Loading...
sr-051083-11eRP:DTA:db Council Meeting; x/10/83 T0: Piayor and City Council FROM: City Staff -~ U ~/w ~. ~./utA. J ~ ~- ~ ~ \~ Santa Monica, California 1 MAY 1 0 1983 SUBJECT: Specific Criteria - Runr~in9 Races Introduction This report presents recommendations regarding specific criteria to be used in the selection of running races to be held ,n Santa Monica, and authorizes the City Manager to establish procedures, as outlined in this report, for the approval of such events. Ba~round On February 8, 1983, the City Council approved in concept certain criteria for the running of marathon races in and throuoh Santa Monica. Staff indicated they would return with more detailed criteria and procedures to be used in approving applications for marathon races. The lead department in the review of the applications is to be the Recreation and Parks Department. Application forms are in existence which vdill ensure the review of the Police Department, Parking and Traffic and other City Departments which might, from time to time, be involved in review of a soecific event. The suggested procedures and criteria to be used in selecting those running races to be held in or through Santa Monica are based on the anticipated increase in requests that may come about as a result of the 1984 Olympics. It is staff's opinion that if the promoter's or race director's want to hold the events in Santa PAonica, sufficient lead time is essential to check the qualifications of" the promoter and their plans to insure success of the event. The present application process will be strengthened not only for marathon races, but for the lOK races. I~~~ MAY 1 0 1983 RP :'DTA: db Council Meeting: 5/10/83 Santa Monica, California 2. A standardized application packet will be developed which will ensure the equal opportunity of the applicants for the time slots. This packet will include: the criteria for applicants, the goals of the City concerning these events, application blanks, sample flyers for public distribution along the route, filing deadline dates, payment schedule for City services, a map of existing marathon and lOK running courses, schedule of application approval and instructions on information to be submitted at time of application. The following schedule is recommended for running events. Applications submitted during these time periods will be processed administratively by staff. Race Calendar: Filing Deadline Approval Deadline 1st Quarter (Jan-Mar) Oct. 1 Nov. 15 2nd Quarter (April-June) Jan. 1 Feb. 15 3rd Quarter (July-Sept.) Apr. 1 May 15 4th Quarter (Oct.-Dec.) July 1 Aug. 15 The maximum number of races each year would be restricted to a total of six marathon races and/or 10 K races, with the exception of the Olympic race. The second and third quarters have existing lOK races which have been in operation for several years. They are the Santa Monica IOK, held in April, which is run by the City Recreation and Parks Department, and the Social Services lOK held in September which is run by and supported by Jon Douglas Co. There is also the Santa Monica Marathon which is run by the City and has been held in August during the Sports and Arts Festival for the last e8-even years. These City-sponsored races are to be included in the maximum limitation.:` Tfie City would retain the right to have fewer events than the 6 per year recommended in this report. Events beyond the maximum number allowable would require City Council approval. DTA:RP:db 3. The present calendar for 1983 is as follows: 1st Quarter - PJo races 2nd Quarter - April 24 - S.M. lOK (City) Santa Monica, California Starts at City Hall, ends on Pier - May 1 -Triathlon - June 5 - Avon Marathon 3rd Quarter - August 28 - S.M. Marathon {City) - 2 loops in City - September - Social Services lOK (San Vicente's course) 4th Quarter - No races Application Submittal Dependent upon the scope of the race (national or local) the following materials must be submitted with the application. 1. Map of race .route desired. 2. Signed contract with sponsor. 3. Signed contract or verification of commitment for television coverage. 4. Verification of commitment from national or internationally known runners. 5. Verification of the race being part of a qualifying system for national or international races. 6. Sample of flyers to be distributed to homes and businesses along route informing the occupants of the pending race. 7. A filing f;~e of $100 paid by certified cashier's check. (Returned if race not approved.) 8. Evidence of promoter experience in .this type of activity. 9. Statement as to reason for race, who benefits, type of sponsorship. Method of Selection A selection committee composed of one staff representative from the Recreation and Parks Department, Community R~ Economic Development and the Police Department will review all applications properly submitted within the deadlines for each DTA:RP:db 4. Santa Monica, California quarter. They will determine which races will be permitted within that quarter. If any disputes occur regarding the decision of the selection committee, they will be forwarded to the Recreation and Parks Commission for resolution first, then, if necessary, to the. City Council. Criteria Used 1. Application has been properly submitted within the deadlines with necessary information. 2. Fund raising events with an agency sponsoring the races shall be limited to the City in its official capacity and Santa Monica based non-profit social service agencies including the Community Service Council. 3. No route can be used. more frequently than once every two months so u s not to impose upon the people who live on that particular route. 4. Established events shall have priority over other events unless the event was not held the preceeding year or in the-judgement of committee the event should not be repeated. 5. Groups or individuals applying will be given priority in the following order if they meet. other criteria items. a. -Races sponsored by the City of Santa Monica. b. Santa Monica based non-profit groups. c. Santa Monica based commercial interest with races of national significance. d. Non-Santa Monica based commercial interest, with races of national significance. 6. Consideration will be given to the impact the event will have on the community with relation to time of day, traffic, parking and length of the event. 7. With races of national importance, the financial return and publicity to the City will be considered. RP:9TA:db Santa Monica, California 5. 8. Experience level of the promoter or race director will be considered along with their ability to prepay for all City services in advance. Recommendation. Staff recommends Council approve the submitted criteria and operational plan for the running of races in Santa Monica and that they rescind Resolution 5331 and adopt the attached resolution. Prepared by: Donald T. Arnett, Director Recreation and Parks DTA:db