SR-6-S (20)~Do q3~~
BSICCITGV(F 1CCSADMNISHAREISTAFFREPISTMOK98 SR1
Counc~k Meet~ng: August 71, 7 998
TO Mayar and City Council
FROM: C~ty Staff
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Santa Mon~ca, Cal~fornia
SUBJECT: Recommendatian to Approve An After~ate Race Route and a Race ~ee
Waiver For St. Mon~ca's Church Octoberfair 5k Race or~ September 26,
1998.
~NTRODUCTION
The C~ty's Event Management Team has recei~ed a request fram St. Man~ca's Church
to conduct a race fln a route other than one of the City's authorized race routes and
ta ha~e the $10,000 race fee wai~ed. The following report describes this e~ent and
recor~mends a~proval ot t~e a~ternate route and a~a~ver of the race fee arv~th
cond~tions estabfished by the Event Management Team.
BACKGROUND
On May ~ 4, 1985, the C~ty Cour~c~l appro~ed resol~tfon r~~mber 707 '! (CCS) wh~ch
outf~nes procedures and crEteria for conducting running races in Santa Manica. Tf~e
resolution des~gnates the approved Ci~y courses as. Route A- a 10K course on the
south side of town; Route B- a 10K course on the north s~de of town, Route C- a 10K
course m the dov~rntovvn area; and Route D- a marathon course. The Council by
motion, howe~er, is authorized to appro~e other running race routes The resolution
also establishes a S 10,000 race fee rn addit~on tp requiring that race arganizers bear
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all costs including police, sjgnage, notifECatcon flyers mailed to affected residents,
barncade rentals, insurance, and ather related exper~ses
DISCUSSiON
St Monica's Church has rec~uested September 26, 1998, as the date for their ele~enth
annual ~ace which will start at 8.30 a m. ar~d conciude by 10 30 a m. The requested
race raute, which is a 5K and the same as last year's approved route, runs primarify
through the northside res~dential neighborhoods and was des~gned to eliminate closure
of the California lncline and mEnirnize traffic cQngestion on maJpr arter~es. The route
is as follaws
5K race begins at Seventh Street and Casrfornia Avenue, west on Caijfornia,~ve
t~ Oeear~ Ave~ue, r~orth on Ocean Auenue to San Vicente Boulevard, east on
San 1~icer~te 8oulevard to Seventh Street, south or~ Se~er~th Street to Ge~rgina
Avenue, west on Georgma A~enue to Fourth Street, so~~th on Faurth Street to
Cafifornia Avenue, east on Caf~forrna Avenue ta Seventh Street
St. Monica's w~ll be required ta not~fy all businesses and resiclents along the requested
race route The not~f~catton is to be delivered at least two weeks pnor to the race.
The last two years, Council has appro~ed a waiver af tfi~e entire race fee, which in prior
years had been reduced to 52,500 St. Monica's ~s required to pay all direct costs for
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~ staff time of the Police and Community and Cultural Services aepartment, as welE as
cos#s for signs, signak modification, barricades, etc This year, St Monrca's has again
requested that Counc~l approve a wai~er of the ent~re race fee. They are prepared to
pay for all other costs associated with race
Staff is reviewing e~ent-related practices, regulations, and #ees and antic~pates
bnnging r~ecessary ordinance and ~esolut~on c~anges to Councrl ~n 1998. So long as
Et is und~rstoad by the race arganizers that fees may be reinstituted for the next race,
staff recammends a waiver of the race fee for the 1998 race provided that all other
conditians are met and costs covered.
BUDGETARYfFINANCIAL IMPACT
St Man~ca's wifl ass~me and pay for all drr~ct event costs.
RECOMMENDATIDN
City staff recommends that the attached resolution authoriz~ng the proposed race
route and a wai~er of the ent-re race fee be adopted by the City Council
Prepared by Barbara Stinchfield, Director
Carole Curtin, Event ~acilit~es Manager
Trinie Garcia-Valdez, Comrr~unEty Events LEaison -
Community and Cultural Services
Rev 8~3'98
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BS,CCfTGV(F iCIVICISHAREIEVENTSIstmon98 res)
Couneil Meeting: August 1 1, 1998 Santa Monica, California
RESOLUTION NO g307
[C1TY COUNCIL SERfES}
A RESOLUTION OF THE CITY COUNCIL OF THE CITY ~F
SANTA MONICA AUTHORIZING ST MONICA'S CHURCH TO
CO~DUCT THE QCTOSERFAIR 5K RACE ON SEPT~II~BER 2fi,
1998, ON A RQUTE OTHER THAN QNE OF THE OFFfCIAL CITY
ROUTES AND WAIVING THE FE~ FOR THE RACE
WHEREAS, pursuant to Sectton 3 of Resalution Number 701 1(CC5), t~e City
CQUncrl may authorrze a race route d~€ferent fram the offrcial City race routes set forth
therem,
NOW, THEREFQRE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA
DOES RESOLVE AS FOLLOWS.
SECTION 1 Dn September 26, 1 998, between the hours of $ 30 am and
10 30 a m., particEpants in the St Monica's 5K Race rr~ay, and are hereby a~thorEZed
to, conduct a running race along the following route
5K race begins at Se~enth Street and California Avenue, west on Caiifornia
Avenue ta 4cean A~enue, north on Ocean A~enue to San V~cente Boulevard,
east on San Vicente Boule~ard to Seventh Street, south on Se~enth Street to
Geargina Avenue, west on Georgina Avenue ta Fourth Street, south an Fourth
Street to Califarnia AWenue, east on California Ave~ue to Sever~th Street
SECTIDN 2 Permission to canduct the running race is granted upon the
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foflowrng conditions
A Street cfasure must allow access fot a 20-foot fire iane at af! tirnes
B The Community and Cultural Servrces Department will provide staff to
ass~st with race set-up and the actual cost of t~ose servic~s will be paid
by St Mon~ca's
C. St Monica's will rent street barricades and cones and ensure that tt~ey
are s#aged En ad~ance and removed rErtmedia~ely following the race.
D 5t Mornca's will pay ar~cf past "Temporary No ParkEng" signs showing
the date and time of the race aiong the race roUte at feast 24 rours in
advance Signs must ~e removed immed~ately foll4wing the race
E St Mon~ea's will notify all residents and businesses alang the race route
m writing of the event at least two weeks in ad~ance and after approval
af the notification letter by City
F The Sar~ta Man~ca Pohce Departrnent will pro~~de the necessary n~mber
of police off~cers far crawd and traffic controE alor~g the race route and
the actual cost w~ll be paid by St Monica's
G The race fee has been waived for the 1998 race Race #ees may be
re~nstituted rn the future rf any changes are made ta the City's laws and
regulations refat~ng to special events
H St Monica's shall prov~de a certif~cate of general and participant ]iabilrty
~nsurance for Qne Millian Dallars {S 1,QOO,Qa01 per occurrence, naming
the City of Santa Monica, rts City Council, boards and commissions,
officers, agents, emplayees and volunteers as addrtionaf insureds
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.~
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I St Monica's will exec~te an "inc[errin~ty and Hald Harm~ess" Agreement
with the City
SECTION 3 The City CEerk shall certify to #he aciaption of thES Resolution,
and t~enceforth and thereafter the same shall be En iull force and effect
APPRaV~D AS TO FORM
; t.-f~,C.c,~..~ ~-~-u
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MARSHA JO ~ MOUTRIE
City Attorney
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Adopted and appro~ed #his 11#h of August, 1998
Robert Hoibrook, Mayor
I, Maria M Stewart, City Clerk of the City of Santa Manica, do hereby certify #E~at
the foregomg Resofution 9307 (CCS) was ciuly adopted at a meeting of the Santa
Monica City Cauncil held on the 9~th of August, 1998 by the following ~ote
Ayes Councdmembers
Noes Councilmembers
Abstain CouncElmembers
Ab~ent Gauncdmembers
Ebner, Feinstein, Genser, Greenberg, Holbrook,
O'Connor, Rosenstein
None
None
None
ATTEST
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Maria M Stewart, City Clerk