GREAT AUTOS OF YESTERYEAR
CLASSIC CAR CLUB DISPLAY
ON THE PLAZA
APRIL 21, 2001
Recommendation
Staff recommends that Council approve the request from Great
Autos of Yesteryear Classic Car Club, a non-profit
organization, to conduct a Car Club display on the Plaza April
21, 2001, from 10 AM – 3 PM with the following
requirements/waivers:
- Provide the City with a certificate of Insurance in the
amount of $2 million.
- Indemnify the City.
- Provide the City with signed indemnification forms from
all event participants.
- Waive the $1.10 per participant/spectator fee.
- Pay for direct staff costs for Community Resources
Recreation Supervisor if required.
- Pay for any Public Works services required (at regular
hourly rate).
- Place oil pans below each vehicle.
- Retain an 18’ continuous fire lane on the
Plaza.
- Provide one fire extinguisher per vehicle.
- Provide an event notice to Plaza merchants.
- Supply volunteer security for the event.
- Set-up hours 8:00 AM – 10:00 AM; tear-down
completed by 4 PM.
- One adult in front and one behind each vehicle as they
enter and exit the Plaza to ensure pedestrian safety (orange
vests).
Background
Great Autos of Yesteryear Classic Car Club is an
organization dedicated to sharing interests in and displaying
classic cars.
There will be (a) no event sponsors, (b) no admission fees,
and (c) no entry fees for the vehicles.
Analysis
This off-season event would present little or no impact to
the City and would not require additional staffing or
Policing.
Merchants should embrace this exciting attraction which will
increase foot traffic during the day and provide a festive
atmosphere on the Plaza.
Fiscal Impact: None
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GREAT AUTOS OF YESTERYEAR CAR CLUB
SPECIAL EVENT CONTRACT
This contract is entered into on December 12, 2000 at
Hermosa Beach, California by and between Great Autos of
Yesteryear Classic Car Club (CLUB), a non-profit organization
and the CITY OF HERMOSA BEACH (CITY), with regards to the
"Endless Summer Classic Car Show" Special Event on April 21,
2001.
FEES
- CITY shall waive the event administration fee of
$300.
- CLUB shall pay direct costs for Police, Community
Resources and Public Works staff, if any are required.
- All predetermined fees shall be paid two weeks prior to
the event.
- All unanticipated costs incurred by CITY on behalf of the
event shall be paid within 15 days of receiving an invoice
from CITY.
- CITY shall waive $1.10 per participant/spectator
fee.
SECURITY
- Responsibility for event security shall be assumed by
CLUB.
- Each vehicle shall be provided with a fire
extinguisher.
PARKING
- An 18’ fire lane must be maintained at all
times.
- CLUB must allow for the safe entry and exit of vehicles
with two attendants in orange vests for each entering and
exiting vehicle.
CLEAN -UP
- CLUB shall be responsible to return the Plaza area to the
condition prior to the event. Oil pans shall be provided for
all vehicles.
INSURANCE
- Ten (10) days prior to the event, CLUB shall provide CITY
with a certificate of insurance providing personal injury and
property damage liability insurance naming CITY, its
officers, employees, and agents as additional insured with a
minimum coverage of
$2 million
combined single limit coverage
. Said insurance shall not be canceled or altered without 30
days notice in writing to CITY.
- CLUB insurers shall be primarily responsible for any and
all liability resulting or arising from the performance of
the contract and CITY and their insurers shall not be
required to contribute. Said insurance’s shall not be
canceled or terminated without at least ten (10) days written
notice to CITY.
- CLUB agrees to defend, indemnify and hold CITY harmless
from and against any and all liability and expense, including
defense costs and legal fees, caused by negligent or wrongful
act or omission of the event organizers or its agents,
officers and employees, including but not limited to personal
injury, bodily injury, death, and property damage.
- For insurance purposes, the event area shall be defined
to include any and all areas occupied or affected by the
event.
- CLUB shall provide CITY with signed indemnification forms
from all event participants.
ADVERTISING
- No commercial sponsors or commercial advertising banners
will be permitted on the Plaza.
- CLUB may wish to post a sign about the Club or
identifying the event itself.
SPECIAL EVENTS
- CLUB shall abide by all of the rules and regulations for
special events.
- CITY shall review all requests for any special events
requested to be held as part of said event. CITY shall have
the right to deny any and all requests.
MISCELLANEOUS RESPONSIBILITIES OF CLUB.
- CLUB will be solely responsible for event
management.
- CLUB shall be responsible to obtain all necessary County
and State health and A-B-C permits as required.
- CLUB will provide an event notice to Plaza merchants at
least two weeks in advance of the event.
- CLUB shall abide by directions set forth by the Public
Works Superintendent to protect the Plaza.
- CLUB will be financially responsible for any and all
damage that may occur on the Plaza or as a result of the
event.
- CLUB will abide by any additional policies or appropriate
fees as established by CITY.
- The event shall be conducted in compliance with CITY of
Hermosa Beach Noise Ordinances. Ordinances are on file at the
Department of Community Resources.
THE CITY OF HERMOSA BEACH RETAINS THE RIGHT TO AMEND,
ADD OR DELETE ANY CONDITION(S) OF SAID CONTRACT.
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