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SR-304-001-02 (2) '" . . RP:DTA:EM:db Counc11 Meeting: Dec. 11, 1984 30t,/ - ao/-- 0"2- Santa Monica, Californla TO: Mayor and C1ty Council FROM: Clty Staff Io-H IfC 11 ,., SUBJECT: ModlfYlng Runnlng Race P011cies INTRODUCTION ThlS report 18 submltted 1n response to Councll request for a procedure for settlng running race routes WhlCh would not require Counc11 actlon on each race route. It also includes staff's recommendat1on to establlsh a race fee range for accommodating races shorter than a marathon. BACKGROUND On January 24, 1984, Councll adopted Resolutlon No. 6809 (CCS) WhlCh estab11shes procedures, crlterla and the fee for conductlng runn1ng races w1th1n the Clty of Santa Monica. The resolution also establlshed three approved race routes. Race Routes Slnce Resolut1on No. 6809 was adopted by Council, race applicants trYlng to obta1n Clty approval for thelr events have frequently subm~tted requests for routes that are dlfferent frow the es- tablished routes in the resolution. Race routes WhlCh are not speclfled 1n the resolut1ons require Counc11 approval, wh1ch has become t~we consum1ng for both staff and Cauncll. Therefore, staff 18 recommend~ng a more flex1ble approach to routlng r~ces to streamllne the process for all concerned and stlll meet Coun- cll's concerns addressed ln the orlginal resolut1on. The proposed po11cy change for estab11sh1ng race routes would enable c~ty staff to work and cooperate with the race applicant - 1 - to-.N DEt 11 J" ""' ~n the developmen~ a race route to be USed~The route must adhere to all sect~ons of the proposed resolution, wh1ch specify the frequency with WhLCh any route may be used and other route crlter~a. Fees The present race fee ~s $10,000 per race, In add~t~on, all C1ty costs must be pa1d by the race promoter. Th1.S fee 15 1ntended for marathon races and 1S too high for races which are shorter than marathons. It l5 recommended that staff be able to pro-rate a fee wi th1.n set ranges for races shorter than a marathon. The fee range 1.S recommended to be a ffilnlrnurn of $3,000 wlth a maX1mum of $10,000. Budgetary/Financlal Impact Any adm1nlstrat1ve costs of runnlng races on the C1ty Streets are handled on a cost coverlng bas15. Due to the dlff1.culty of pre- d1.ctlng what prl.vately sponsored races W1.l1 be held, race fee revenues are not proJected In the budget. When such fees are collected, they are deposlted in Account # 01-906-108-000-000, Sports & Special Events, 1.n the Department of RecreatJ.on and Parks. Recommendat1on Staff recommends that the C1ty Counc11 approve the attached Resolution on Runnlng Races. Prepared by: Donald T. Arnett, Director Recreat10n and Parks DTA:EM:db SRRACECR . . RP:DTA:db Cauncll Meeting: 12/l1j84 Santa Monlca, Callforn1a Resolutlon No. (Clty Counell Ser1es) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA ESTABLISHING PROCEDURES AND CRITERIA FOR CONDUCTING RUNNING RACES. WHEREAS I ~t is proposed that the C~ty of Santa Monlca establlsh certaln procedures and cr1ter1a for conduct1ng runn~ng races; and WHEREAS, the conduct1ng of such runnlng races is In the publlC lnterest, and for the benefit of the C1ty of Santa Mon1ca, NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS: SECTION 1. The Recreat10n and Parks Department shall be the lead department ln the reV1ew and approval of app11cations for runnlng races. SECTION 2. The followlng schedule 1S establ1shed for flllng and processlng appllcatlons for runnlng races ApprovaljDlsapproval :r'111ng, Deadline Deadline 1st Quarter (Jan-Mar) July 1 Aug. 15 2nd Quarter (Aprll-June) Oct. I Nov. 15 3rd Quarter (July-Sept.) Jan. 1 Feb. 15 4th Quarter (Oct.-Dec.) Apr. 1 May 15 SECTION 3. The annual number of races shall be limlted to a total of SlX lOK and/or marathon races, unless walved by motion approved by the C1ty Counc2l. The s1ngle except10n shall be 1n 1984 when the Olymplc race wll1 start 1n Santa Monica. - 1 - - . . SECTION 4. The follow1ng races shall be included in the total number of annual races: Santa Mon1ca Recreat10n and Parks Department lOK Santa Mon1ca Recreat10n & Parks Department Marathon Soc~al SerV1ces lOK SECTION 5. The follow1ng cr1teria shall be used in- determinlng the e11gib111ty of applicat1on: a. Application has been properly submitted within the deadllnes w~th necessary 1nformation. b. Fund ra~slng events with an agency sponsor1ng the races shall be 11m1ted to the City 1n 1tS off1cial capac~ty and Santa Monlca based non-prof1t soc1al serVlce agenc1es lncluding the Communlty SerV1ce Counc1l. c. No route can be used more frequently than four tlrnes per year so as not to 1mpose upon the people who llve on that part1cular route. d. Establlshed events shall have prlor1ty over other events unless the event was not held the preceedlng year or ~n the Judgement of commlttee the event should not be repeated. e. Groups or indlv1duals applying w1l1 be given pr10rity 1n the following order 1f they need other cr1teria 1tems: 1. Races sponsored by the Clty of Santa Mon1ca. 2. Santa Monica based non-prof1t groups. 3. Santa Mon1ca based commerc~al interest w1th races of nat10nal s1gnlflcance. 4. Non-Santa Mon1ca based commerclal interest, w1th races of natlonal s1gniflcance. - 2 - . . f. Cons1derat1on wlll be g1ven to the 1mpact the event w11l have on the communlty wlth relat10n to t~me of day, traff1c, parklng and length of the event, g. W1th races of national ~mportance, the f1nanc1al return and pub11c1ty to the Clty will be consldered. h. Exper1ence level of the promoter or race director will be cons1dered along wlth thelr ab~llty to prepay for all C~ty serV1ces in advance, SECTION 6. The followlng materlals w1ll be requ1red to be submltted by the app11cant wlth the appllcation: a. Map of race route des1red. b, S1gned contract wlth sponsor. c. Slgned contract or verlf1cat1on of cornm1tment for telev1s1on or other media coverage. d. Ver1f1cat1on of cornrn1tment from nat10nal or 1nter- natlonally known runners. e. Verif1cation of the race be1ng part of a qual1fY1ng system for nat10nal or internat10nal races. f. Sample of flyers to be d1stributed to homes and bus1nesses along route 1nforming the occupants of the pendlng race, g. A non-refundable app11catlon fee of $100 pa1d by certlf1ed cash1er's check. h. Evidence of promoter exper1ence in th~s type of actlvlty. i. Statement as to reason for raceJ who benef~ts, type of sponsorship. - 3 - . . j. Ingress & Egress: The promotor shall make ap- propr~ate accornmodat~ons to 1nsure ~ngress and egress of reS1- dents along the race route. Th~s plan shall be submitted to the D~rector of Recreation and Parks for approval thlrty (30) days pr10r to the race date. SECTION 7. Race Slgns: Promot1onal slgns w111 not be permltted in resident1al areas. They w1ll be 11mited to the start/f1n~sh area and other approved locations w1th1n City. Di- rect10nal s~gns may be used along the race routes. All s1gn designs and locat10ns are to be subm1tted to the Director of Recreat10n and Parks for approval th1rty (30) days prior to the race. SECTION 8. Route Frequency: No approved race route can be used more frequently than once every two months nor more than four tlrnes per year. SECTION 9. The following procedure shall be used 1n the selection of the races to be run: a. The C1ty'S Event Management committee w11l reVlew all app11cations properly subm1tted within the deadlines for each quarter, The Event Committee w111 determ1ne which races will be perm1tted w1th1n that quarter. b, Any 1nterested person may appeal a decis10n of the Event Comm1ttee to the Recreat10n and Parks Commiss1on wlthin 10 days of the decis10n of the Event Commitee. c. Any interested person may appeal a decls10n of the Recreat10n and Parks Commisslon to the City Counc11 with1n 10 days of the dec1sion of the Recreat10n and Parks Commlssion. SECTION 10. The race fee for running races 1n Santa - 4 - . . Monica shall be in a range from a m~n1mum of $3,000 to a maximum of $10,000 (except for those races mentioned In Sect10n 4). SECTION 11. C1ty Staff w111 work and cooperate with the race appllcant in the development of a race route to be used. The route must adhere to all sect10ns of th1s resolution. SECTION 12. The approval of an app11cation shall be condlt1oned upon executlon of a contract In a form satisfactory to the C1ty. In addlt10n to the Race Fee, contract shall prov1de that the estlmated costs lncurred by the C1ty of Santa Monica 1n connect1on w1th the race shall be paid by the appllcant by cer- tlfled cashler's check 30 days prlor to the race date and that costs exceed1ng this estimate wl1l be payable on demand. SECTION 13. C~ty Staff wll1 work and cooperate w1th the race applicant in the development of a race route to be used, The route must adhere to all sect10ns of thlS resolut1on concern- lng use of C1ty streets. The Santa Monica Po11ce Deparment and the C1ty Traffic Eng1neer's office w111 be consulted as to the course of the route. SECTION 14. Resolut1on No. 6809{CCS) is hereby repealed. SECTION 15. The C1ty Clerk shall cert1fy to the adop- tlon of th1S resolut1on, and thenceforth and thereafter the same shall be in full force. Approved as to Form: ~~.~ Robert M, Myers C1ty Attorney a T RACECRIT