City of Culver City, California
Agenda Item Report
RECOMMENDATION:
It is recommended that the City Council consider the potential City sponsorship of
the 2014 Culver City Film Festival and, if determined that sponsorship is desired,
determine the amount of in-kind assistance to be provided.
BACKGROUND/ DISCUSSION:
Peter Greene and John Gursha of Film Marketing Services (Producers) are planning
the first Culver City Film Festival (Festival) event on Saturday, November 22, 2014
from 9:30 AM until 10:30 PM (including set up and load out of the Festival) at
Veterans Memorial Building (VMB). At the City Council meeting of August 25, 2014,
the Producers provided public comment and requested the City Council consider
City sponsorship of the Festival. The City Council directed the City Manager to
place this item on a future agenda for the City Council’s consideration.
The Producers have provided the attached letter which contains additional
information about their request. In summary, the Festival will accept films from
every genre, topic, and country around the world and attendees can view, for free,
the short films, feature-length movies, and/or international films with subtitles that
were submitted prior to the deadline, along with a $25 submission fee, to the event
producers. Up to 100 films are expected to be submitted for this year’s Festival, and
approximately 12 films will be shown, depending upon the film lengths.
Meeting Date: 09/22/2014 Item Number: A-1
CITY COUNCIL AGENDA ITEM: Consideration of the Amount of In-Kind
Assistance for and Possible City Sponsorship of the 2014 Culver City Film
Festival.
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]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Culver City Film Festival; Meetings and Agendas – City Council
(09/17/14).
Department Approval:
Martin R. Cole (09/16/14)
City Attorney Approval:
Carol Schwab (by H. Baker) (09/16/14)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (09/16/14)
City Manager Approval:
John M. Nachbar (09/17/14) City of Culver City, California
Agenda Item Report
The Producers have shared with staff that the budget for the Festival will range from
$5,000-$10,000. Film Marketing Services also produced the Marina Del Rey (MDR)
Film Festival 2012 and 2013 and are planning their 3
rd
MDR Film Festival this fall.
The Producers have requested use of the Rotunda Room for the Festival and are
asking for a fee waiver for the use of the room and any associated costs. The
Producers have indicated they plan on having the Festival with or without City
sponsorship.
As a for-profit entity, the applicable fee for the room rental is $122.00 per hour
(Renter Category G - a commercial, non-resident organization).
PRCS staff has calculated the total cost of the rental as follows:
Hourly Room Rental Rate: $1,586 (13hrs x $122)
*Dedicated Haynes Building Staff: $325 (13hrs x $25)
*Dedicated City Event Staff: $325 (13hrs x $25)
No Food Planned
No Equipment Rental
Total: $2,236
Damage Deposit: $300 (Refundable if post-Festival conditions warrant)
PRCS staff members indicate that one dedicated event staff member and one building
service staff member will be necessary to monitor the Festival at the above costs of
$650. These staff costs would not otherwise be incurred by the City and would be a
hard cost to the City.
City Sponsorship Designation
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. If the Producer’s request is approved by the City
Council as presented, the City would be contributing at least $1,000 in waivers to the
event.
The CCMC requires both (a) AND (b) conditions be satisfied. Additionally, 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. City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
Should the City Council determine to grant the Producer’s request in full, the $1,586
in room rental fees would be waived and the $650 in staffing costs would be
expended from the PRCS part-time salaries account without the customary offsetting
revenue.
It should also be noted that another renter, CERO (Close Encounters Research
Organization) International, has already booked the Rotunda Room for 5.5 hours for
a total of $671. To accommodate the Festival, CERO International has agreed to
move their event into the Auditorium (but would only be charged the Rotunda Room
rate as a courtesy for their flexibility in accommodating the Festival). While this will
allow for both events to occur on the date proposed by the Producers, there would
be a potential revenue loss equal to the difference between the cost to use the
auditorium for a similar Type G group for the same time frame ($1,809.50) and the
amount paid by CERO ($671) or $1,138.50 (assuming another request to rent the
Auditorium on November 22 were received).
ATTACHMENTS:
1. Sponsorship Request Letter from Producers
MOTION:
That the City Council:
1. Consider designating the 2014 Culver City Film Festival as a City Sponsored
Event; and,
2. Determine the level of in-kind financial assistance to provide to Culver City Film
Festival Event to be an amount of $________ (such assistance must be a minimum
of $1,000 to qualify for City sponsorship).
MEETING DATE: September 22, 2014
AGENDA ITEM: Consideration of the Amount of In-Kind Assistance for
and Possible City Sponsorship of the 2014 Culver City
Film Festival.
ATTACHMENTS
Pages
1. Sponsorship Request Letter from Producers 1-2
Culver City Film Festival
4640 Admiralty Way Suite 500
Marina del Rey, CA 90292
September, 15 2014
The Culver City Film Festival is a for profit organization operated by Film Marketing Services Inc.
Even though we are technically a for profit organization, we do not expect to make an immediate
profit and expect to operate at a loss for the first three years. In the future we may possibly
formulate a non profit group. We have not made a profit yet with the Marina del Rey Film Festival
during our first two years of operation. We financed and underwrote the majority of the
expenses of that festival.
Currently, festival submissions are $25.00 which is considered low for film festivals. We expect
to receive around 100 submissions and to then use the funds as part of the general operating
budget.
The Culver City Film Festival plans to make full use of social media. The festival has its own
Facebook and Twitter accounts and will also make use of the local media concentrating on
newspaper and radio due to affordability. We will also do community outreach and make a
concerted effort to promote the festival in Culver City and its surrounding areas.
The budget for the festival is bare bones at best. Our goal is to establish the festival and create
a footprint for it. We have learned during our two years with the Marina del Rey Film Festival to
operate as frugally as possible. For the Culver City Film Festival, we are already talking with
the management company of the Helms Bakery Complex to do an outdoor screening thereas
part of the festivalat a very minimal cost.
With regard to content, for the most part, we are family friendly and most of our films would be
considered PG13. While there may be a film or two that plays both festivals, most of the films
would screen in just the Culver City Film Festival and not the Marina del Rey Film Festival.
|1010|ATTACHMENT 1
We do plan on having the festival with or without city sponsorship; however, we would like the
city to be our partner in creating a wonderful event for the entire community. Our goal is to
continually grow the festival and position it to help Culver City celebrate its centennial in a
special way.
The 2014 festival budget will primarily be for the use of Veterans Memorial Park at $2,236.00. We
are currently using general funds from our company to operate the festival and have already
spent over $1,000.00 in a variety of costs setting up the festival and based on our experience
with the Marina del Rey Film Festival, we anticipate at least another $2,000.00 in general
expenses.
We appreciate the opportunity to work with the city of Culver City on our film festival and have
already reached out to community members for their input and help. In a perfect world, we
would like to create a film festival for Culver City that is as successful as Fiesta La Ballona.
Thank you for your help and consideration.
Best Regards,
Jon Gursha
Jon Gursha
President
Culver City Film Festival
Film Marketing Services
4640 Admiralty Way Suite 500
Marina del Rey, CA 90292
Peter Greene
Peter Greene
President
Culver City Film Festival
Film Marketing Services
4640 Admiralty Way Suite 500
Marina del Rey, CA 90292 |1013|