SR-6P (2)
BS/CCfTGV(F ICIVIC\SHARE\EVENTS\XMRUN97 SR}
City Council Meeting September 9, 1997
Santa Monica, California
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SEP 0 9 1997
TO Mayor and City CounCil
FROM City Staff
SUBJECT RECOMMENDATION TO APPROVE AN ALTERNATE RACE ROUTE AND
A RACE FEE WAIVER FOR THE 20TH ANNUAL CHRISTMAS VENICE-
MARINA 5/1 OK RUN ON DECEMBER 13, 1997
INTRODUCTION
The City's Event Management Team has received a request from Harvest Home 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 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 10K 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
motlon, however, IS authOrized to approve other running race routes The resolution
also establrshes a $10,000 race fee In addItIOn to requiring that race organIzers bear
all costs Includmg pollee, sign age, notification flyers mailed to affected reSidents,
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SEP 0 9 1997
barricade rentals, and other related expenses
DISCUSSIONS
The organizers of this running race have requested December 14, 1997, as the date
for their 20th annual 5/1 OK race which will run from 8 00-10 00 a m The requested
race route, which has been the same for over 10 years, starts and fInishes In Santa
Monica but predominately takes place In the City of Los Angeles This event benefits
Harvest Home, a Santa MOnica-based chanty The route IS as follows
The race starts on Barnard Way at Ocean View Park. south to Manne Street, east
to Neilson Way then south on Neilson Into the City of Los Angeles The return route
uses the same part of NeIlson Way. Manne Street, and Barnard Way
The race route would require the closure of Barnard Way from the starting pOint of the
race to PaCific Avenue from 7 00 to 11 00 a m Race organizers Will be required to
notify all bUSinesses and reSidents along the requested route about the street closure
at least two weeks prior to the race
Last year, Council approved a waiver of the race fee The race orgamzer IS again
requesting that Council approve a waiver of the race fee As In prevIous years, they
are prepared to pay for all other costs associated With race
Staff IS revlewmg event-related practices, regulations, and fees and anticipates
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bnngmg necessary ordmance and resolution changes to Council In 1998 So long as
It IS understood by the race organizers that fees may be remstltuted 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
BUDGET ARY IFINANCIAL IMPACT
Harvest Home will assume and pay for all direct event costs
RECOMMENDA TION
City staff recommends that the attached resolutIon authorlZmg the proposed race route
and a waiver of the race fee be adopted by the CIty Council
Prepared by
Barbara Stmchfleld, Acting Director
Carole Curtin, Event FaCIlities Manager
Tnnle Garda-Valdez, Community Events Liaison
Community and Cultural Services
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BS/CCfTGV(F \CCSADMN\SHARE\STEVE\XMRUN97 RES)
Council Meeting September 9, 1997 Santa MOnica. California
RESOLUTION NO 9195 (CCS)
(CITY COUNCIL SERIES)
A RESOLUTION OF THE CITY COUNCil OF THE CITY OF SANTA
MONICA AUTHORIZING HARVEST HOME TO CONDUCT THE 20TH
ANNUAL CHRISTMAS VENICE/MARINA 5/1 OK RUN ON DECEMBER
13, 1997, ON A ROUTE OTHER THAN ONE OF THE OFFICIAL CITY
ROUTES AND WAIVING THE RACE FEE
WHEREAS, pursuant to SectIon 3 of Resolution Number 7011 (CCS), the City
Council may authorize a race route dIfferent from the offiCial City race routes set forth
therem,
NOW, THEREFORE, THE CITY COUNCil OF THE CITY OF SANTA MONICA
DOES RESOLVE AS FOllOWS
SECTION 1 On December 13, 1997 between the hours of 8 00 a m and
1000 am. partICIpants In the 20th Annual Christmas Vemce/Manna 5/10K Run may, and
are hereby authorized to, conduct a running race along the follOWing route
The race starts on Barnard Way at Ocean View Park, south to Manne Street, east
to Neilson Way then south on Neilson mto the City of Los Angeles The return route
uses the same part of Neilson Way, Manne Street, and Barnard Way
SECTION 2 Permission to conduct the running race IS granted upon the follOWIng
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conditions.
A Harvest Home Will notify all residents and busmesses along the race route
and one block east, north and south, In writing of the event at least two
weeks In advance and after approval of the notificatIon letter by City
8 Harvest Home Will not use amplified sound pnor to 7 00 a m and must
ensure that set up crew IS as qUiet as possible prior to 7 00 a m
C The Santa Momca 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 Harvest Home
D Staff/volunteers Will be positioned along the route to gUIde runners, help
enforce regulations. and be avaIlable to handle potential problems
E Harvest Home Will pay for barncade and cone rentals for marking the course
and Will ensure that they are removed Immediately after the race
F Harvest Home Will pay for the services of a bus rerouting supervisor
G Harvest Home shall provide a certificate of liability and participant 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 addltlonalmsureds
H Harvest Home Will execute an "Indemmty and Hold Harmless" Agreement
With the City
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The race fee has been waived for the 1997 race Race fees may be
reinstituted In the future If any changes are made to the City's laws and
regulations relatmg to special events
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
!1~ku{~
MARSHA JoNES MOUTRIE
CIty Attorney
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Adopted and approved thIS 9th of September 1997
~ OC?1tt-
parela O'Connor. Mayor
1. Mana M Stewart. CIty Clerk of the CIty of Santa MOnIca. do hereby certIfy that the
foregoIng ResolutIon 9195 (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. FemsteIn. Genser. Holbrook, O'Connor, RosensteIn
Noes
CouncIlmembers
None
Abstam
CouncIlmembers
None
Absent
CouncIlmembers
Greenberg
ATTEST
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Mana M Stewart. City Clerk