City of Culver City, California
City Council and Redevelopment Agency Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council and the Culver City Redevelopment Agency
approve an amendment to the existing Memorandum of Understanding (“MOU”)
among the City, the Redevelopment Agency and the Culver City Downtown
Business Association (“DBA”) to include the duties and responsibilities of the
respective parties as they relate to the Downtown Holiday Tree Lighting Event
(“Downtown Tree Lighting”), including the designation of the Downtown Tree
lighting as a City-sponsored and Agency-sponsored Event.
BACKGROUND:
The Downtown Business Association is proposing to host its annual Downtown
Holiday Tree Lighting Event on Thursday, December 4, 2008 at 6:00pm. As
proposed, the Downtown Tree Lighting will be presented at Town Plaza, which is
owned by the Agency.
The Downtown Tree Lighting continues the tradition and practice of Town Plaza as
the gathering center of Downtown Culver City. This year, the community will once
again participate, with members of two school choirs performing, the Police
Officers Association arriving with Santa Claus on a sleigh, and downtown
restaurants providing refreshments. To add to the holiday environment in
Meeting Date: 11/17/08 Item Number: J-1
AGENDA ITEM: JOINT ITEM: Approval of an Amendment to Existing Memorandum of
Understanding Among the City, the Redevelopment Agency and the Downtown Business
Association to Include the Duties and Responsibilities of the Respective Parties as they
Relate to the Downtown Holiday Tree Lighting Event, Including the Designation of the
Downtown Tree Lighting Event as a City-Sponsored and Agency-Sponsored Event.
Contact Person/Dept.: Jeremy Green/
Community Development
Phone Number: (310) 253-5764
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: Master E-Mail Notification List (11/12/08); Downtown Business
Association (11/11/08); Culver City Chamber of Commerce (11/11/08).
Department Approval:
Sol Blumenfeld (11/10/08)
Agency Counsel Approval:
City Attorney Approval: Carol Schwab (by
H. Baker) (11/12/08)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (11/12/08)
Executive Director Approval:
Jerry B. Fulwood (11/12/08) City of Culver City, California
City Council and Redevelopment Agency Agenda Item Report
Downtown Culver City, the Agency will install existing holiday banners on the light
poles in the median of Culver Blvd. at a cost of $1,375.00 for installation/removal.
The Tree Lighting will generate positive publicity for Culver City and provide a
potential additional customer base for Downtown restaurants and other
businesses. As Town Plaza is completed, it will become even more of a destination
gathering location for the residents and visitors of Culver City. The Tree Lighting
will act as one of the anchors of this tradition.
On November 5, 2007, the Agency authorized the expenditure of $15,050 to
acquire an artificial tree with a life span of approximately ten (10) years, as well as
the lights and decorations that adorn the tree. Amortized over the life of the tree,
each year the Agency provides approximately $1,500 in financial support to the
Tree Lighting.
Approved in June, 2008 and effective September 1, 2008 the City, Agency and
DBA entered in to a Memorandum of Understanding, which expires on June 30,
2009 and is renewable on an annual basis. Staff is recommending an amendment
to the MOU which would add and specify the duties and responsibilities for all
parties with regard to the Tree Lighting, including the designation of the Tree
Lighting as a sponsored event.
Last year the DBA advertised in only one of the two local newspapers, as they did
not have funds to advertise in both the Culver City News and the Culver City
Observer. The cost to advertise in both newspapers is approximately $1200. In an
effort to more fully publicize the event, the DBA requests that the Agency grant an
expenditure for this year’s event in the amount of $600 to allow for an additional
advertisement. The DBA will include a line item for additional funds for the
promotion of the Holiday Event in their 2009 budget to allow for an ad in both local
newspapers.
DISCUSSION:
Memorandum of Understanding
The Agency and City Council have historically provided partial costs, fee waivers
and staff assistance to the DBA for a holiday tree in Town Plaza. Staff has also
worked with the DBA to produce the Downtown Tree Lighting in the past, although
the event itself has not officially been designated an Agency- or City-sponsored
event.
Specifically, Agency staff has, in the past, worked with the DBA to 1) request funds
to provide an eco-friendly, artificial tree, with a lifespan of approximately of ten City of Culver City, California
City Council and Redevelopment Agency Agenda Item Report
(10) years; 2) coordinate with the Public Works Department for the harnessing of
the tree and to provide electricity for the tree lights; 3) coordinate with the Police
Officers Association to provide an appearance by Santa Claus on his sleigh; 4)
provide a sound system for amplification; and 5) provide supplemental marketing
for the event.
This year, Community Development Department (CDD) staff will act as the initial
point person for the Police Officers Association, as well as the Public Works and
Fire Departments, to coordinate the elements above as well as provide
supplemental marketing for the event. On the day of the event, CDD staff will
provide the sound system and the light switch at the event location.
This year, the DBA will oversee annual storage and the installation of the tree,
provide funding for the event as allowed by the DBA budget, execute all pre-event
details and produce all aspects of the event on the given date, inclusive but not
limited to staffing, refreshments, entertainment and promotion.
Amending the MOU to include these items will allow for a more cohesive blueprint
of how the City and the Agency work with the DBA on this event.
Sponsorship Request
Currently, only Agency- or City-sponsored events have taken place at Town Plaza,
as there are no policies in effect for outside use of this Agency-owned property.
New policies are being prepared to go into effect when the expanded Town Plaza
opens.
In accordance with City Council Policy, in order to allow for the event to occur at
Town Plaza, the Agency or City would need to determine that the Downtown Tree
Lighting is a City- and/or Agency-sponsored event.
To be “sponsored” by the City or Redevelopment Agency, an event must comply
with the City Council Policy regarding Community Organizations and Culver City
Municipal Code Section 17.330.040.B.7.b.ii. confirming that the following criteria
have 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 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 regarding Community Organizations, in addition to City of Culver City, California
City Council and Redevelopment Agency Agenda Item Report
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.
In summary, in order to be eligible to take place at Town Plaza the City and/or the
Redevelopment Agency would need to take both of the following actions:
(1) determine the Downtown Tree Lighting meets the requirements of the City
Council Policy AND (2) once this determination is made, determine to designate
the Tree Lighting as a City (or Agency) sponsored event.
The amendment proposed would include the language above in addition to
insertion of the responsibilities for the City, the Agency, and the DBA related to the
Tree Lighting. This same language would be proposed in the annual renewal of
the Agreement with the DBA. The City shall also include appropriate language in a
License Agreement to reflect these actions, thereby granting the request for the
event to take place at Town Plaza on an annual basis.
The DBA requests that the City and Agency consider whether to designate the
Tree Lighting as a City- and Agency-sponsored event, based upon the above
criteria.
FISCAL ANALYSIS:
There is no fiscal impact to designate the Downtown Holiday Tree Lighting
Ceremony as an Agency- or City-Sponsored event or to borrow the sound
equipment from the Fire Department.
It will take one staff member approximately six (6) hours to complete the tasks.
This equates to Staff costs of approximately $318.00 (assuming the average fully
burdened hourly rate of $53 for a Management Analyst.)
Additionally, the cost for Public Works to harness the tree and provide electricity for
the lights that come with the tree will cost approximately $100 for two (2) hours to
complete the tasks.
The total cost in fee waivers and expenditures for this year’s event, including staff
time and the Agency costs is estimated to be:
Cost of Artificial Tree (amortized) $1,500 (Agency – already expended)
Staff time (6 hours) $ 318 (Agency)
Event marketing $ 600 (Agency)
Public Works (electricity, harnessing) $ 100 (City) City of Culver City, California
City Council and Redevelopment Agency Agenda Item Report
TOTAL $2,518
Funds are currently available in the Economic Development budget (Account No.
55090200.610200 “Marketing Services”) to fund the expenditure of $600
associated with the event.
ATTACHMENTS:
1. MOU Among the City, the Agency and the DBA.
2. City Council Policy Statement 2008-01.
3. Excerpts from City Council Meeting Minutes on November 5, 2007.
MOTION:
That the City Council:
1. Designate the Downtown Tree Lighting as a City-Sponsored Event; and,
2. Approve an Amendment to Existing Memorandum of Understanding among the
City, the Agency and the DBA to include this sponsorship and the duties and
responsibilities of the respective Parties as they relate to the Downtown Holiday
Tree Lighting Event;
3. 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. Approve a fee waiver in the amount of $100 for staff time.
That the Redevelopment Agency:
1. Designate the Downtown Tree Lighting as an Agency-Sponsored Event; and,
2. Approve an Amendment to Existing Memorandum of Understanding among the
City, the Agency and the DBA to include this sponsorship and the duties and
responsibilities of the Parties as they relate to the Downtown Holiday Tree
Lighting Event;
City of Culver City, California
City Council and Redevelopment Agency Agenda Item Report
3. Authorize Agency General Counsel to review/prepare the necessary
documents and authorize the Executive Director to execute such documents on
behalf of the Agency; and
4. Approve a fee waiver of $318 for staff time and an advertising expenditure of
$600 for the 2008 Downtown Tree Lighting.
MEETING DATE: November 17, 2008
AGENDA ITEM: Consideration of Approval of an Amendment to
Existing Memorandum of Understanding Among the
City, the Redevelopment Agency and the Downtown
Business Association to Include the Duties and
Responsibilities of the Respective Parties as they
Relate to the Downtown Holiday Tree Lighting Event,
Including the Designation of the Downtown Tree
Lighting as a City-Sponsored and Agency-Sponsored
Event.
ATTACHMENTS
Pages
1. MOU Among the City, the Redevelopment Agency 1-6
and the Downtown Business Association.
2. City Council Policy Statement 2008-01. 7-13
3. Excerpts from City Council Meeting Minutes on 14
November 5, 2007.
ATTACHMENT 1
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78910111213ATTACHMENT 3
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