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CCS EVFAC TGV TGV F \CIVIC\SHARE\EVENTS\STMON99 SR
Coun~JMeehng August 10, 1999 Santa Momca, Callforma
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 OctobeJfalr 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 followmg report descrrbes 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 Monrca and deSIgnates the approved CIty courses The Council. however.
IS authOrized to approve other running race routes The resolution also establishes a
510.000 race fee In addition to requIring that race organizers bear all costs Including police,
slgnage. notlflcatfon flyers maIled to affected reSIdents, barncade rentals, Insurance, and
other related expenses
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DISCUSSION
Sf 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 northslde 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 Georgma 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 pnor
years had been reduced to 52.500 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
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Staff IS reviewing event-related practices. regulations, and fees and anticipates brmglng
necessary ordmance and resolution changes to Council In the next few months So long
as Jt IS understood by the race organizers that fees may be reJnstJtuted 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 authonzlng the proposed race route
and a waiver of the entire race fee be adopted by the CIty CouncIl
Prepared by Barbara Stinchfield. DIrector
Carole Curtm, Event Facilities Manager
Tnnle Garcia-Valdez. Community Events liaison
Community and Cultural Services
Rev 7/16/99
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CCS EVFAC TGV TGV F \ATTY\MUNI\LAWS\MJM\STMON99 RES
Council Meeting August 10, 1999 Santa Monica, California
RESOLUTION NO 9427
(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
25, 1999, 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,
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA
DOES RESOLVE AS FOLLOWS:
SECTION 1 On September 25, 1999, between the hours of 800
am and 930 am, participants In the St Momca's 5K Race may, and are hereby
authonzed to, conduct a running race along the follOWing route
5K race begins at Seventh Street and Callforma 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
Georgma Avenue, west on Georgina Avenue to Fourth Street, south on Fourth
Street to California Avenue, east on California Avenue to Seventh Street
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SECTION 2 PermiSSion to conduct the running race IS granted
upon the following conditions
A Street closure must allow access for a 20-foot fire lane at all times
B The Community 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 barrrcades and cones and ensure that they
are staged In advance and removed ImmedIately follOWing the race
D 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 follOWing the race
E St Monica's Will notify all reSidents and bUSinesses along the race route
In wntlng 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 8t MOnica's
G The race fee has been waived for the 1999 race Race fees may be
reInstituted In the future If any changes are made to the City's laws and
regulations relating to special events
H 5t MOnica's shall provide a certificate of general and participant liability
Insurance for One Million Dollars ($1,000,000) per occurrence, naming the
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City of Santa Monica, Its City CouncIl, boards and commiSSions, officers,
agents, employees and volunteers as addltlonallnsureds
I 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
lYwitA~
MARSH-VONES MOUTRIE
City Attorney
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Adopted and approved this 10th of August, 1999
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P~m O'Connor, Mayor
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I. Mana M Stew~rt. City Clerk of the City of Santa Monica. do hereby certify that
the foregomg Resolution 9427(CCS) was duly adopted at a meeting of the Santa
Monica City Council held on the 10th of August, 1999. by the follOWing vote
Ayes Council members Holbrook, Rosenstein, McKeown, Femstem.
Mayor Pro Tern Genser, Mayor O'Connor
Noes Council members
Abstam CouncIl members
Absent Council members Bloom
ATTEST
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Mana M Stewart. City Clerk