City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council consider in-kind financial assistance and
sponsorship designation for:
a) The Culver City Exchange Club (Exchange Club) Car Show; and
b) IndieCade produced by Creative Media Collaborative, Inc. (CMC).
BACKGROUND:
On April 11, 2011 the former Culver City Redevelopment Agency (CCRA) Board and
the City Council approved a Special Event Sponsorship program and policy, and a
Notice of Funding Availability (NOFA) application for financial support of City- and
Agency-sponsored special events that benefit the community and the economic
development of the City.
Due to the CCRA’s dissolution on February 1, 2012, pursuant to AB 1 X 26, the
funding source for the Special Event Sponsorship program and NOFA was
eliminated.
During the February 13, 2012 City Council meeting, the Council determined that
there were no alternative funding sources that could be used to fund this year’s
events. The City Manager recommended that staff investigate how the events could
be assisted without adversely affecting the General Fund and return to the Council
with recommendations. The Council expressed their desire for there to be
Meeting Date: 03/26/2012 Item Number: A-2
CITY COUNCIL AGENDA ITEM: Consideration of Sponsorship and Assistance for
the Culver City Exchange Club Car Show and IndieCade Events.
Contact Person/Dept.:
Jeremy Green/CDD
Todd Tipton/CDD
Phone Number:
(310) 253-5764
(310) 253-5783
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No []
Public Hearing: [ ] Action Item: [] Attachments: [X]
Public Notification: The Exchange Club (03/13/12); Share our Strength (03/07/12);
Creative Collaborative Media, Inc. (03/13/12); Meetings and Agendas – City Council
(03/22/12).
Department Approval:
Sol Blumenfeld (03/22/12)
City Attorney Approval:
Carol Schwab (by H. Baker) (03/22/12)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (03/22/12)
City Manager Approval:
John Nachbar (03/22/12) City of Culver City, California
Agenda Item Report
consistency for any type of assistance and encouraged staff to meet with the event
organizers to determine their ability to conduct the event with limited assistance.
DISCUSSION:
Staff determined two methods 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
In addition, staff proposes to continue to provide in-kind staff services during regular
business hours. Staff time incurred at times other than regular business hours
would be paid by the event producer. Attachment 1 describes the assistance to be
provided in more detail.
The Exchange Club has agreed that it will be able to move forward with the Car
Show event this year if the waiver of property rental fees and the provision of in-kind
equipment rental are approved. Additionally, the Exchange Club has agreed to pay
for staff costs during the event (Saturday, May 12, 2012), and to pay all permit fees.
IndieCade has not yet committed to paying permit fees associated with the event. In
addition, IndieCade has provided an itemized request for assistance (Attachment 2)
and also requests that the City solicit donations of items (not in the City’s inventory)
from outside organizations. Of the items requested, the City is able to waive costs
for location rentals (Parcel B, Town Plaza, Media Park, Fire Station No. 1), and
provide electrical equipment, directional signage and any other requested equipment
that is already in the City’s inventory.
Share our Strength has provided a letter of thanks to Council for all of the City’s
support during the past 8 years (Attachment 3.) Due to their need to finalize their
location by March, they signed a contract to have this year’s Taste of the Nation
event occur on private property in Los Angeles.
Staff recommends that Council consider waiving property rental fees and provide in-
kind staff time and equipment to both the Car Show and IndieCade, which would
constitute a City sponsorship.
Staff requests that Council provide direction regarding IndieCade’s request to obtain
items not in the City’s inventory from outside organizations, with the understanding
that there can be no guarantee of procuring donations and that IndieCade would be
responsible for purchasing or renting items that could not be acquired by the City, as
well as paying for outside organizations’ staff time. Further, damage to any City of Culver City, California
Agenda Item Report
equipment obtained would need to be the responsibility of IndieCade. The items
requested include dedicated hard-wired internet, audio/visual equipment and other
miscellaneous equipment. If staff were to request these items on behalf of an event
producer, it would be a first time occurrence.
City Sponsorship
In the past, the two events were annually designated specifically as City-sponsored
events, which allowed the organizations to post banners in the public right-of-way.
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. If approved by the City Council, the City would be
contributing at least $1,000 each in waivers to both the Car Show and IndieCade.
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.
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 otherwise not cause an impact
to the general fund. As detailed in Attachment 1, it is proposed that property and
equipment rental fees be waived as follows|1010|:
CAR SHOW INDIECADE
In-Kind Staff Costs: $4,651 In-Kind Staff Costs: $2,416
Fees Waived: $2,660 Fees Waived: $2,294
Total $7,311 Total $4,710
Hard Costs Paid by Producer: $9,836
Hard Costs Paid by Producer: $1,638
ATTACHMENTS:
1. Past costs for the Culver City Car Show and IndieCade.
2. IndieCade Assistance Request Document
3. Letter from Share our Strength
|1010| Costs provided are estimates based on staff and equipment costs in prior years. City of Culver City, California
Agenda Item Report
MOTION:
That the City Council:
1. Designate the Culver City Car Show as a City-sponsored event; approve a
license agreement by and between the Exchange Club and the City and
determine the amount of in-kind financial assistance and fee waivers provided to
the event to be $7,311;
2. Staff recommends the City Council designate IndieCade as a City-sponsored
event; approve a license agreement by and between Creative Media
Collaborative, Inc. and the City; and determine the amount of in-kind financial
assistance and fee waivers provided to the event to be $4,710;
3. Eliminate the NOFA program due to a lack of funding;
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.
MEETING DATE: March 26, 2012
AGENDA ITEM: Consideration of Sponsorship and Assistance for the
Culver City Exchange Club Car Show and IndieCade
Events.
ATTACHMENTS
Pages
1. Past costs for the Culver City Car Show and IndieCade 1-2
2. IndieCade Assistance Request Document 3-5
3. Letter from Share our Strength 6
COSTS FOR CULVER CITY CAR SHOW
RECOMMENDED WAIVERS
In-Kind Staff Costs (Engineering/Coordination) $4,651.00
Property Rental Fees
Parcel B $500.00
Old Washington Blvd 450.00
Town Plaza 0.00
In-Kind Equipment Rental
PRCS Equipment Rental 510.00
Electrical Equipment Rental Value 1,200.00
Total Rental Fees $2,660.00
TOTAL WAIVED COSTS $7,311.00
HARD COSTS (to be paid for by event producer)
Staff and Service Costs (Day of Event)
Police $3,289.58
Fire Department 0.00
PW Maintenance Op 2,183.16
Engineering* 2,272.00
Sanitation 1,090.26
Permit Fees
Special event permit fee $30.00
Fire Prevention fee 125.74
street closure - eng. permit 312.00
Recycle/Waste Permit fee 125.00
Vendor Fees 219.60
Banner permit fee 117.00
Banner 4% surcharge for permit/install 46.68
Opening of Parking Structure one hour early 25.00
TOTAL HARD COSTS $9,836.02
*Reduced from original estimate of $5,256
ATTACHMENT 1
1COSTS FOR INDIECADE
RECOMMENDED WAIVERS
In-Kind Staff Costs (Electrical/Coordination) $2,416.00
Property Rental Fees
Parcel B $500.00
Parking Spaces 594.00
Town Plaza 0.00
Fire Station One 0.00
Roof of Ince Parking Structure 0.00
In-Kind Equipment Rental
PRCS Equipment Rental TBD
Electrical Equipment Rental Value 1,200.00
Total Rental Fees $2,294.00
TOTAL WAIVED COSTS $4,710.00
HARD COSTS (to be paid for by event producer)**
Staff and Service Costs (Day of Event)
Sanitation $332.00
Life Safety Officer $336.00
Permit Fees
Special event permit fee $40.00
Fire Prevention fee 500.00
Recycle/Waste Permit fee 125.00
Banner permit fees 305.00
TOTAL HARD COSTS $1,638.00
**Costs to hang and remove banners are paid to an outside company
2 1
To Be provided By the City of Culver City:
* via in-kind sponsorship and assistance through Culver Studios and any other
local business sources.
Banners: (4 large street banners, 26 pole banners)
? Culver City will provide the personnel to hang the banners
? Culver City will cover the permit surcharge
Location Permits:
? Culver City will sponsor IndieCade’s use of Parcel B, the town plaza (outside
of Pacific Theaters), and media park by subsidizing the permit costs for these
and any other public venues.
? Special events permit will be subsidized by Culver City
? As a new addition, IndieCade will seek use of the top of the Irving Pl. parking
structure for our Night Games event (Saturday October 6). We ask that we
are assisted in securing the proper permit for this use as well as that the cost
for the use and permitting of the space is subsidized.
Internet:
? Culver City will assist IndieCade in securing large pipeline hard wired
internet and wireless at a donated or minimal rate. (i.e. from Culver Studios).
Electrical:
? Culver City will subsidize any electrical costs as well as personnel hours for
inspection and/or planning.
Firestation:
? Culver City will continue to allow IndieCade to use the Firestation free of
charge as its main GameWalk venue.
Waste Management:
? Culver City will subsidize the cost of trash pick-ups.
Directional Signage
ATTACHMENT 2
3 2
? Culver City will assist in providing IndieCade downtown locations where
directional signage can be posted to lead all public participants clearly and
safely along the “GameWalk” (this includes all of the festival venues as well as
parking and ADA access).
Office and Support Space:
? 1 Large Production Office for the festival producer and staff
? 1 Small Production Office for Volunteer headquarters
? 1 Conference Room (occasional usage)
? 1 Large Storage Space – with security
Furniture:
? 20 Folding 8’ tables
? 20 Folding 6’ tables
? 200 Folding chairs
Lighting::
? Free standing lights or lights with clamps that can be attached to booms for
lighting event spaces and speakers at outdoor panels
? Street lights or small spotlights to light the way from the Fire Station to
Parcel B
? Spotlights and colored moving or intelligence lights for the outdoor theater
space
Dumpsters:
? 3 10-yard bins (with set up and removal)
Parking:
? Culver City Studios or The Irving Lot, Free parking for IndieCade staff on days
of the festival (25 spots per day), (October 4, 5, 6 and 7
th
)
Internet (Culver Studios):
? Use of Culver Studios internet (IndieCade will run a hard line to Parcel B and
the Downtown Plaza) – as specified above.
Power:
? Generator
? Extension cords for generator
? Serge protectors
? Cross over protectors (2011 these were donated to the City from Sony
Pictures)
Tents:
? 15 White tents (pop-ups) 10’x10’
? 10 White tents (pop-ups) 15’x15’
4 3
? 2 White tents 20’ x 20’
? 3 White tents 30’ x 30’
Misc.:
? 4 Dollies – 2-Wheel (Hand Truck)
? 12 Barricades (to help section off Parcel B and demarcate the ADA zones)
? 4 Fire extinguishers with holder
? 50 cable crossovers (specified above)
? 15 trash cans (30 gallons)
? 5 Galvanized ice tubs
? 20 cocktail tables (30” x 42”)
AV Equipment:
? 2 Projector (3000 Lumens)
? 3 5K Lumens Projector
? 5 Screens (10’ x 10’)
? 1 extra large screen (15’ x 15’) for night games
? 1 Mini display port to VGA adapter
? 2 15 ft. VGA Cables (4 meters)
? 2 Apple Mini DVI to VGA adapters
? 50' VGA Cable (20meter video cable - from projector to podium, for laptops)
? 6- straight-through ethernet cables
? 5 LCD: 32" HDTV - 16:9, 1080P, Speakers (Insignia) **with VGA Input **
? 5 LCD Acc: Single Pole Stand - 17" to 32"
? 2 SPEAKERS: External PC
? 1 LCD 19" Samsung – 4 x 3 , 1280x720 , PC/ MAC/TV, Speakers, Silver
? (**maximum acceptance 1280 x720 )**
? 1 PLASMA: 42" Panasonic HD(720p) - 16:9, 1024 x 768
? (**monitor of precisely 1024x768 resolution**)
? 1 PLASMA Acc: Desktop Stand - 42" Plasma
? 2 15Ft VGA Cables - (4 Meters)
? 2 MIC Acc: Floorstand
? 20 power strips
? 16 10' EXTENSION CORDS
? 25 25' EXTENSION CORDS
** Please note, some of the above items (office space, furniture, lighting, AV, tents,
power and internet) may be available through Culver Studios, and IndieCade looks
to Culver City for support in helping to procure a donation of these items
Additionally other Culver City businesses might be willing to donate.)
5
Honorable Mayor and Culver City Council Members:
On behalf of the volunteer committee and Share Our Strength, I’d like to take this opportunity
to thank you for your support over the past seven years.
Our success and the ability to give back to those that need it the most has been due to
committed, passionate partners such as you. It was exciting, intriguing as well as both
personally and professionally gratifying to be a part of the growth and success we experienced
over the last seven years. We grew the event in all aspects; from an increase in net proceeds to
number of attendees and restaurant participation. You can only imagine how thrilled we were
when the event sold out days in advance. We estimated a total of 2,000 people walked through
Media Park on those Sunday afternoons.
We are sad to leave Culver City, but understand that with all the economic turmoil, you have
been placed in an impossible situation. We are moving the event to The Lot in West Hollywood.
Financially it makes the most sense. As I‘m sure you can appreciate, I have to stay true to my
most important obligation… that no kid in LA County goes to sleep hungry.
We hope that you also feel positive about the role you played with Share Our Strength and
Taste of the Nation. We can only think that our event brought people into your city that might
not have experienced it otherwise. We trust that you see the last seven years as a win-win.
Again, many thanks for your support. We hope to see you at the event on June 10th.
Sincerely,
Judy Walker
Share Our Strength
Western Regional Director
ATTACHMENT 3|1013|