SR-6O (3)
BS\CC\TGV(F \CIVIC\SHARE\EVENTS\STMON97 SR)
Council Meeting September 9, 1997
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SEP 0 9 1997
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 8T MONICA'S CHURCH OCTOBERFAIR 5K
RACE ON SEPTEMBER 27. 1997
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 descnbes this event and recommends
approval of the alternate route and a waiver of the entire race fee with conditions
established by the Event Management Team
BACKGROUND
On May 14, 1985, the City Council approved resolution number 7011 (CCS) whIch outlines
procedures and criteria for conducting running races In Santa MOnica The resolution
deSignates the approved City courses as Route A . a 1 OK course on the south Side of
town. Route B - a 1 OK course on the north Side of town. Route C - a 10K course In the
downtown area, and Route D - a marathon course The Council by motion, however. IS
authOr/zed to approve other runnrng race routes The resolutIon also establIshes a
$10,000 race fee In addition to requiring that race organizers bear all costs including police.
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SEP 0 9 1997
slgnage. notificatIon flyers mailed to affected residents. barricade rentals, and other related
expenses
DISCUSSION
St MOnica's Church has requested September 27. 1997 as the date for their tenth annual
race which Will start at 830 a m and conclude by 1030 a m This year's race Will only be
a 5K and not a 5/10K as In years past The requested race route, which IS the same as
last year's approved route, runs pnmarlly through the northslde residential neighborhoods
and was designed to eliminate closure of the California Incline and minimiZe traffic
congestion on maJor artenes 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 notrfy all businesses and residents along the requested
race route The notification IS to be delivered at least two weeks pnor to the race
Last year, CounCil approved a waiver of the race fee, which In pnor years had been
reduced to $2,500 St MOnica's IS required to pay all direct costs for staff time of the
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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 1998 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 1997 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
RECOMMENDA TION
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 Stmchfleld. Acting Director
Carole Curtin. Event FaCilitIes Manager
Tnnle Garcia-Valdez, Community Events Liaison
Community and Cultural Services
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BS/CCITGV(F \CCSADMN\SHARE\STEVE\STMON97 RES)
Council Meeting September 9. 1997 Santa Monica. California
RESOLUTION NO 9194 (ecs)
(CITY COUNCIL SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA MONICA AUTHORIZING ST MONICA'S CHURCH TO
CONDUCT THE OCTOBERFAIR 5K RACE ON SEPTEMBER 27.
1997, ON A ROUTE OTHER THAN ONE OF THE OFFICIAL CITY
ROUTES AND WAIVING THE FEE FOR THE RACE
WHEREAS, pursuant to Section 3 of Resolution Number 7011 (CCS), the CIty
Council may authorrze a race route different from the official City race routes set forth
thereIn I
NOW. THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA
DOES RESOLVE AS FOLLOWS
SECTION 1 On September 27, 1997 between the hours of 8 30 am and
1030 am, participants In the St MOnica's 5K Race may, and are hereby authorized to,
conduct a running race along the follOWing route
Race beginS at Seventh Street and California Avenue. west on California Avenue
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
SECTION 2 PermISSion to conduct the running race IS granted upon the
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following condItIons
A Street closure must allow access for a 20-foot fire lane at all times
B The Communrty and Cultural Services Department Will provide staff to assist
with race set-up and the actual cost of those services Will be paid by St
MonIca's
C St MOnica's Will rent street barricades and cones and ensure that they are
staged In advance and removed Immediately follOWing the race
o St Monlca's Will pay and post "Temporary No ParkIng" sIgns shOWing the
date and time of the race along the race route at least 24 hours In advance
Signs must be removed Immediately followmg the race
E St MOnica's Will notrfy all residents and busmesses along the race route In
writing of the event at least two weeks In advance and after approval of the
notification letter by City
F The Santa Monica Police Department WIll provide the necessary number of
police officers for crowd and traffic control along the race route and the
actual cost Will be paid by St MonIca's
G The race fee has been waIVed for the 1997 race Race fees may be
remstltuted In the future If any changes are made to the City's laws and
regulations relating to special events
H St Monica's shall provide a certIficate of Insurance for One Million Dollars
($1,000,000) per occurrence, naming the City of Santa Monica, Its City
Council, boards and commiSSions, officers, agents, employees and
volunteers as additional Insureds
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,
St MOnica's Will execute an "Indemnity and Hold Harmless.' Agreement with
the City
SECTION 3 The City Clerk shall certify to the adoption of this Resolution,
and thenceforth and thereafter the same shall be In full force and effect
APPROVED AS TO FORM
MARSHA JONES MOUTRIE
City Attorney
,.,
.)
f
Adopted and approved tlus 9th of September 1997
~G~
~el~- O'Connor. Mavor
I .
I. Mana M Stewart. CIty Clerk of the City of Santa Moruca, do hereby certIfy that the
foregoIng ResolutIon 9194 (CCS) was duly adopted at a meetIng of the CIty CouncIl held on
the 9th of September. 1997 by the followmg vote
Ayes
CouncIlmembers
Ebner, FeInstem. Genser. Holbrook. O'Connor, Rosenstem
Noes
Councdmembers
None
Abstam
CouncIlmembers.
None
Absent
Councdmembers
Greenberg
ATTEST
~~,~~
Mana M Stewart, CIty Clerk