City of Culver City, California
Redevelopment Agency Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council deny Sporteve’s request for a fee waiver for its
inaugural 5K Run/Walk & Kiddie Run event; and that the Redevelopment Agency
deny Sporteve’s request to use Agency-owned property (chairs) for the Race Expo
portion of the Event to be held at Media Park.
BACKGROUND:
Sporteve, located at 3849 Main Street, is proposing a 5K Run/Walk & Kiddie Run
event (the “Event”) at 8:30 a.m. on Sunday, June 29, 2008. The run/walk portion of
the Event will occur on Washington Boulevard from Canfield Avenue to Center
Street (see Attachment No. 2). Sporteve also plans to include a short Kid Fun Run
at 9:30 a.m. from Media Park to the corner of Culver Boulevard and Main Street, as
well as a Race Expo in Media Park from 7:30 a.m. to Noon.
Sporteve believes this to be an economic development opportunity that will bring the
businesses and the community together in a fun and rewarding way. They are
encouraging local restaurants, businesses and City Hall employees to establish
teams. They will also invite race sponsors to participate to introduce local
businesses to community members within Culver City and beyond.
Sporteve anticipates a total of 800 -1,000 participants in this inaugural event. They
have hired Walt Walston and W2Promotions to provide event management services.
Meeting Date: 6/9/08 Item Number: J-1
AGENDA ITEM: JOINT ITEM: Consideration of a Fee Waiver Request by Sporteve
for its Inaugural 5K Run/Walk & Kiddie Run Event and the Use of Agency Property
(Chairs).
Contact Person/Dept.: Todd Tipton &
Kriss Casanova /Community
Development
Phone Number: (310) 253-5783 & 5769
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: Downtown Business Association; Chamber of Commerce; Master E-
Mail Notification List (06/04/08).
Department Approval:
Sol Blumenfeld (06/03/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/04/08)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/04/08)
City Manager Approval:
Jerry Fulwood (06/04/08) City of Culver City, California
Redevelopment Agency Agenda Item Report
Fee Waiver Request
Sporteve is partnering with the Culver-Palms Family YMCA in this endeavor and any
net profits from the event will be donated for their use. Their total budget for the
event is approximately $24,000. They will be approaching local businesses and
corporations, primarily along the run/walk route for sponsorships and contributions.
Sporteve is requesting the City and Agency to be a sponsor as well. The City’s
sponsorship as requested would include:
• Waiver of City fees associated with permits, and equipment related to traffic
control from the Public Works/Engineering Department (approximately
$3,373);
• Waiver of City cost associated with providing nine police officers during the
Event ($2,700);
• Provide trash disposal (approximately $40); and
• Donate the use of the twenty available metered parking spaces south of
Media Park, parallel to Culver Boulevard (approximately $300).
The total commitment by the City would be $6,413.
The Agency’s sponsorship as requested would include:
• The use of Agency property (chairs).
Sporteve would be required to pay the Agency $100 for the use of Media Park and
$75 to fund Modern Parking’s staff cost associated with opening the Ince Parking
Structure early. Therefore, Sporteve is only requesting that the Agency allow the
use of Agency property (chairs) during the event.
Agency Tenant Participation Agreement Loan
In November 2006, the Agency entered into a Tenant Participation Agreement Loan
(the “Loan”) with Sporteve to provide tenant improvements in the amount of
$200,000. A provision of the Loan requires Sporteve to sponsor one community
outreach event per year for the life of the Loan. The Event would satisfy the
community outreach event requirement and publicize Sporteve as a Culver City
retailer.
Please note that Agency General Counsel believes it would be inappropriate for the
Agency to provide any financial support for the Event as it has already provided
support in the form of the Loan.
City of Culver City, California
Redevelopment Agency Agenda Item Report
Agency License Agreement
During the March 17, 2008 Agency meeting, the Agency adopted policies related
to the management of Media Park. As adopted, the policies require exclusive
users of Media Park to obtain a Special Events Permit from the City’s Committee
on Permits and Licenses, obtain any permits required from the City of Los Angeles,
execute and abide by requirements of a Media Park License Agreement, pay a
$3,000 refundable deposit and a $100 rental fee for general maintenance for each
twenty-four hour period of use.
Sporteve is requesting exclusive use of Media Park and will enter into a License
Agreement with the Agency and pay the associated fees. Pursuant to the City
Council Policy, the license agreement will be handled as an administrative act.
DISCUSSION:
In the past, a number of events have been sponsored by the Agency. These
events include Fashion Week at Smashbox Studios, Taste of the Nation, George
Barris’ Cruisin' Back to Culver City Car Show, and the Chamber Expo. The
Agency participated in these events financially due to their positive economic
impact. In addition, none of the businesses conducting these events had a
financial agreement with the Agency.
Staff is recommending that Sporteve’s request for a fee waiver by the City be
denied due to the negative fiscal impacts and past practice whereby the City has
not waived fees but that the Agency has reimbursed fees. Since the Agency
cannot legally reimburse fees, it would not be in the best interest of the City to set
precedent for waiving fees. Additionally, it may not be appropriate for the City to
sponsor events by private, commercial, for profit businesses, which may lead to
future requests from other City businesses.
The Event takes place early on a Sunday morning when businesses will not be
open and stretches across Sony Studios for a majority of the route. Staff believes
that Sporteve was required to conduct one community event annually in exchange
for Agency financial assistance and that Sporteve should satisfy this requirement
without additional financial assistance from the City.
Staff is also recommending that the Agency deny the request for use of its property
until appropriate policies are developed.
City of Culver City, California
Redevelopment Agency Agenda Item Report
FISCAL ANALYSIS:
Staff has compiled the City costs associated with the 5K Run/Walk, which are
estimated to be approximately $6,413. The costs are calculated as follows:
Media Park parking lot (20 spaces) $ 300
Police (9 officers at $75/hr with 4 hr. min.) $2,700
Staff assistance with the event (25 hours)
Public Works Fees
Sanitation (equipment) $ 40
_____Traffic Control (staff & permit) $3,373
Total City Costs $6,413
ATTACHMENTS:
1. Request Letter from Sporteve, dated 3/26/08;
2. 5K Run/Walk route; and
3. 5K Run/Walk & Kiddie Run Event Flyer.
MOTION:
That the City Council:
1. Deny Sporteve’s request for a fee waiver.
AND
That the Redevelopment Agency:
1. Deny Sporteve’s request for the use of Agency property (chairs) for the Race
Expo at Media Park.
MEETING DATE: 06/09/08
AGENDA ITEM: Joint Item: Consideration of a Fee Waiver Request by
Sporteve for their Inaugural 5K Run/Walk & Kiddie Run Event, and the Use of
Agency Property (Chairs).
ATTACHMENTS
Pages
1. Request Letter from Sporteve, dated 3/26/08; 1-2
2. 5K Run/Walk route; and 3
3. 5K Run/Walk & Kiddie Run Event Flyer. 4March 26, 2008
City Council Members
Re: Agenda item March 20th sporteve 5K
Honorable Members of the City Council,
You will be hearing from staff regarding our request to have the City of Culver
City sponsor a new citywide event this summer. We at sporteve have been
working with your staff to establish the first annual 5K Run/Walk and Kiddie Run
in downtown Culver City on Sunday, June 29 th . All proceeds will be donated to
the Culver-Palms Family YMCA.
We understand your need to balance the needs of the City with the needs of the
businesses and believe that this is a wonderful opportunity to bring the
businesses and the community together for an event that will be fun, rewarding,
and successful.
We are proposing a 5K a Run/Walk from the corner of Culver Boulevard and
Main Street, west on Washington Boulevard to Center Street, and back. We will
also include a short Kid Fun Run from the Expo at Media Park to the corner of
Culver Boulevard and Main Street.
We have hired Walt Walston and W2Promotions to provide event management
services. W2 Promotions has put on running events throughout the greater
Southern California area in venues as diverse as Universal Studios Backlot, the
Palos Verdes Peninsula, downtown Los Angeles, Beverly Hills and along the
famous Venice Boardwalk. Walt has over 28 years experience and helps to
promote and execute over 15 events a year. We are anticipating a total of 800 -
1,000 participants in this inaugural event.
We are requesting the City be a sponsor and partner in this endeavor. This would
include waiving the fees associated with all city support services, permits, and
equipment from the Public Works Department; required Event Permits; Trash
905 Victoria Avenue
Venice, CA 90291
310.821.8670
Fax 310.821.8869
dfischer@sporteve.comJune 4, 2008
disposal; the use off Media Park; and the use of city tables and chairs. The total
estimate for these services is not to exceed $6900.00.
We are partners with the Culver-Palms Family YMCA in this endeavor and any
profits from the event will be donated for their use. Our total budget for the event
is $27,750.00. We will be approaching local businesses and corporations,
primarily along the run/walk route for sponsorships and contributions.
This event is a wonderful opportunity to bring together the families and
businesses in Culver City. We are encouraging the local restaurants to establish
teams to compete for the "Fastest Foodies" prize. We are also working with
Rebecca Fairbanks, of your Employee Wellness Program to establish City Hall
Department teams to compete for the "Swiftest City Haller". For community
members we will have prizes for the "Fastest Family", the "Fastest Couple", and
the "Fastest Single Female" among others. Our vendors, sponsors, and affiliates
will supply prizes for the top finishers.
All participants will receive an organic cotton T-shirt provided by Topo Ranch,
designed by local artist Travis Savilla depicting the route and sponsors. Many of
our over 200 vendors will be participating in the Expo including Clif Bar, Zoot
Sports, Brooks Running, FRS, and Suunto. We will also invite race sponsors to
participate to introduce local businesses to community members within Culver
City and beyond.
We anticipate that it will be a very exciting weekend as people arrive the week
prior to the event to pick up their race packets and on Sunday morning to
participate in the festivities and races, This is a critically important event for
sporteve. It is an opportunity to both give back to the community we have
become so much a part of and receive some much needed publicity as a retailer.
We look forward to working with you to insure the success of this event.
Sincerely,
D'Lynda Fischer, President
sporteve, Inc.
2.Proceeds benefit the Culver-Palms Family YMCA
Registration Form
Please complete the registration form below and return it with your registration fee to sporteve via mail, fax or
in-person. You may also register online at www.sporteve.com or the morning of the race beginning at 7:30 a.m.
Advance registration is $28 for the 5K and $15 for the Kiddie Run. Registration for the 5K after June 27 is $35.
Mail: sporteve, 3849 Main Street, Culver City, CA 90232 I Fax: 310.838.6022 I Web: www.sporteve.com
Name: Sex: U Male 0 Female
Address: City: State: Zip: Phone: Email: Birth date (month/day/year): Age on race day: T-shirt: UMen's (S-XXL) U Women's (XS-L) Size: LI XS US UM Li L CI XL U XXL
Are you running as a member of a team? 0 Yes 0 No
If yes, what is the name of the team? Team category: 0 Families 0 Restaurants 0 City Departments D Entertainment Firms
Which race are you registering for? Payment total: 0 5K Run/Walk ($28 by June 27) Payment method: 0 Check (payable to sporteve) CI Credit card
0 5K Run/Walk ($35 after June 27) Credit card number: 0 Kiddie Run ($15 — no late fee) Expiration date: Card type: 0 MC CI VI U Discover CIAMEX
Waiver and Release Must be signed by all entrants. I know that
running a road race is a potentially hazardous activity. I am medically
able and properly trained for the race. I assume all risks associated
with running in the event including but not limited to falls, contact with
other participants, effects of weather including heat and humidity, traffic
and the condition of the roads, all such risks of racing being known and
appreciated by me. Having read this wavier and knowing these facts
and In consideration of my acceptance of entry, I for myself, and heirs,
executor, or anyone entitled to act on my behalf, waive and release
W2 Promotions and its employees, sporteve and its employees, all
race sponsors, officials, volunteers, employees, the City of Culver City
and all governmental entities, and any of their representatives and
sucession from all claims over ever/ kind of nature whatever, foreseen
or unforeseen, known or unknown. I grant my permission to all of the
foregoing to use any photography, motion pictures, video, of sound
recordings, or any other record of this event for any legitmate purpose.
Signature: Date: Parent's signature for participant under age 18:
Parent's printed name: Date: Parent's signature: