City of Culver City, California
Agenda Item Report
Page 1 of 6
RECOMMENDATION:
Staff recommends the City Council and the Culver City Redevelopment Agency
Board (Agency Board) (1) designate the Eight Annual Culver City Car Show (Car
Show) a City- and Redevelopment Agency-sponsored event, (2) approve a
sponsorship to be purchased by the Redevelopment Agency (Agency) in the
amount of $12,000; (3) approve a license agreement for the Car Show; (4)
authorize the Culver City Exchange Club (Exchange Club) to use the Parks,
Recreation and Community Services’ (PRCS) Global Electric Motor (GEM) truck;
(5) determine the appropriate level of staffing for Public Works Traffic and
Engineering for the event; (6) authorize the transfer of Agency funds to the City for
disbursement to The Exchange Club upon conclusion of the event; and (7)
authorize a City budget amendment related thereto. (a City budget amendment
requires a four-fifths vote)
BACKGROUND:
As per their mission, the Exchange Club is “committed to providing the citizens of
Meeting Date: 03/14/11 Item Number: J-1
JOINT CITY COUNCIL / REDEVELOPMENT AGENCY BOARD AGENDA ITEM: FOUR
FIFTHS VOTE REQUIREMENT - 1) Consideration of Agency Purchase of a $12,000
Sponsorship Package for the Eighth Annual Culver City Car Show; 2) Approval of a
License Agreement for the Car Show; 3) Consideration of Designation of the Eighth
Annual Culver City Car Show as a City-Sponsored and/or Agency-Sponsored
Event; and 5) Determination of the Appropriate Level of Staffing for Public Works
Traffic and Engineering for the Car Show and (4) City Council Approval of a Budget
Amendment Related Thereto.
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 (03/10/11);
(Email) Culver City Exchange Club (03/09/11); (Email) Downtown Business Association
(03/09/11); (Email) Culver Hotel (03/09/11); (Email) Chamber of Commerce (03/09/11)
Department Approval:
Sol Blumenfeld (03/09/11)
Agency Counsel:
Murray Kane: (03/09/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (03/09/11)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball)
City Manager/Executive Director Approval:
John Nachbar () City of Culver City, California
Agenda Item Report
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Culver City and the surrounding area a better place to live by providing funding for
community-based organizations such as the Culver-Palms YMCA, Culver City High
School Athletics, the Culver City Youth Health Center and other charitable
organizations.” The Car Show is one of several events held to raise these funds. Last
year over $38,000 were raised and donated to youth based organizations.
On March 2, 2010, the City Council and Agency Board approved a fee waiver
request in the amount of $12,000 for the 2010 Car Show.
During their meeting of December 6, 2010, the Agency Board and City Council
indicated their desire to support special events through cash sponsorships rather
than fee waivers or in-kind services.
DISCUSSION:
The Exchange Club is proposing to host the Car Show on Saturday, May 7, 2011.
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.
Sponsorship Request
In a letter dated February 9, 2011 (Attachment 1), the Exchange Club requested
that the City Council sponsor the 2011 Culver City Car Show. The request is for
$12,000 and that amount has been appropriated in the Agency Board Adopted
Budget for Fiscal Year 2010/2011.
Staff recommends the purchase of the sponsorship, based on economic benefits
that the Car Show provides to the City, which include
• Event attraction of 10,000-15,000 attendees from all over Southern
California to Culver City who will be introduced to and/or use City
businesses.
o An Exchange Club survey indicated that business increased
approximately 50% in downtown last year during the event compared
to normal Saturdays.
• Marketing of Culver City as a destination, as a result of marketing the Car
Show through:
o Posters
o Banners
o Promotional mentions on K-Earth FM radio, media sponsor of the Car
Show
City of Culver City, California
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o Mentions on the SPEED channel as part of George Barris’ TV show
“Road Warriors”, which will also film in Culver City as part of the Car
Show
o RDA logos and Culver City mentions in the Culver City newspapers
and LA Weekly
• Provision of three City booth spaces for Culver City marketing purposes
• Use of display space to promote the City’s Compressed Natural Gas
vehicles during the event
During the “Discussion of a Policy Related to Special Event Sponsorship and
Financial Support of Agency Sponsored Events” on December 6, 2010, the City
Council and Agency Board approved the recommendation that cash sponsorships
not be provided until after an event has concluded.
The Exchange Club has confirmed that they will pay for all permit fees and any
other set costs in advance of the event. Costs that can only be determined after
the event is complete (such as actual staff time) will be subtracted from the
$12,000 sponsorship and any remaining funds will be provided to the Club.
Please note that the Exchange Club has also sent a letter requesting that the City
Council consider that the Club and the City enter into a Memorandum of
Understanding (MOU) with regard to the sponsorship and production of the 2012
Car Show. This item will be placed on an upcoming agenda for consideration.
Use of the GEM Car
During past events, the Exchange Club utilized the PRCS Department’s 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 and authorize the City Attorney’s Office
to prepare such an agreement consistent with the City Council’s direction this
evening. City of Culver City, California
Agenda Item Report
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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/updated at the Exchange Club’s own cost.
In order to be eligible for a banner, the City Council and/or the Agency Board
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. Should the City Council and/or Agency Board take
both of these actions, the City Attorney’s Office shall include appropriate language
in the License Agreement to reflect these actions, thereby granting the request for
banners.
The installation and removal of banners will occur through outside contractor AAA
Flag and Banner, with whom the City has a contract. Due to the outside cost for
the installation services, this amount (approximately $1,092.00) is not included in
the City costs table and will need to be paid for by The Exchange Club separately
to the City’s Public Works Department.
FISCAL ANALYSIS:
Agency funding of $12,000 has been appropriated in the Agency Board Adopted
Budget for Fiscal Year 2010/2011 (Program 90200, Economic Development) to
fund the $12,000 purchase of a sponsorship package. In the event the actual
costs exceed the $12,000 amount after reconciliation, the Exchange Club will be
invoiced. Should the motions be approved, the Agency funding will be transferred
to a City account to be paid to the Exchange Club after the event has concluded.
The sponsorship amount approximates the costs for City services for the event.
The City costs will be incurred primarily by the Public Works, Police, and Parks,
Recreation and Community Services Departments. The estimated costs are
provided below for Council review:
City Costs:
Police: $ 3,777.00 5 Officers
PRCS:
Equipment $ 268.00 16 Tables, 26 Chairs, 1 Podium
$ 115.00 1 GEM Truck
City of Culver City, California
Agenda Item Report
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Public Works:
Maintenance Op. $ 1,115.71 2 traffic, 1 electrical, 3 maintenance staff
Engineering $ 1,692 - $5,256
i
Sanitation $ 1,133.60 Additional bins, Scout vehicle, staff time
Finance Department $ 630.74 permit fees (Special Event, Fire
Prevention, Engineering, Waste)
Banner Fees: $ 163.68 Banner Permit Fee + 4% surcharge
Total City costs: $8,895.73-$12,459.73
Public Works Department requests that City Council determine the staffing for the
event, based on three scenarios (provided as Attachment 2.)
ATTACHMENTS:
1. Letter from the Exchange Club
2. Public Works cost proposals
MOTION
That the Agency Board:
1A. Determine the level of sponsorship the Agency Board wishes to provide
for the Car Show to be $12,000
OR
1B. Authorize the financial support to be $__________;
AND
2A. Designate the Eighth Annual Car Show as a Redevelopment Agency-
sponsored event;
OR
2B. Determine that the Eighth Annual Car Show is not a Redevelopment
Agency-sponsored event;
AND
City of Culver City, California
Agenda Item Report
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3. Authorize the transfer of Agency funds to the City for disbursement to
the Exchange Club upon conclusion of the event.
That the City Council:
1A. Designate the Seventh Annual Car Show as a City-sponsored event
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 the 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;
AND
5. Determine the appropriate level of staffing for Public Works Traffic and
Engineering for the event;
AND
6. Accept the transfer of funds from the Redevelopment Agency into City
revenue fund 10116100.371100 and appropriate $12,000 into
10116100.517500 (which requires 4/5ths vote.)
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Public Works department has provided three scenarios for provision of street closure services by the Traffic
and Engineering team for Council review (Attachment 2.) The first allows for one staff member to be on site on
the date of the event, which minimizes costs but provides the least coverage desirable, should any issues arise.
The second includes costs for two staff members to work, while the third and most expensive plan provides the
full component of three staff members, who would normally be employed for an event of this magnitude. Public
Works Department requests that Council and Agency determine the staffing for the event, based on the attached
scenarios. Please note that an outside contractor will be employed by the Exchange Club to handle the actual
street closure on the date of the event, as designed and approved by the Traffic and Engineering team.
MEETING DATE: March 14, 2011
AGENDA ITEM: 1) Consideration of Agency Purchase of a $12,000
Sponsorship Package for the Eighth Annual Culver City
Car Show; 2) Approval of a License Agreement for the Car
Show; 3) Consideration of Designation of the Eighth
Annual Culver City Car Show as a City-Sponsored and/or
Agency-Sponsored Event; and 5) Determination of the
Appropriate Level of Staffing for Public Works Traffic and
Engineering for the Car Show.
ATTACHMENTS
Pages
1. Letter from the Exchange Club 1
2. Engineering costs proposals 2-4
ATTACHMENT 1
1ATTACHMENT 2
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