Council Meeting: August 10, 1999
Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Approve An Alternate Race Route and a Race Fee Waiver for St. Monica's Church Octoberfair 5K Race on September 25, 1999.
INTRODUCTION
The City's Event Management Team has received a request from St. Monica's Church to conduct a race on a route other than one of the City's authorized race routes and to have the $10,000 race fee waived. The following report describes this event and recommends approval of the alternate route and a waiver of the race fee with conditions established by the Event Management Team.
BACKGROUND
Resolution number 7011 (CCS) outlines procedures and criteria for conducting running races in Santa Monica and designates the approved City courses. The Council, however, is authorized to approve other running race routes. The resolution also establishes a $10,000 race fee in addition to requiring that race organizers bear all costs including police, signage, notification flyers mailed to affected residents, barricade rentals, insurance, and other related expenses.
DISCUSSION
St. Monica's Church has requested September 25, 1999, as the date for their twelfth annual race which will start at 8:00 a.m. and conclude by 9:30 a.m. The requested race route, which is a 5K and the same as last year
=s approved route, runs primarily through the northside residential neighborhoods and was designed to eliminate closure of the California Incline and minimize traffic congestion on major arteries. The route is as follows:5K race begins at Seventh Street and California Avenue, west on California Ave to Ocean Avenue, north on Ocean Avenue to San Vicente Boulevard, east on San Vicente Boulevard to Seventh Street, south on Seventh Street to Georgina Avenue, west on Georgina Avenue to Fourth Street, south on Fourth Street to California Avenue, east on California Avenue to Seventh Street.
St. Monica's will be required to notify all businesses and residents along the requested race route. The notification is to be delivered at least two weeks prior to the race.
The last three years, Council has approved a waiver of the entire race fee, which in prior years had been reduced to $2,500. St. Monica's is required to pay all direct costs for staff time of the Police and Community and Cultural Services Department, as well as costs for signs, signal modification, barricades, etc. This year, St. Monica's has again requested that Council approve a waiver of the entire race fee. They are prepared to pay for all other costs associated with race.
Staff is reviewing event-related practices, regulations, and fees and anticipates bringing necessary ordinance and resolution changes to Council in the next few months. So long as it is understood by the race organizers that fees may be reinstituted for the next race, staff recommends a waiver of the race fee for the 1999 race provided that all other conditions are met and costs covered.
BUDGETARY/FINANCIAL IMPACT
St. Monica's will assume and pay for all direct event costs.
RECOMMENDATION
City staff recommends that the attached resolution authorizing the proposed race route and a waiver of the entire race fee be adopted by the City Council.
Prepared by:
Barbara Stinchfield, Director
Carole Curtin, Event Facilities Manager
Trinie García-Valdez, Community Events Liaison
Community and Cultural Services