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SR-6O (3) BS\CC\TGV(F \CIVIC\SHARE\EVENTS\STMON97 SR) Council Meeting September 9, 1997 00 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. (00 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 2 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 3 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 1 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 2 , 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