
During past events, the Exchange Club utilized a Parks, Recreation and
Community Services (“PRCS”) Global Electric Motor (“GEM”) truck. The Exchange
Club requests that Council consider its request to use the GEM truck again this
year. The use of the GEM truck requires Council authorization. If the Council
authorizes the use, the Exchange Club will provide a certificate of general liability
insurance in an amount of $1 million and a Special Endorsement Form naming the
City as additionally insured, as well as automobile insurance covering the
Exchange Club’s volunteer driver.
License Agreement
For each of the past year’s 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 Council approve a
license agreement with the Exchange Club and direct the City Attorney’s Office to
prepare such agreement consistent with the Council’s direction this evening.
Banner Request
The Exchange Club requests that Council allow the organization to advertise by
posting banners in the public right-of-way. The banners would be produced at the
Exchange Club’s cost. The Exchange Club requests a waiver for the permit fees
($237) and cost of staff time required to install the banners ($464).
Section 17.330.040 of the Culver City Municipal Code (CCMC), relating to Signs in
the Public Right-of-Way, provides for certain exceptions to posting signs in the
public right-of-way (which is generally prohibited). One such exception is for signs
relating to the “promotion of civic events and activities” where those events and
activities are “organized or sponsored by the City or Redevelopment Agency.”
(CCMC Section 17.330.040.B.7.a)
To be “Sponsored” by the City or Redevelopment Agency, an event must comply
with CCMC Section 17.330.040.B.7.b.ii. confirming that the following criteria have
been 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)
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.
The CCMC clearly requires both (a) AND (b) to be met. In addition, the use of City
staff resources, equipment, etc., for an event does not in and of itself constitute
participation in the event by the City in an “official capacity” in the planning, City of Culver City, California
City Council Agenda Item Report
preparation or promotion of the event. Further, in accordance with the adopted City
Council Policy No. 2008-01, regarding Community Organizations, in addition to
meeting the above-referenced criteria, in order for an event to be considered City-
sponsored and/or Redevelopment Agency-sponsored, the City Council and/or
Redevelopment Agency, must determine, by specific action, that the above criteria
have been met.
In summary, in order to be eligible for a banner, the City and/or the Redevelopment
Agency would need to take both of the following actions:
(1) determine that the Culver City Car Show is a City- or Agency- sponsored event
AND (2) determine to support the event in an amount no less than $1,000, which
may take the form of a fee waiver.
Staff recommends the City Council and/or the Redevelopment Agency consider
whether to designate the Sixth Annual Culver City Car Show as a City-sponsored
and/or Redevelopment Agency-sponsored event, based upon the above criteria.
Should the Council and/or Agency 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
The City’s and Agency’s total cost associated with the Car Show, primarily staff
time, are estimated to be approximately $24,850. If a waiver is not granted by the
City Council, staff would invoice the Exchange Club for the actual costs incurred. If
a waiver is granted by the City Council, the costs will either be absorbed by the
City’s General Fund or reimbursed by the Agency.
If the Council decides to waive the fees and staff costs, the Agency may take up
the question of whether to make up the City’s loss. Agency funding of $12,000 has
been appropriated in the 2008-2009 budget (Account No. 55090200.516600
“Special Events & Meetings”) to cover the estimated hard costs for the 2009 Car
Show (i.e. permit fees, equipment rental, materials, etc.); staff costs would be
reimbursed through the annual Cost Allocation Plan.
The City Council/Agency Board may decide to waive all, a portion of, or none of
the costs requested by The Exchange Club.
For comparison purposes, the waiver of fees and staff costs requested for this
event in 2008 was approximately $14,000 and the Council approved $10,000. Last
year, the Agency reimbursed the City for staff costs. City of Culver City, California
City Council Agenda Item Report
This year’s costs have increased due to changes in departmental fees and
charges, and staff time cost increases. A complete cost comparison between the
2008 and the 2009 event have been included for your review (Attachment 4).
The Public Works Department budget includes engineering and traffic staff costs
for the planning of the event and for supervision on the day of the event, in addition
to the sanitation and electrical costs. This will ensure specific overview for the
event. Last year, Public Works staff time was estimated based on fully burdened,
regular hourly rates. This year, the rates supplied from Public Works includes
double time rates per hour, to reflect the true costs of the work that will occur
during the weekend event. These rates almost double the budget request from last
year. Had matching types of rates been utilized, the 2009 budget would have
remained closer to that of last year for staff costs.
Last year, the Police Department’s budget had decreased due to the use of 16
non-paid Reserve Police Officers, resulting in a reduction in the number of paid
Police Officers needed for the event. This year, there is a potential that fewer
Reserve Police Officers will be available, resulting in the need for additional paid
Police Officers. The estimate reflects a 40% increase for staff costs. Last year,
Agency staff time costs were not included in the request. For this year the costs
are included.
The estimated costs are provided below for Agency and Council review:
City Costs:
Fire: $ 0 Radios
Police: $7,500 Staff time
PRCS:
Equipment $ 268 Tables, 26 Chairs, Podium
$ 0 GEM Truck
Public Works:
Maintenance Op. $7,789 2 traffic, 1 electrical, 3 maintenance staff
Engineering $6,077 3 staff
Sanitation $1,090 Additional bins, Scout vehicle, staff time
Transportation: $ 0 Staff time
Treasury: $ 317 Engineer permit fee, event permit
Total City costs: $23,041
Banner Permit Fees: $ 237 Banner Permit Fee ($79.04 per location)
Banner install staff time:$ 464
City of Culver City, California
City Council Agenda Item Report
Total City costs
including Banners: $23,742
Banners would be produced at the Exchange Club’s cost.
Agency Costs:
Staff time $ 1,100 (20 hours at $55 for fully burdened
Management Analyst)
Total Agency Costs: $ 1,100
Total Costs: $24,842
ATTACHMENTS
.
1. Map of Downtown Culver City with Street Closures.
2. September 26, 2008 Letter and Attachments from the Exchange Club.
3. October 30, 2008 Letter of Response to Culver City Exchange Club.
4. Cost comparisons for 2008 and 2009.
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 $_______________;
OR
1B. Deny the fee waiver request made for the Culver City Car Show.
AND
2A. Designate the Sixth Annual Car Show as a City-sponsored event;
OR
2B. Determine that the Sixth Annual Car Show is not a City-sponsored
event.
AND City of Culver City, California
City Council Agenda Item Report
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 use of the Parks, Recreation and Community Services
(“PRCS”) Global Electric Motor (“GEM”) truck.
That the Redevelopment Agency:
1A. Determine the level of financial support the Redevelopment Agency
wishes to provide for the Car Show to be $12,000 as budgeted (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 $_________________;
AND
2A. Designate the Sixth Annual Car Show as a Redevelopment Agency-
sponsored event;
OR
2B. Determine that the Sixth Annual Car Show is not a Redevelopment
Agency-sponsored event.
MEETING DATE: February 17, 2009
AGENDA ITEM: 1) Consideration of a Fee Waiver Request by the
Culver City Exchange Club for the Sixth Annual
Culver City Car Show; 2) Approval of a License
Agreement for the Car Show; 3) Consideration of
Designation of the Sixth 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 Street Closures 1-2
2. September 16, 2008 Letter and Attachments 3-9
from the Culver City Exchange Club
3. October 30, 2008 Letter of Response to 10
Culver City Exchange Club
4. Cost Comparisons for 2008 and 2009 11
ATTACHMENT 1
12ATTACHMENT 2
3456789ATTACHMENT 3
10Exchange Club's
Culver City Car Show
Request for Assistance
Comparison
Costs for 2008 Costs for 2009
City Costs:
Permits and Fees:
Special event fee 36.00 36.00
Business Tax Certificate* 60.00 n/a
street closure - eng. permit $284.00 281.00
Staff Time (In Kind Cost)
Police 4,200.00 7,500.00
Fire Department 0.00 0.00
Public Works (sanitation, Eng., Maint.) 9,160.00 14,956.00
PRCS Equipment Rental costs
16 8-foot Tables ($8.00) 128.00 128.00
26 chairs ($5.00 each) 130.00 130.00
podium 10.00 10.00
GEM truck 0.00 0.00
Total cost for City $14,008.00 $23,041.00
Banner costs
banner installation costs 464.00 464.00
Banner permit 56.00 237.00
Total City Costs including Banners 14,528.00 23,742.00
Agency costs:
In Kind Costs
staff person n/a $1,100.00
Total costs for Agency 0.00 1,100.00
TOTAL CITY AND AGENCY COSTS 14,528.00 24,842.00
* Fee in 2008 was for a Business Tax Certificate and as a non-profit organization, it is a one-time only fee.
Fee in 2009 reflects a special event permit fee.
ATTACHMENT 4
11