City of Culver City, California
City Council Agenda Item Report
J1-1
RECOMMENDATION
Staff recommends the City Council (“Council”):
1. Approve a fee waiver request in the amount of $12,000 for the Sixth Annual
Culver City Car Show (the “Car Show”); and,
2. Approve a license agreement for the Car Show;
3. Designate the Car Show as a City-sponsored event; and
4. Allow the Culver City Exchange Club (the “Exchange Club”) use of the Parks,
Recreation and Community Services (“PRCS”) Global Electric Motor (“GEM”)
truck.
Staff recommends the Redevelopment Agency (“Agency”):
1. Determine that the City should be reimbursed $12,000 for costs associated
with the Car Show.
Meeting Date: 03/02/09 Item Number: J-1
AGENDA ITEM: JOINT ITEM: 1) Consideration of a Fee Waiver Request by the
Culver City Exchange Club for the Sixth Annual Culver City Car Show; 2)
Approval of a License Agreement for the Car Show; 3) Consideration of
Designation of the Sixth Annual Culver City Car Show as a City-Sponsored Event;
and 4) Determine the Level of Redevelopment Agency Support for the Car Show.
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: Culver City Exchange Club (02/24/09); Downtown Business
Association (02/26/09); Chamber of Commerce 02/26/09); Master Notification List
(2/26/09).
Department Approval:
Sol Blumenfeld (02/26/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (02/26/09)
Fiscal Impact Approval:
Jeff Muir (by N. Kimball)(02/26/09)
City Manger Approval:
Jerry B. Fulwood (02/26/09) City of Culver City, California
City Council Agenda Item Report
J1-2
BACKGROUND
At the direction of City Council at the Council Meeting on Monday, February 23,
2009, staff met with the Culver City Exchange Club on Tuesday, February 24, 2009
to discuss the Culver City Car Show and work towards providing a fiscal solution that
could be accommodated by the City and Agency. The February 23, 2009 staff report
and attachments have been included for review. (Attachment 1.)
DISCUSSION
Fee Waiver Request
Prior to the meeting with the Exchange Club, staff determined that it would be able
to reduce the amount of the waiver request from approximately $21,000 to
approximately $14,600 through reductions in Public Works, Police Department and
Agency staff time.
During the meeting, the Exchange Club determined that they could further reduce
the amount of the waiver request by an additional $1,800 through increased car
registrations and an increase in vendor booth sales, and reductions in expenses for
the entertainment provided during the event.
Although the fee waiver request has been adjusted to account for budget decreases
in both the Exchange Club costs, and City and Agency staff time, the adjustments
are still $800 short of the $12,000 amount recommended by staff. Staff is
recommending a maximum contribution of $12,000 due to the fiscal challenges the
City is facing.
If the City were to waive the $12,000 amount recommended by staff, the Exchange
Club would be required to reimburse the City approximately $2,600 in order to fund
the difference as the Car Show cannot be conducted without the staff members
identified.
The adjustments are summarized below:
Revised City costs $14,600
Additional Exchange Club contribution (net) -$ 1,800
Subtotal of existing waiver request $12,800
Waiver amount recommended by staff -$12,000
Shortfall recommended to by funded by Exchange Club $ 800
It should also be mentioned that the variation in costs estimated by the City between
the initial estimate of approximately $27,000 and the revised estimate of $14,600 are City of Culver City, California
City Council Agenda Item Report
J1-3
the result of a significant effort to reduce City expenses to the absolute minimum
while providing the services necessary to ensure a safe and well-planned event.
It should also be noted that staff’s recommendation is unique to this particular event.
The Exchange Club has begun advertisement and marketing for this year’s Car
Show (scheduled for May, 2009). Because of the significant financial challenges
facing the City as a result of the current unprecedented economic conditions, staff
will be recommending to the City Council a number of measures that, if adopted,
may result in a reduction or elimination of fee waivers for events that have
historically received City and/or Agency support. Applications for fee waivers from
this point forward should be aware of this eventuality and may wish to plan
accordingly.
License Agreement
For each of the past year’s Car Show events, the City has entered into a License
Agreement with the Exchange Club setting forth the duties and responsibilities of the
Exchange Club relating to the operation of the Car Show, and any benefits conferred
upon the Exchange Club by the City (i.e. use of City equipment; fee waiver, where
applicable; etc.) Staff recommends that the Council approve a license agreement
with the Exchange Club (regardless of the amount of the fee waiver) and direct the
City Attorney’s Office to prepare such agreement consistent with the Council’s
direction this evening.
Banner Request
The Exchange Club requests that Council allow the organization to post banners in
the public right-of-way to advertise the event. The banners would be produced at
the Exchange Club’s own cost. The Exchange Club requests a waiver for the permit
fees ($237) and cost of staff time required to install the banners ($464).
In order to be eligible for a banner, the City Council and/or the Redevelopment
Agency would need to take both of the following actions: (1) determine the Car
Show is a City and/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.
Should the Council and/or Agency take both of these actions, the City Attorney shall
include appropriate language in the License Agreement to reflect these actions,
thereby granting the request for banners.
City of Culver City, California
City Council Agenda Item Report
J1-4
FISCAL ANALYSIS
The City’s and Agency’s total costs associated with the Car Show have been
reduced to approximately $14,600. This includes a reduction in staff costs in the
Police Department, Public Works department and the Agency.
The Exchange Club has also made changes to the budget for the event. They have
increased projected income from $41,100 to $47,450 and reduced their expenses by
$1,536. This includes a projected increase in the number of cars that register,
vendor booths sold, and an expected doubling of raffle and poster sales, while the
expectation for sponsorship has been reduced by $2,000. The Exchange Club has
budgeted enough projected revenue to cover the remaining $800 in the personnel
services, not covered by the recommended waiver amount of $12,000. (Attachment
2 and 3.)
If a waiver is granted by the City Council, the costs are recommended to be
reimbursed by the Agency. Agency funding of $12,000 has been appropriated in the
2008-2009 budget (Account No. 55090200.516600 “Special Events & Meetings”) to
cover the $12,000 reimbursement to the City. The difference between the
recommended fee waiver/Agency support of $12,000 and the actual costs currently
estimated at $14,600 (or a current estimate of $2,600) will be invoiced by the City to
the Exchange Club upon conclusion of the event and reconciliation by the City.
The estimated costs are provided below for Council review:
City Costs:
Fire: $ 0 Radios
Police: $3,500 Staff time
PRCS:
Equipment $ 268 Tables, 26 Chairs, Podium
$ 0 GEM Truck
Public Works:
Maintenance Op. $1,700 2 traffic, 1 electrical, 3 maintenance staff
Engineering $7,040 3 staff
Sanitation $1,090 Additional bins, Scout vehicle, staff time
Finance Department $ 317 Engineer permit fee, event permit
Banner Permit Fees: $ 237 Banner Permit Fee ($79.04 per location)
Banner install staff time:$ 464
Transportation: $ 0 Staff time
Total City costs: $14,616
City of Culver City, California
City Council Agenda Item Report
J1-5
ATTACHMENTS
1. Staff report and attachments from February 23, 2009 Council Meeting
2. Original Budget from Exchange Club
3. Revised Budget from Exchange Club
4. Comparison of Exchange Club Budgets
MOTION
That the City Council:
1A. Approve the fee waiver request made for the Culver City Car Show and
determine the amount of the fee waiver to be $12,000;
OR
1B. Deny the fee waiver request made for the Culver City Car Show.
AND
2A. Designate the Sixth Annual Car Show as a City-sponsored event;
OR
2B. Determine that the Sixth Annual Car Show is not a City-sponsored event.
AND
3. Approve a License Agreement with the Culver City Exchange Club; authorize the
City Attorney to review/prepare necessary documents; and authorize the City
Manager to execute such documents on behalf of the City.
AND
4. Authorize the use of the Parks, Recreation and Community Services (“PRCS”)
Global Electric Motor (“GEM”) truck.
That the Redevelopment Agency:
1A. Determine the level of financial support the Redevelopment Agency
wishes to provide for the Car Show to be $12,000 (staff recommends that City of Culver City, California
City Council Agenda Item Report
J1-6
any financial support be in the form of a reimbursement to the City of its
costs associated with the event)
OR
1B. Authorize the financial support to be $_________________;
AND
2A. Designate the Sixth Annual Car Show as a Redevelopment Agency-
sponsored event;
OR
2B. Determine that the Sixth Annual Car Show is not a Redevelopment
Agency-sponsored event.
MEETING DATE: March 2, 2009
AGENDA ITEM: 1) Consideration of a Fee Waiver Request by the
Culver City Exchange Club for the Sixth Annual
Culver City Car Show; 2) Approval of a License
Agreement for the Car Show; 3) Consideration of
Designation of the Sixth Annual Culver City Car
Show as a City-Sponsored Event; and 4)
Determine the Level of Redevelopment Agency
Support for the Car Show.
ATTACHMENTS
Pages
1. Staff report and attachments from February 23, 2009 1-19
Council Meeting
2. Original Budget from Exchange Club 20
3. Revised Budget from Exchange Club 21
4. Comparison of Exchange Club Budgets 22ATTACHMENT 1
City of Culver City, California
City Council Agenda Item Report
Meeting Date: 02/23/09 Item Number: J-1
AGENDA ITEM: JOINT ITEM: 1) Consideration of a Fee Waiver Request by the
Culver City Exchange Club for the Sixth Annual Culver City Car Show; 2)
Approval of a License Agreement for the Car Show; 3) Consideration of
Designation of the Sixth Annual Culver City Car Show as a City-Sponsored Event;
and 4) Determine the Level of Redevelopment Agency Support for the Car Show.
Contact Person/Dept.: Phone Number:
Jeremy Green, Community Development (310) 253-5764
Fiscal Impact: Yes [X] No D General Fund: Yes [X] No []
Public Hearing: D Action Item: [X] Attachments: [X]
Public Notification: Culver City Exchange Club (01/20/09); Downtown Business
Association (02/03/09); Chamber of Commerce 02/03/09); Master Notification List
(2/18/09).
Department Approval:
Sol Blumenfeld (02/18/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (02/18/09)
Fiscal Impact Approval:
Jeff Muir (by N. Kimball) (02/18/09)
City Manager Approval:
Jerry B. Fulwood (02/18/09)
RECOMMENDATION
by the Culver City Exchange Club (the
Culver City Car Show (the "Car
Car Show; and,
event.
Recreation and Community Services
truck.
cost of staff time.
any, it wishes to provide to the Car Show
the City of its costs associated with the
Staff recommends the City Council:
1. Consider a fee waiver request made
"Exchange Club") for the Sixth Annual
Show"); and,
2. Approve a license agreement for the
3. Designate the Car Show as a City-sponsored
4. Authorize the use of the Parks,
("PRCS") Global Electric Motor ("GEM")
Staff recommends the Redevelopment Agency:
1. Consider a fee waiver request for the
2. Determine what level of support, if
in the form of a reimbursement to
event.
J1-1City of Culver City, California
City Council Agenda Item Report
BACKGROUND
The Culver City Exchange Club is proposing to host the Sixth Annual Culver City
Car Show on Saturday, May 9, 2009. As proposed, the Car Show will be
presented in the same general area as in the prior four years: along Culver
Boulevard between Duquesne Avenue and Ince Boulevard (Attachment 1). The
original request was made by the Exchange Club on September 26, 2008 and a
response was sent on October 30, 2008 to place the item on the schedule in
January, 2009 (Attachments 2 and 3). This item has been rescheduled several
times due to scheduling conflicts.
DISCUSSION
Fee Waiver Request
Last year, the Council approved a fee waiver requested by the Exchange Club, the
promoter of the Car Show, in the amount of $10,000. Tonight the Council and
Agency are asked to consider the fee waiver for this year's event.
Staff met with representatives of the Exchange Club on December 17, 2008 to
discuss successes and challenges of the 2008 event. The event elements remain
essentially unchanged for 2009.
The Exchange Club finalized their Special Event Permit application, which was
heard by the Committee on Permits and Licenses (the "Committee"). The
Committee authorized a permit for this year's event on January 14, 2009.
Staff has compiled costs, in cooperation with other City staff, associated with the
Car Show and is estimated to be approximately $21,844. This is comprised of
approximately $21,022 in staff time for staff from various departments, $554 in
permit fees, and $268 in hard costs for equipment (see detailed breakdown in
Fiscal Analysis section). The Exchange Club has requested that the Council grant
a waiver for this amount. The costs to the City would be incurred primarily by the
Public Works, Police, and Parks, Recreation and Community Services
Departments. The majority of the costs that have been projected by the Public
Works and Police Departments are for staff time and reflect an increase in staff
costs. The cost to the Agency is for a staff person who acts as a liaison and assists
the Exchange Club with their requests.
In exchange for the City's permission to use City equipment, the Exchange Club
shall provide the City with use of three booth spaces and one vehicle display space
during the Car Show for purposes deemed appropriate by the City.
J1-2City of Culver City, California
City Council Agenda Item Report
During past events, the Exchange Club utilized a Parks, Recreation and
Community Services ("PRCS") Global Electric Motor ("GEM") truck. The Exchange
Club requests that Council consider its request to use the GEM truck again this
year. The use of the GEM truck requires Council authorization. If the Council
authorizes the use, the Exchange Club will provide a certificate of general liability
insurance in an amount of $1 million and a Special Endorsement Form naming the
City as additionally insured, as well as automobile insurance covering the
Exchange Club's volunteer driver.
License Agreement
For each of the past year's Car Show events, the City has entered into a License
Agreement with the Exchange Club setting forth the duties and responsibilities of
the Exchange Club relating to the operation of the Car Show, and any benefits
conferred upon the Exchange Club by the City (i.e. use of City equipment; fee
waiver, where applicable; etc.) Staff recommends that the Council approve a
license agreement with the Exchange Club and direct the City Attorney's Office to
prepare such agreement consistent with the Council's direction this evening.
Banner Request
The Exchange Club requests that Council allow the organization to advertise by
posting banners in the public right-of-way. The banners would be produced at the
Exchange Club's cost. The Exchange Club requests a waiver for the permit fees
($237) and cost of staff time required to install the banners ($464).
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 1 7.330.040.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
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,
J1-3City of Culver City, California
City Council Agenda Item Report
preparation or promotion of the event. Further, in accordance with the 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.
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 Culver City Car Show 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.
Staff recommends the City Council and/or the Redevelopment Agency consider
whether to designate the Sixth Annual Culver City Car Show as a City-sponsored
and/or Redevelopment Agency-sponsored event, based upon the above criteria.
Should the Council and/or Agency take both of these actions, the City Attorney
shall include appropriate language in the License Agreement to reflect these
actions, thereby granting the request for banners.
FISCAL ANALYSIS
The City's and Agency's total cost associated with the Car Show, primarily staff
time, are estimated to be approximately $21,844. If a waiver is not granted by the
City Council, staff would invoice the Exchange Club for the actual costs incurred. If
a waiver is granted by the City Council, the costs will either be absorbed by the
City's General Fund or reimbursed by the Agency.
If the Council decides to waive the fees and staff costs, the Agency may take up
the question of whether to make up the City's loss. Agency funding of $12,000 has
been appropriated in the 2008-2009 budget (Account No. 55090200.516600
"Special Events & Meetings") to cover the estimated hard costs for the 2009 Car
Show (i.e. permit fees, equipment rental, materials, etc.); staff costs would be
reimbursed through the annual Cost Allocation Plan.
The City Council/Agency Board may decide to waive all, a portion of, or none of
the costs requested by The Exchange Club.
For comparison purposes, the waiver of fees and staff costs requested for this
event in 2008 was approximately $14,000 and the Council approved $10,000. Last
year, the Agency reimbursed the City for staff costs.
J1-4City of Culver City, California
City Council Agenda Item Report
This year's costs have increased due to changes in departmental fees and
charges, as well as staff time cost increases. A complete cost comparison between
the 2008 and the 2009 event have been included for your review (Attachment 4).
The Public Works Department budget includes engineering and traffic staff costs
for the planning of the event and for supervision on the day of the event,
maintenance/operations and electrical costs. This will ensure specific overview for
the event.
Last year, Public Works staff time was estimated based on regular hourly rates.
This year, the rates supplied from Public Works includes fully burdened, double
time rates per hour, to reflect the true costs of the work that will occur during the
weekend event. These rates significantly increase the budget request from last
year. Had matching types of rates been utilized, the 2009 budget would have
remained closer to that of last year for staff costs.
Last year, the Police Department's budget had decreased due to the use of 16
non-paid Reserve Police Officers, resulting in a reduction in the number of paid
Police Officers needed for the event. This year, there is a potential that fewer
Reserve Police Officers will be available, resulting in the need for additional paid
Police Officers_ Last year, Agency staff time costs were not included in the request.
For this year the costs are included.
The estimated costs are provided below for Agency and Council review:
City Costs:
Fire: $ 0 Radios
Police: $6,789 Staff time
PRCS:
Equipment $ 268 Tables, 26 Chairs, Podium
$ 0 GEM Truck
Public Works:
Maintenance Op. $1,700 2 staff
Engineering $9,879 3 staff
Sanitation $1,090 staff time, disposal
Transportation: $ 0 Staff time
Treasury: $ 317 Engineer permit fee, event permit
Total City costs: $20,043
Banner Permit Fees: $ 237 Banner Permit Fee ($79.04 per location)
Banner install staff time: $ 464
J1-5
JCity of Culver City, California
City Council Agenda Item Report
Total City costs
including Banners: $20,744
Banners would be produced at the Exchange Club's cost.
Agency Costs:
Staff time
$ 1,100 (20 hours at $55 for fully burdened
Management Analyst)
Total Agency Costs: $ 1,100
Total Costs: $21,844
ATTACHMENTS
1. Map of Downtown Culver City with Street Closures.
2. September 26, 2008 Letter and Attachments from the Exchange Club.
3. October 30, 2008 Letter of Response to Culver City Exchange Club.
4. Cost comparisons for 2008 and 2009.
MOTION
That the City Council:
1A. Approve the fee waiver request made for the Culver City Car Show and
determine the amount of the fee waiver to be $
OR
1B. Deny the fee waiver request made for the Culver City Car Show.
AND
2A. Desionate the Sixth Annual Car Show as a City-sponsored event.
OR
2B. Determine that the Sixth Annual Car Show is not a City-sponsored
event.
AND
J1 -6City of Culver City, California
City Council Agenda Item Report
3. Approve a License Agreement with the Culver City Exchange Club;
authorize the City Attorney to review/prepare necessary documents; and
authorize the City Manager to execute such documents on behalf of the
City.
AND
4. Authorize the use of the Parks, Recreation and Community Services
("PRCS") Global Electric Motor ("GEM") truck.
That the Redevelopment Agency:
1A. Determine the level of financial support the Redevelopment Agency
wishes to provide for the Car Show to be $12,000 as budgeted (staff
recommends that any financial support be in the form of a
reimbursement to the City of its costs associated with the event)
OR
1B. Authorize the financial support to be $
AND
2A. Designate the Sixth Annual Car Show as a Redevelopment Agency-
sponsored event;
OR
2B. Determine that the Sixth Annual Car Show is not a Redevelopment
Agency-sponsored event. MEETING DATE: February 23, 2009
AGENDA ITEM: 1) Consideration of a Fee Waiver Request by the
Culver City Exchange Club for the Sixth Annual
Culver City Car Show; 2) Approval of a License
Agreement for the Car Show; 3) Consideration of
Designation of the Sixth Annual Culver City Car
Show as a City-Sponsored Event; and 4)
Determine the Level of Redevelopment Agency
Support for the Car Show.
ATTACHMENTS
Pages
1. Map of Downtown Culver City Street Closures
1-2
2. September 16, 2008 Letter and Attachments
3-9
from the Culver City Exchange Club
3. October 30, 2008 Letter of Response to
10
Culver City Exchange Club
4. Cost Comparisons for 2008 and 2009 11
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"Unity in Service Through Daily Acts and Steadfast Pu 45ose"
September 26, 2008
Honorable Mayor and
Members of the City Council
City of Culver City
9770 Culver Blvd
Culver City, CA 90232
Dear Mayor and Members of the City Council:
The Exchange Club of Culver City respectfully requests the City of Culver City
Council agendize consideration of the 2009 Culver City "Cruisin' Back to the 50's'' Car
Show for sponsorship. This will be the 61h year for the Exchange Club to host the Culver
City Car Show. We are looking forward to another wonderful community event. Of
course, it would not be possible without the support of the City of Culver City.
In order to ensure that the City Council has ample time to consider its support we
are requesting that you direct staff to agendize the item within the ,next two months.
This will allow the Culver City Exchange Club to know whether the City's support is
available. As I said, the Car Show is not possible without City support, therefore, your
consideration and approval are vital to keeping this event going.
I have included the equipment needs and a draft of the License Agreement for
the benefit of staff. Please contact me at 951-219-5230 if you have any questions or
need additional information. Thank you for your attention to this request.
Sincerely,
(fvuu . NAzittloyl
Marty Nicholson
President
Culver City Exchange Club
Enclosures
AM I
CITY Mi.::
L:FF
CITY OF CULVER CITY
11Marty Nicholson
Culver City Exchange Club
4-hanktar,--.a
12
Culver City Exchange Club
"Unity in Service Through Daily Acts and Steadfast Purpose"
P.O. Box 212, Culver City, CA 90231
September 2008
Sanitation, Public Works, Fire, Parks & Police
City of Culver City
9770 Culver Blvd.
Culver City, CA 90232
Dear Department:
Here is the list of assistance needed for the 6th Annual Car Show. If you have any
questions, please contact me at 951-219-5230.
Sanitation Division:
1. 34 pedestrian cans in the downtown area.
2. Drivers to staff scout vehicles to pick up trash from pedestrian cans and
deliver to bins.
3. Provide recycle cans as necessary.
4. Service community compactors as necessary at the end of the event.
Public Works Department:
I. Provide one person to oversee electrical requirements for the day of the
event. .
Fire:
1. Provide 15 radios for the event.
Parks Division:
1. Provide GEM Truck for the event.
aele,V5
Police:
1. Staff street closures as appropriate.
2. Provide officers and reserve officers as deemed necessary.
Annual Culver Culver City Car Show a success.
Sincerely,Contract No. 2009-000
LICENSE AGREEMENT
WITH: CULVER CITY EXCHANGE CLUB
FOR: CLOSURE OF SEVERAL STREETS IN THE DOWNTOWN AREA
The CITY OF CULVER CITY, hereinafter "City," hereby grants a license to the
CULVER CITY EXCHANGE CLUB, a California non-profit corporation, hereinafter
"Licensee", for permission to close and use certain streets to public vehicular vehicles for a car
show. The area to be closed and used by Licensee is illustrated on Exhibit A and, hereinafter,
referred to as the "Premises." This license shall be subject to all the following terms and
conditions:
1. USE OF THE PREMISES AND TERM: Licensee may use the Premises only for the set
up, operation and break down of the George Barris Car Show (the "Car Show") on May
9, 2009 from 5:00 a.m. through 5:00 p.m, provided that Licensee shall not begin set up
until all street closures have been installed. The Car Show shall include and be limited to:
- Full closure of the streets shown on Exhibit A;
- Partial closure of the streets shown on Exhibit A;
- Use of the Armory Building parking lot for early morning staging and all day
Parking of trailers used to transport the classic automobiles being displayed;
- Use of Veteran's Auditorium parking areas along Culver Boulevard for early
morning staging area overflow; provided, that such use shall be terminated no
later than 9:00 a.m.
- Display of classic automobiles on the vehicular rights-of-way portions of the
Premises;
- Operation of booths for vendors of food, retail and other items not in
competition with the existing business in the Downtown area
In addition, Licensee shall be permitted to use the following City equipment (the
"Equipment") for the Car Show during the term of this License:
* 15 recycle containers from Sanitation Division
• 34 pedestrian cans from Sanitation Division
• 15 radios from the Fire Departments
-arSefv -TeeipeiTartifietit a 16 eight-foot tables from the Parks, Recreation and Community Services
Department
26 chairs from the Parks,_Recreation_ and Cormmilnity Services Department _ _
--- 1 ----ai Parks, R c - - • podium um om e ar s, cereal:Ion an C ommunity ervices Department
• Street barricades as required by City.
13Contract No. 2009-000
In exchange for City's permission to use the Equipment, Licensee shall provide City with
use of three (3) booth spaces and one (1) vehicle display space during the Car Show for
purposes deemed appropriate by City. In addition, Licensee shall provide advertising for
related City events occurring on the day of the Car Show, at no cost to City.
2. REPAIR OF PROPERTY AND EQUIPMENT: Licensee shall repair or replace, to the
reasonable satisfaction of the Public Works Director/City Engineer, broken or damaged
City owned or operated real or personal property or public right-of-way caused, directly
or indirectly, by Licensee's activities related to the Car Show ("Damage").
3. ADHERENCE TO CITY REQUIREMENTS: During all times Licensee uses the
Premises, Licensee shall comply with all the following:
a. The conditions of approval granted by City's Committee on Permits and Licenses at its
meeting of Jending and reflected in the approved minutes therefore and the permit
issued by the Committee (collectively, attached hereto as Exhibit B);
b. Licensee shall notify both public and private emergency paramedic services that report
to Brotman of the routing of vehicles;
c. All requirements of City, including, but not limited to, Fire, Police, Public Works,
Parks, Recreation and Community Services, Community Development and
Transportation Departments;
d. Signage (other than that described in e. and f, below) shall be limited only for the
purposes listed below and only as specifically approved, in writing, by the City
Manager or his/her designee:
I) Safety and general information about the Car Shaw while the Car Show is
open;
2) Street closures;
3) Directional signage for staging areas and visitor parking and
4) Various locations in various places for toilet facilities, the opportunity drawing
tent, T-shirts sales, vendor sign on vendor tents, only one sponsorship banner
over main stage, sponsorship signs on security fencing.
-:---nAcenseels csolezost',andTtxpensethgifgieabte T message-signsshallAitT praetdTin --- -7E777
various locations (as determined by the City's Traffic Engineering Manager);
f Two (2) days prior to the Car Show, Licensee shall ensure "Parking for Residents
Only" signs are properly and temporarily installed in the adjacent residential
neighborhoods along Van Buren, Irving and Lafayette (the "Adjacent Residential
-2-
14Contract No. 2009-000
Areas");
g. Licensee shall ensure residents in the Adjacent Residential Areas are provided
temporary parking passes for exemption to the no parking signs posted pursuant to d.,
above;
k Coordinate with the Kirk Douglas Theatre (the "Theatre") on the day of the Car
Show, Licensee shall: 1) ensure that Car Show vehicles are not parked on either side
of Culver or Washington Boulevards, next to the Theatre, if a performance is
scheduled; 2) place a volunteer at the Culver City City Hall parking garage to ensure
that only Theatre ticket holders and City employees have access to the parking garage;
and 3) coordinate with City staff (Police and Traffic Engineering) a plan for departure
of Car Show vehicles located near the Theatre to minimize noise levels.
4. CONDITION OF PREMISES UPON END OF TERM OF LICENSE: Upon the end to
the term of this License, Licensee shall remove all trash and debris, and leave the Premises
in the same condition in which the Premises were found upon commencement of
Licensee's use of the Premises.
S. INSURANCE: Without limiting any other obligation set forth in this Agreement,
Licensee, prior to use of the Premises, shall provide City with a Certificate of Insurance in
the amount of Two lvfillion Dollars ($2,000,000 ) for General Liability (the "Policy").
That amount may be provided by two separate One Million Dollar ($1,000,000) policies.
The Policy(ies) shall provide, or be endorsed, with an endorsement approved by the City
Attorney's Office, which shows City and its officers and employees are additional insureds
under the Policy, the Policy is primary, the Policy has a severability provision and any
other City-policy is non-contnluting.
6. INDEMNIFICATION: By and on behalf of Licensee in consideration of the request for
and the granting of this License, it is hereby agreed Licensee shall and does hereby
indemnify, hold harmless and defend City and each of its officers, employees and
representatives ("Indemnitees") from any and all liability claims, damages, judgments,
demands, including attorney fees and court costs, whatsoever, which may arise a 'Ainst any
or all Indemnitees by reason of any real or personal property damage, personal injury or
death arising or resulting directly or indirectly from Licensee's activities related to the Car
Show.
- -GOVERNING LAW: The terms ofthisticense shall be interpreted - according-to the laws
of the State of Califbrnia, If litigation occurs, then venue shall he in the Superior Court of
Los Angeles County.
8. LITIGATION FEES: If litigation arises out of this License for the performance thereof
then the court shall award costs and expenses, including attorney's fees, to the prevailing
-3-
15Contract No. 2009-000
party. In awarding attorney's fees, the court shall not be bound by any court fee schedule,
but shall award the fill' amount of costs, expenses and attorney's fees paid or incurred in
good faith.
TRANSFERABILITY AND ASSIGNABILITY: This License is neither transferable nor
assignable by Licensee.
10. NOTICES: All notices given or required to be given pursuant to this License shall be in
writing and may be given by personal delivery or by mail Notice sent by mail shall be
addressed as follows:
To City. Sol Blumenfeld, Community Development Director
City of Culver City
9770 Culver Boulevard
Culver City, California 90232-0507
To Licensee: Culver City Exchange Club
Attention: Marty Nicholson, President
P.O. Box 212
Culver City, CA 90232
11. ENTIRE AGREEMENT: This License constitutes the entire agreement of the parties
hereto relating to the Premises and Car Show and shall supersede prospectively from the
date it is entered into any and all prior written or oral negotiations or agreements of the
parties relating to the premises. This License shall not be modified in any particular
manner except by a written amendment duly executed by the parties.
CULVER CITY EXCHANGE CLUB
By: Date:
President
(Signatures continued on page 5)
16Contract No. 2009-000
(Signatures confirmed from page 4)
CITY:
By: Jerry Fulwood
City Manager
Date:
APPROVED AS TO FINANCING: APPROVED AS TO CONTENT:
Jeff Muir Sal Bhunenfeld,
Chief Financial Officer Community Development Director
APPROVED AS TO FORM: APPROVED AS TO TAX CERTIFICATE:
Carol A Schwab Nog(Im Rao
City Attorney Treasury Division Manager
-5-
17Best Regards,
9770 CULVER BOULEVARD, CULVER CITY, CA 90232-0507 WWw.cuivercity.Org
October 30, 2008
Ms. Marty Nicholson
President
ulvere-ity-Excliange-Club--
P.O. Box 212
Culver City, CA 90231
Dear Marty:
Thank you for your letter dated September 26, 2008, addressed to
the Mayor and Members of City Council, regarding the sixth annual
Culver City uCruisin' Back to the 50s. Car Show.
I am pleased to inform you that I am the staff person assigned to
assist you with your event and I look forward to working on your
request for support. As per your request, Staff plans to place your
request on an agenda in early January, 2009, which will allow
support to be determined four months prior to the May 9, 2009 event
date. Please confirm that this is ample time for preparation of your
event
Thank you for the equipment needs and license agreement draft.
Please confirm that you wish to include the twenty-six (26) chairs,
podium, and street barricades request on the equipment list, as they
are listed in the license agreement draft but do not appear on the
equipment list that you provided. Please also confirm whether or not
you are interested in requesting banners in the public right-of-way,
as was requested last year, or any other additional needs that may
have come up since your last correspondence.
Please feel free to contact me at 310.253.5764 or
Jeremy.oreenaculvercitv.org with any questions or concerns.
eremy en
Culver City Cultural Affairs
Management Analyst
CC: Culver City City Council
Jerry Fulwood
Sol Blumenfeld
Todd Tipton
18Exchange Club's
Culver City Car Show
Request for Assistance
Comparison
Costs for 2008
Costs for 2009
City Costs:
Permits and Fees:
Special event fee 36.00 36.00
Business Tax Certificate* 60.00 n/a
street closure - eng. permit $284.00 281.00
Staff Time In Kind Cost
Police 4,200.00 6,789.00
Fire Department 0.00 0.00
Maintenance Op/Electrical 1,700.00 1,700.00
Engineering 6,460.00 9,879,00
Sanitation 1,000.00 1,090.00
FRCS Eciuiament Rental costs
16 8-foot Tables ($8.00) 128.00 128.00
26 chairs ($5.00 each) 130.00 130.00
podium 10,00 10.00
GEM truck 0.00 0.00
Total cost for City $14,008.00 $20,043.00
Banner costs
banner installation costs 469.00 469.00
Banner permit 56.00 237.00
Total City Costs including Banners 14,528.00 20,744.00
Agency costs:
In Kind Costs
staff person n/al $1,100.00
Total costs for Agency 0.00 1,100.00
!TOTAL CITY AND AGENCY COSTS 14,528.001 21,844.00
* Fee in 2008 was for a Business Tax Certificate and as a non-profit organization, it is a one-time only fee.
Fee in 2009 reflects a special event permit fee.
19ATTACHMENT 2 2125/2009 at 6:29 PM
CULVER CITY CAR SHOW BUDGET - May 9, 2009
Budget Reflects Actual Revenues and Expenses.
DESCRIPTION TOTAL
REVENUE PROJECTIONS Estimated Actual
Car Show Registration 375 $30.00 $11,250.00 $11,250.00
Vendor Booths 20 $200.00 $4,000.00 $4,000.00
Trophy Sponsors 47 $50.00 $2,350.00 Not Sure?? $2,350.00
Miscellaneous Sales $500.00
Water/Soda Booths 100 $1.00 $100.00 estimated
Raffle Ticket Sales 200 $1.00 $200.00 estimated
Poster Sales 50 $4.00 $200.00 estimated
T-shirt Sales 200 $15.00 $3,000.00 estimated $3,000.00
Sponsorships $20,000.00
City of Culver City 1 $12,000.00 $12,000.00 in Kind
Symantac 1 $5,000.00 $5,000.00
Wells Fargo 1 $2,500.00 $2,500.00
Galpin 1 $500.00 $500.00
$0.00
TOTAL INCOME: $41,100.00
EXPENSE PROJECTION QUANTITY RATE HOURS SUBTOTAL TOTAL ,
Police Estimated $7,500.00
Public Works - Electrical Estimated $3,500.00
Sanitation Estimated
_ $1,000.00
Total Personnel Services $12,000.00
Office Supplies $1,000.00
Postage Estimated 400.00
Copying Estimated 600.00
Advertising $2,000.00
Posters 700.00
Newspaper Ads 1,300.00
Contractual Services $10,680.87
Zumar-No Parking Signs 200 $1.35 $201.35
Street Signage/Barricades From 2007 Quote $4,300.00
Portapotties/Fencing From 2007 Invoice 2,929.18
T Shirts - From 2007 Invoice $3,150.34
Entertainment Expenses $8,845.00
Stage Expense From 2007 Invoice 2,045.00
Sound Expense From 2007 Invoice 4,800.00
Band Expense 2,000.00
Other Expenses $4,269.00
Special Event Permit Fee I $312.00 312.00
LA Special Event Fee 1 $312.00 312.00
Event Signage Estimated 500.00
Trophies Expense 47 $35.00 1,645.00
grahic artist 1,500.00
Total Operating Expenses $26,694.87
TOTAL EXPENSE: $38,694.87
_IN T: $2,405.13
2/25/2009 at 6:29 PM2/26/2009 at 11:38 AM
2/26/2009 at 11:38 AM
CULVER CITY CAR SHOW BUDGET - May 9, 2009
Budget Reflects Actual Revenues and Expenses.
DESCRIPTION TOTAL
REVENUE PROJECTIONS Estimated Actual
Car Show Registration 200 $30.00 $6,000.00 before 4/1/09 $6,000.00
200 $35.00 $7,000.00 after 4/1/09 $7,000.00
Vendor Booths 20 $200.00 $4,000.00 $4,000.00
5 $350.00 $1,750.00 $1,750.00
Trophy Sponsors 47 $100.00 $4,700.00 $4,700.00
Miscellaneous Sales
Water/Soda Booths 400 $1.00 $400.00 $400.00
Raffle Ticket Sales 400 $1.00 $400.00 $400.00
Poster Sales 100 $4.00 $400.00 $400.00
T-shirt Sales 300 $16.00 $4,800.00 $4,800.00
Sponsorships $18,000.00
City of Culver City 1 $12,000.00 $12,000.00 In Kind
Symantac 1 $5,000.00 $5,000.00
Culver City Volvo 1 $500.00 $500.00
Galpin 1 $500.00 $500.00
TOTAL INCOME: $47,450.00
EXPENSE PROJECTION QUANTITY RATE HOURS SUBTOTAL TOTAL
Police
$3,500.00
Public Works - Electrical $9,000.00
Sanitation
_
$1,000.00
Total Personnel Services $13,500.00
Office Supplies reduced expenses by online registration $700.00
Postage Estimated 300.00
Copying Estimated 400.00
Advertising $1,450.00
Posters 850.00
Newspaper Ads 600.00
Contractual Services $11,330.53
Zumar-No Parking Signs 200 $1.35 $201.35
Street Signage/Barricades from 2008 invoice $4,300.00
Portapotties/Fencing from 2008 invoice 2,929.18
T Shirts (purchase) $2,400.00
graphic design 1,500.00
Entertainment Expenses $8,045.00
Stage Expense From 2008 Invoice 2,045.00
Sound Expense From 2008 Invoice 4,800.00
Band Expense 1,200.00
Other Expenses $3,933.00
Special Event Permit Fee 1 $312.00 312.00
LA Special Event Fee 1 $312.00 312.00
Trophies Expense 47 $35.00 1,645.00
soda / water 200.00
planning meetings 1,000.00
street banner installation 464.00
Total Operating Expenses
$25,458.53
TOTAL EXPENSE: $38,958.63
$8,491.47|109| INET:ATTACHMENT 4
CULVER CITY CAR SHOW BUDGETS - ADJUSTMENTS
Provided by Exchange Club
212312009 2/26/2009 change
DESCRIPTION TOTAL TOTAL TOTAL
REVENUE PROJECTIONS
Car Show Registration $11,250.00 $13,000.00 $1,750.00
Vendor Booths $4,000.00 $5,750.00 $1,750.00
Trophy Sponsors $2,350.00 $4,700.00 $2,350.00
Miscellaneous Sales
Water/Soda Booths $100.00 $400.00 $300.00
Raffle Ticket Sales $200.00 $400.00 $200.00
Poster Sales $200.00 $400.00 $200.00
T-shirt Sales $3,000.00 $4,800.00 $1,800.00
Sponsorships $20,000.00 $18,000.00 ($2,000.00)
TOTAL INC01111E: $41,100.00 $47,460.00 $6,360.00
EXPENSE PROJECTION TOTAL TOTAL TOTAL
Police $7,500.00 $3,500.00
Public Works - Electrical $3,500.00 $9,000.00
Sanitation $1,000.00 $1,000.00
Total Personnel Services $12,000.00 $13,500.00 $1,500.00
Office Supplies $1,000.00 $700.00 ($300.00)
Postage
Copying
Advertising $2,000.00 $1,450.00 ($550.00)
Posters
Newspaper Ads
Contractual Services $10,580.87 $11,330.63 $749.66
Zumar-No Parking Signs
Street Signage/Barricades
Portapotties/Fencing
T Shirts -
Entertainment Expenses $8,845.00 $8,045.00 ($800.00)
Stage Expense
Sound Expense
Band Expense
Other Expenses $4,269.00 $3,933.00 ($336.00)
Special Event Permit Fee
LA Special Event Fee
Event Signage
Trophies Expense
grahic artist
Total Operating Expenses $26,694.87 $26,468.53 ($1,236.34)
TOTAL EXPENSE: $38,694.87 $38,958.53 $263.66
i
NET $2,405.13 ! $8,49147 $6,086.34
22