HomeMy WebLinkAboutAGENDA REPORT 2015 0819 CCSA REG ITEM 10K ITEM 10.K.
CITY OF MOORPARK,CALIFORNIA
City Council Meeting
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AGENDA REPORT
BY:
TO: Honorable City Council
FROM: Jeremy Laurentowski, Parks and Recreation Director 5
PREPARED BY: Valerie Franklin Recreation Services Manager
DATE: August 10, 2015 (CC Meeting of 08/19/15)
SUBJECT: Consider Request from Relay for Life to Co-Sponsor the 2016
Relay for Life Event
BACKGROUND
Relay for Life is an event that celebrates the lives of people who have battled cancer,
remembers loved ones, and fights back against the disease. The Relay is an overnight
event in which teams of participants spend 24-hours walking around a pre-determined
course. The event also includes food, games, entertainment, and fundraising
opportunities. In addition, the event features a cancer survivor's lap and a luminaria
ceremony.
Prior to 2013, the Relay for Life event was held at the Moorpark High School stadium.
However, with the installation of artificial turf in the stadium, the venue was no longer
able to accommodate the event. Relay for Life event organizers requested the use of
Arroyo Vista Community Park (AVCP), to hold this event in 2013, 2014, and 2015.
For the past three years, the City Council has been asked to consider a request from
the American Cancer Society's Relay for Life to co-sponsor the Moorpark event. This
includes waiving park rental fees and allowing AVCP to remain open overnight. This
request has been brought before the Council because: 1) It is not eligible for a fee
waiver under Council Policy 6.2: Non-Profit Organization Annual Facility Reservation
Policy (this policy applies only to events of twelve (12) hours or less in duration, and the
Relay for Life runs for twenty-four (24) hours); and 2) The event requires the park to
remain open overnight (per MMC 12.16.020, Hours of operation, the park is closed
between 10:00 p.m. and 6:00 a.m.). The City Council approved co-sponsoring the
2013, 2014, and 2015 events.
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This request is also brought before Council this year because staff has not had an
opportunity to develop a policy pertaining to City co-sponsorships. Staff intends to
develop a policy for Council consideration that will standardize rental fees, the type of
equipment that may be loaned, reimbursement costs for staff time, permit fees and
direct cost reimbursement related to the event, if any. This will be brought before the
City Council for their consideration at a future date.
DISCUSSION
The City Council is being asked to consider a request from the American Cancer
Society's Relay for Life (Relay) to co-sponsor the 2016 Moorpark event, which will be
held on May 20, 2016, through May 22, 2016. The request includes waiving park rental
fees for the event and allowing AVCP to remain open overnight during the event. The
Relay requests use of Luminaria bags around the "track" for Saturday's ceremony using
electric votive candles. Also included is a request for the use of a private security
company to monitor the event site and equipment from 10:00 p.m. Friday, May 20,
2016, through 6:00 a.m. Saturday, May 21, 2016, in addition to the City's requirement to
provide security service throughout the evening hours from 10:00 p.m. Saturday, May
21, through 6:00 a.m. Sunday, May 22, 2016.
Staff recommends allowing use of the east end of AVCP (fields 5-8, the Peppertree
Pavilion, restrooms, and parking lot) and waiving associated rental fees for the 2016
event, with the stipulation that the Parks and Recreation Director must approve the
event site map to ensure the impact on nearby residents is minimized.
Any other condition or request by Relay will need to be submitted in writing and
approved by the City Manager or his designee.
Conditions that the Relay will be required to meet include the following:
1. Relay shall be required to maintain a minimum of ten volunteer staff during all
hours of the event.
2. Relay shall contract with a local security company to oversee the event from
10:00 p.m. Saturday, through 6:00 a.m. Sunday, and submit a copy of the
Agreement to the City, 30 days prior to the event.
3. Relay shall designate security guards and/or volunteers to monitor the top gate at
AVCP. The gate must be manned from 10:00 p.m. Saturday, through 6:00 a.m.
Sunday.
4. Relay shall provide additional trash service. Trash service shall be provided by
the City's contract waste hauler.
5. Relay shall follow the City's sign ordinance for any temporary signage required
for this event.
6. Relay shall provide the City with proof of general liability insurance coverage, and
name the City as additional insured, per the City's standard contract agreement.
7. Relay shall pay the direct costs associated with the staffing needs during Relay's
use of AVCP consistent with the Park Rental Fees Resolution (Res. No. 2015-
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3418) and the Staff Billing Rates Resolution (Res. No. 2015-3383). The part time
staff billing rate is currently $35/hour. Part time staff will be assigned to this
event from 8:00 a.m. to 8:00 p.m. on Saturday and from 8:00 a.m. to noon on
Sunday, and at additional times if determined necessary by the Parks and
Recreation Director.
8. Amplified sound shall be maintained at a noise level that is in compliance with
Moorpark Municipal Code Chapter 17.53 (Noise), and will not be permitted from
10:00 p.m. to 6:00 a.m.
9. Relay shall install four portable light towers that shall remain on from dusk to
dawn. An exception shall be given for the duration of the luminaria ceremony, in
which case only the lights directed towards the parking lot shall be required to
remain on. The final locations of the light towers shall be approved by the Parks
and Recreation Director.
10.Relay shall provide security service from 10:00 p.m. Friday, May 20, 2015,
through 6:00 a.m. Saturday, May 21, 2015, however, the park gates shall remain
locked during this time.
In summary, staff recommends waiving regular park rental fees for this community
event and recouping only the City's direct costs, including the part-time staff costs
described above. Staff also recommends allowing the park to remain open overnight to
accommodate the 24-hour event and allowing Relay to provide security service during
the evening hours from 10:00 p.m. Friday, May 20, 2015, through 6:00 a.m. Saturday,
May 21, 2015, in addition to the general conditions established by the City for this event.
Relay's 2016 proposal differs from Relay's 2015 proposal only in their request to allow
overnight security in the park on Friday night, prior to the event.
FISCAL IMPACT
The City will waive the regular park rental fees and absorb overhead and management
staff costs associated with use of City facilities, as well as processing of the use permit.
It should be noted that waiving the rental fees for the use of athletic fields 5-8 and the
Peppertree Pavilion for this 24-hour event, will result in a loss of revenue totaling
$3,250.
The American Cancer Society will reimburse the City for the direct costs associated with
this event, including but not limited to, part-time staffing during the event.
STAFF RECOMMENDATION
1) Approve the request from Relay for Life to co-sponsor the event as described in this
report, and waive park rental fees associated with the Relay for Life, subject to
reimbursement of City's direct costs.
2) Authorize City Manager to approve modified hours of operation for Arroyo Vista
Community Park from 10:00 p.m. on 5/21/16 to 6:00 a.m. on 5/22/16, as a condition of
the rental permit for Relay for Life's event.
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3) Authorize Relay for Life to post private security at the event site within Arroyo Vista
Community Park from 10:00pm to 6:00am on 5/20/16 through 5/21/16.
4) Authorize City Manager or City Manager's designee to set other conditions or
requirements as may be determined necessary.
Attachment: Moorpark Relay for Life Proposal
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RELAY AMERICAN CANCER SOCIETY RELAY FOR LIFE
FOR LIFE
American Celebrate. Remember. Fight Back.
Cancer
Society
Moorpark Relay For Life Proposal
Arroyo Vista Park May 13-15, 2016
Objective
To Partner with the City of Moorpark as Presenting Event Sponsor for the American
Cancer Society's 2016 Moorpark Relay For Life. To utilize Fields 5-8 and the Pepper
Tree Pavilion at Arroyo Vista Park as the site for the event.
II. Event Summary
Relay For Life is a unique, challenging, and fun way to raise money to fight against
cancer through the American Cancer Society. Relay raises awareness of the impacts of
cancer, supports and celebrates cancer survivors, and helps to promote the work of the
American Cancer Society.
The event brings together teams of around ten people each from corporations, hospitals,
civic groups, and families. These team members take turns walking around the event for
24 hours in the Relay. At least one team member is moving at all times during the event,
by walking,jogging, or running. The first lap honor cancer survivors and caregivers, and
then the teams begin the Relay.
During Relay, a community/party atmosphere is created by team members camping out
on the site and by enjoying entertainment, food, games, and camaraderie. Awards are
given for spirited campsites as well as top fundraisers. A special Luminaria Ceremony
after dark honors those who have survived, and remembers those who have not.
Moorpark's Relay for Life will be celebrating its 16th year in 2016. So far, our
community has raised over$1.8 million to battle against cancer.
III. Benefits for City of Moorpark
* Identified as PRESENTING EVENT SPONSOR
* Featured in all collateral and promotional material as Presenting Event Sponsor
* Featured and recognized in all media coverage as Presenting Event Sponsor
* Central role in bringing together all civic and community groups in Moorpark
* Assisting American Cancer Society, largest volunteer health agency in the world
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RELAY
•
AMERICAN CANCER SOCIETY RELAY FOR LIFE
FOR LIFE
American Celebrate. Remember. Fight Back.
Cancer
Society
IV. Facility Agreement
The City of Moorpark would become the Presenting Event Sponsor for the Moorpark
Relay for Life on Saturday, May 14th through Sunday, May 15m. (with set-up on Friday,
May 13th) The City of Moorpark will provide the usage of Arroyo Vista Park at no cost to
the American Cancer Society for this event. The City of Moorpark will assist in the
promotion of the event as a"city-sponsored" event.
ACS will use Arroyo Vista Park:
* Exclusive use of Fields 5-8 and the Peppertree Pavilion
* Parking lots for the fields
* Use of restroom facilities at Peppertree Pavilion
* 24 hour, overnight access to the facilities
* Use of Luminaria bags around"track" for Saturday ceremony using electric votive
candles
V. American Cancer Society Responsibilities
* Insurance coverage
* All manpower required to set-up, implementation, and clean-up for event
* Public Relations/Promotions
* Lights
* Security
Thank you for your consideration of this proposal. The most successful Relays in our area are
those in which the city government works hand in hand with the local Relay. We look forward
to working with you and making Arroyo Vista Park the new home for Moorpark Relay for Life.
CONTACTS:
Debbie Hamilton, Moorpark Relay for Life
805-807-0762
Debbie.MoorparkRelay@gmail.com
Nicole De La Torre, Manager, Relay for Life
818-309-5847
nicole.delatorre@cancer.org
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