City of Culver City, California
Redevelopment Agency Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council (“Council”):
1. Consider a fee waiver request made by the Culver City Chamber of Commerce
(“Chamber”) for the “Business E Waste Roundup” event; and,
2. Designate the Culver City Chamber of Commerce (“Chamber”) “Business E
Waste Roundup” as a City-Sponsored event.
Staff recommends the Redevelopment Agency (“Agency”):
1. Determine what level of support, if any, it wishes to provide to the Chamber in
the form of reimbursement to the City of its costs associated with the Business
E Waste Roundup; and,
2. Consider a fee waiver request for Agency costs; and,
3. Designate the Business E Waste Roundup as an Agency-Sponsored event.
BACKGROUND:
The Chamber plans to present its second “Business E Waste Roundup” event on
April 24 and 25, 2009 from 8:00 a.m. to 3:00 p.m. on both days. The first roundup
event occurred on October 29, 2008 from 8:00 a.m. to Noon at the former
Meeting Date: 02/17/09 Item Number: J-1
AGENDA ITEM: JOINT ITEM: 1) Consideration of a Fee Waiver Request by the
Culver City Chamber of Commerce for the “Business E Waste Roundup” Event; 2)
Designation of the Business E Waste Roundup as a City-Sponsored or
Redevelopment Agency- Sponsored Event; and 3) Determination of the Level of
Redevelopment Agency Support for the Event.
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: Downtown Business Association (02/03/09); Chamber of Commerce
(01/21/09); Master Notification List (02/03/09).
Department Approval:
Sol Blumenfeld (02/03/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (02/11/09)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (02/11/09)
City Manager Approval:
Jerry B. Fulwood (02/11/09) City of Culver City, California
Redevelopment Agency Agenda Item Report
Albertson Chevrolet site, 4114 Sepulveda Boulevard, southern parking lot.
California Recycles was engaged for the original event, which is the same
company that the Culver City Sanitation Division uses for their E Waste events.
California Recycles expected to take away 3 pallets of waste. Upon completion of
the event, 15 pallets of waste had been collected. In the future, the Chamber of
Commerce plans to regularly hold two E Waste Recycling events per year, one in
April and one in October. For the April event, ARC Recycling has been engaged to
collect and handle the waste. The event will occur, once again, at 4114 Sepulveda
Boulevard.
The Chamber of Commerce events targets Culver City businesses, a different
target group from the Sanitation events. The Chamber will reach out to businesses
through their e-newsletter and through additional advertising. To ensure outreach
to the entire Culver City business community, the Chamber requests that the City
or Agency sponsor the Business E Waste Roundup, provide additional outreach
assistance, and allow the placement of banners in the three designated right-of-
way locations for this event.
DISCUSSION:
In the past, a number of events have been sponsored by the Agency or the City:
Taste of the Nation, George Barris’ Cruisin' Back to Culver City Car Show, and the
Chamber of Commerce Business Expo. The Agency and City participated in these
events financially due to their positive economic impact. The Agency and City
sponsored the first Chamber of Commerce Business E Waste Roundup in
October, 2008. The Business E Waste Roundup not only provides a positive
economic impact but also an environmental impact, assisting businesses in
recycling efforts that will maintain Culver City as a healthy municipality for
commerce and business.
Banner Request:
The Chamber requests that Council allow the organization to post banners in the
public right-of-way to advertise the Business E Waste Roundup event. 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 City of Culver City, California
Redevelopment Agency Agenda Item Report
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,
preparation or promotion of the event. Further, in accordance with the recently
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 (Attachment 1.)
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 Business E Waste Roundup 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.
The Chamber requests that the Council designate the Business E Waste Roundup
a City-sponsored and/or Agency-sponsored event, based upon the above criteria
as contained in the CCMC and the Policy.
Last year both the Agency and the Council approved the fee waiver request for
$1,067, with the Agency reimbursing the City for the full amount. After determining
that the criteria of the City Council Policy statement 2008-01 had been met, the
Business E Waste Roundup was designated as both a City- and Agency-
sponsored event. (Attachment 2.)
Incorporation of Proposal in Memorandum of Understanding with the Chamber
Because of the relative close proximity of this event, this item has been brought
separately for consideration by the City Council at this time. Should the City
Council approve this item, it would be included as part of an overall Memorandum
of Understanding to be negotiated between the City and the Chamber pursuant to
City Council Policy 2008-01 (Community Organizations), which MOU will be
brought to Council for consideration within the next two months.
FISCAL ANALYSIS:
City of Culver City, California
Redevelopment Agency Agenda Item Report
Staff has compiled costs associated with the Business E Waste Roundup, which
are estimated to be approximately $1,300. The Chamber of Commerce has
requested a fee waiver for this amount. It will take one staff member approximately
10 hours to complete the tasks. This equates to costs of approximately $550
(assuming the average fully burdened hourly rate of $55 for a Management
Analyst.) In addition to Agency staff costs, the costs for Public Works would be
$464 for banner installation costs and a banner Planning Division fee waiver of
$79.04 for each banner location, totaling approximately $237.
The costs are calculated as follows:
Staff time (10 hours) (Agency) $ 550.00
Banner fee costs (City) $ 237.00
Banner Installation Costs (City) $ 464.00
Total City and Agency Costs $1,251.00
ATTACHMENTS:
1. City Council Policy Statement 2008-01.
2. Excerpt from City Council Minutes on October 6, 2008, designating the first
Chamber Business E Waste Roundup as a City-Sponsored Event.
MOTION:
That the City Council:
1.A. Approve the fee waiver request made by the Chamber of Commerce for
the “Business E Waste Roundup” and determine the amount t be $- ;
OR
1.B. Deny the fee waiver request made by the Chamber of Commerce for the
e “Business E Waste Roundup.”
AND
2.A. Determine the criteria of the City Council Policy Statement 2008-01 have
been met, designate the “Business E Waste Roundup” as a City-
sponsored event and allow the banners to be posted in the Public right-
of-way;
OR City of Culver City, California
Redevelopment Agency Agenda Item Report
2.B. Determine that the “Business E Waste Roundup” is not a City-sponsored
event.
That the Redevelopment Agency:
1.A. Approve the Agency fee waiver request made by the Chamber of
Commerce for the “Business E Waste Roundup” and determine the level
of support, if any, it wishes to provide to the Round-up in the form of a
reimbursement to the City of its costs associated with the event to be $
________;
OR
1.B. Deny the fee waiver request made by the Chamber of Commerce for the
Business E Waste Roundup. Determine what level of support, if any, it
wishes to provide to the Roundup in the form of a reimbursement to the
City of its costs associated with the event.
AND
2.A. Determine the criteria of the City Council Policy Statement 2008-01 have
been met, designate the “Business E Waste Roundup” as an Agency-
sponsored event and allow the banners to be posted in the Public right-
of-way;
OR
2.B. Determine that the Business E Waste Roundup is not an Agency-
sponsored event.
MEETING DATE: February 17, 2008
1) Consideration of a Fee Waiver Request by the
Culver City Chamber of Commerce for the "Business
E Waste Roundup" Event; 2) Designation of the
Business E Waste Roundup as a City-Sponsored or
Redevelopment Agency- Sponsored Event; and 3)
Determination of the Level of Redevelopment Agency
Support for the Event.
AGENDA ITEM:
ATTACHMENTS
Pages
1. City Council Policy Statement 2008-01. 1-7
2. Excerpt from City Council Minutes on
8
October 6, 2008, designating the first Chamber
Business E Waste Roundup as a
City-Sponsored Event.ATTACHMENT 1|1010| RESOLUTION NO. 2008-R 2|1010| A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CULVER CITY, CALIFORNIA, ADOPTING CITY|1010| COUNCIL POLICY STATEMENT NO. 2008-01 RELATED
TO COMMUNITY ORGANIZATIONS.|101010| WHEREAS, on February 19, 2008 at a duly noticed public meeting of the City|1010|8 Council, the City Council discussed a proposed policy related to Culver City Community
9 Organizations; and
10 WHEREAS, the proposed policy establishes objective criteria to assist in
11 determining (1) whether a Community Organization or Community Event is considered
12 "City Sponsored" for determination of rental rates at the Veterans Memorial Complex
13
and/or other purposes; and (2) which Community Organizations and/or Community Events
14
are eligible to place a banner on the City's banner poles; and
15
16 WHEREAS, the proposed policy further establishes a process for formalizing
17 a relationship between the City and a particular Community Organization through a
18 Memorandum of Understanding, or similar written agreement, to address the respective
19 duties and responsibilities of the City and the Community Organization, which formalized
20
relationship benefits the City, the Community Organization, the members of the Community
21
Organization and the community at large.
22
23 NOW, THEREFORE, the City Council of the City of Culver City, California,
24 DOES RESOLVE as follows:
25 1 The City Council hereby adopts City Council Policy Statement No.
26
LL1L-1(-,- entitled "Community Organizations," which City Council Policy Statement is
27
attached hereto as Exhibit 'A" to this resolution and incorporated herein by this reference.
28
-1- 2008-R011 1
30ALAN CORLIN, MAYOR
City of Culver City, California|101010101010|interested parties, which include, but are not limited to Culver City Community|1010|8 Organizations and City Staff.
4. City Council Policy Statement No. 2008- 01 shall be effective on|10 10|10 the first day after the expiration of a specifiC-Community Organization's existing rental
11 agreement with the City, or January 1, 2009, whichever date occurs first.
12 5. In the event there is a conflict between City Council Policy Statement
13
2008-01 and any other City policies, City Council Policy Statement No. 2003- 01
14
shall control.
15
6_
16 The City Manager is hereby directed to prepare any proposed
17 amendments to City Council Policy Statements to resolve said conflicts, if any, and to
18 present those proposed amendments to the City Council as needed for consideration.
19 APPROVED and ADOPTED this 19 th day of February, 2008.
20
21
22
23
24
ATTEST: APPROVED AS TO FORM:
1----)ki-777)./) A
25
26 iIA9k7,(A`z
27 CHRI OPHSR ARMENTA, City Clerk OL A. C AB, City Attorney
28
-2-
2008-Roll 2
2. The City Manager is hereby authorized to format this policy statement in a
format consistent with other City Council Policy Statements and shall include the final
version of this City Council Policy Statement with other adopted City Council Policy
Statements_
3. The City Manager shall distribute this City Council Policy Statement to
30City Council Policy Statement No. 2008.;01
Subject Matter: Community Organizations
Adopted by Resolution No. 2008-Ron.
PURPOSE
The purpose of this policy is to provide objective criteria for application in
determining the status of a Community Organization with respect to three areas:
• City Sponsorship
• Eligibility for use of the City's Banner Poles
• the Official Relationship between the City and the
Community Organization
This Policy shall apply to all Community Organizations that are provided financial
support by the City and/or the Redevelopment Agency. Additionally, this Policy
shall provide additional clarification when determining if a Community
Organization qualifies as "City Sponsored" for purposes of determining
applicability of rental rates at the Veterans Memorial Complex and other City
facilities and other purposes.
GENERAL DEFINITION OF CITY SPONSORED AND CIVIC EVENT OR
ACTIVITY
"Sponsored" means that the City and/or Redevelopment Agency is (a)
participating in an official capacity in the planning, preparation or promotion of the
Civic 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. (this definition is taken from Culver City Municipal
Code Section 17.330.040.B.7.b.ii)
"Civic event or activity" means any event or activity organized or sponsored by
the City or Redevelopment Agency including, but not limited to, (a) any public
program or educational activity; and (b) the commemoration or celebration of any
historical date, event or person, holiday or persons or events of local, state or
national significance. ( this definition is taken from Culver City Municipal Code
Section 17.330.040.B.7. b. i)
COMMUNITY ORGNAIZATION CATEGORIES
Category 1: Official City Committees
To be eligible for this category, the Community Organization must meet the
following criteria:
Page 1 of 5
Exhibit "A" to Resolution No. 2008-R Oa(1) All members of the Community Organization are either appointed (a)
directly by the City Council or (b) by any City Council/Agency created
body upon direction of the City Council; OR
(2) The Community Organization's members are approved and/or
ratified by the City Council/Agency.
For clarification, the City Council, Redevelopment Agency, and City Staff (in
the conduct of Official City Business) are also included in Category 1.
Summary Table
City and/or Banner ?
Lease/MOU
Agency
Needed?
Sponsored?
Yes I Yes
Category 2: Cooperative Community Groups
This category includes Community Organizations that meet all of the following
criteria:
Members are not appointed by the City Council or a City
Council created body
The Community Organization works closely with the City
Council/Staff to organize civic events and/or activities
organized or sponsored by the City or Redevelopment Agency
(as those terms are defined in Section 17.330.040.B.7.b of the
Municipal Code — Attachment 2)
Directly receives or provides City or Agency funds (as
opposed to a waiver of fees) approved by the City Council;
The Community Group is a legally recognizable group (for
example, a corporation, a 501(c)(3) organization, etc.)
The Community Group has negotiated and executed a
Memorandum of Understanding (MOU)* with the City.
Summary Table
City and/or
Banner?
Lease/MOU
Agency
Needed?
Sponsored?
No
Maybe**
Yes
*The terms Lease/MOU refer to any written agreement approved by both the
City/Agency and the Organization.
**Subject to the terms of the MOU and compliance with CCMC Section
17.330.040.
Page 2 of 5
Exhibit "A' to Resolution No 2008-R °II-
4Category 3: City Sponsored Events
This category is for events which are produced by City Organizations that are
not Official City Committees (Category 1) or Cooperative Community Groups
(Category 2). To be considered a City Sponsored Event, the event must:
(1) be a civic event or activity organized or sponsored by the City or
Redevelopment Agency (CCMC Section 17.330.040.117.a); and
(2) To determine whether the civic event or activity is "sponsored"
by the City or Redevelopment Agency, the following criteria must be
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) contributes 25% of the total estimated cost of
the event or activity or at least $1,000, whichever is less. (Note: this
contribution may take the form if funds, labor, staff time, materials, a
waiver of fees, or any combination of the foregoing); and,
(3) By specific action, the City Council has determined that the
above criteria have been met
Summary Table
City and/or
Banner ?
Lease/MOU
Agency
Needed?
Sponsored?
Yes
Yes No*
Category 4: City Facility Lessees
These are Community Organizations which are parties to a lease agreement
with the City and/or the Redevelopment Agency. The lease agreement is
subject to the legal review and approval of the City Attorney's Office and
approval by the City Council.
The lease agreements embody the responsibilities of both the City/Agency
and the lessee (Community Organization). Additionally, leases can only be
executed between the City/Agency and a legally recognizable group.
Summary Table
City and/or
Agency
Sponsored?
Banner ? Lease/MOU
Needed?
No No Yes
Page 3 of 5
Exhibit "A" to Resolution Na 2008-R 01
5Category 5: Volunteer Organizations and Individuals
No specific privileges are granted to volunteer organizations or individuals, in
general_ However, Volunteer Organizations may request the City Council
enter into a MOU or similar agreement which would require the City Council's
approval (so long as the Volunteer Organization is a Legally Recognized
Entity)_
Summary Table
City and/or
Banner ?
Lease/MOU
Agency
Needed?
Sponsored?
No
Maybe
Category 6: Other Organizations
This category captures those Community Organizations which do not qualify
for the other 5 categories. Community Organizations which petition the City
for benefits are required to enter into either a lease agreement (in which case
they would qualify for Category 4) or enter into an MOU with the City.
Additionally, the number of Organizations which qualify for Category 6 should
be small in number.
Summary Table
City and/or
Banner ?
Lease/MOU
Agency
Needed?
Sponsored?
No
No
Maybe
LEGALLY RECOGNIZED STATUS
Community Organizations who wish to receive support from the City shall be
organized in a legally recognizable way. Following are several examples of a
legally recognized entity:
• Corporation
• Partnership (including limited partnership)
• Charitable Organization 501(c)(3) or equivalent
• Sole Proprietorship
The City Attorney's Office may determine other legally recognizable entities
which would be eligible to enter into agreements with the City.
Page 4 of 5
Exhibit "A' to Resolution No. 2008-RG011
6FISCAL REPORTING
Because of the importance of carefully monitoring of the use of the public's
money, staff is directed to include in all MOUs with Community Organizations
a requirement to report at least semi-annually to the City Council on the
financial activities of the Organization. This provides the Organization with an
opportunity to inform the City Council of its activities over the last six-month
period and provides the City Council with an opportunity to ask questions of
• the Organization.
IMPLEMENTATION DATE
This policy shall become effective: The first day after the expiration of a specific
Community Organization's existing rental agreement with the City, or January 1,
2009, whichever date occurs first.
Page 5 of 5
Exhibit "A" to Resofution No. 2008-R Oil
7ATTACHMENT 2
Excerpt from
ADJOURNED REGULAR MEETING OF THE
CITY COUNCIL, CITY OF CULVER CITY, CALIFORNIA
Joint Items
October 6, 2008
Item J-1
1) Consideration of a Fee Waiver Request by the Culver City
Chamber of Commerce for the "Business E-Waste Roundup"
Event; 2) Designation of the Business E-Waste Roundup as a
City-Sponsored or Redevelopment Agency-Sponsored Event; and
3) Determination of the Level of Redevelopment Agency
Support for the Event
Staff presented a summary of the material of record.
Councilmember O'Leary commented on the duplication of paper
used for joint items and asked that the issue be addressed.
Mayor Malsin moved to adopt the staff recommendation.
Councilmember O'Leary seconded the motion and the
discussion continued.
Councilmember Armenta received clarification that there
were no charges to businesses, and residents were welcome
to drop off materials as well.
Councilmember Silbiger questioned whether the Chamber of
Commerce would receive any money.
Steven Rose, Culver City Chamber of Commerce, clarified
that the Chamber was spending money on the banners and to
advertise the event, with a request for waiver of the
permit fee to hang the banners and for the 10 hours of
staff time for installation.
Following discussion, the following motion was made:
MOVED BY MAYOR MALSIN, SECONDED BY COUNCILMEMBER O'LEARY,
AND UNANIMOUSLY CARRIED, THAT THE CITY COUNCIL:
1.A. APPROVE THE FEE WAIVER REQUEST MADE BY THE CHAMBER OF
COMMERCE FOR THE "BUSINESS E-WASTE ROUNDUP" AND DETERMINE
THE AMOUNT TO BE $1,067.00; AND
2.A. DETERMINE THE CRITERIA OF THE CITY COUNCIL POLICY
STATEMENT 2008-01 HAVE BEEN MET AND DESIGNATE THE "BUSINESS
E-WASTE ROUNDUP" AS A CITY-SPONSORED EVENT.|1013|