1997 PROJECT TOUCH FALL CLASSIC CAR SHOW

Recommendation

It is recommended by the Parks, Recreation and Community Resources Commission and staff that Council approve the request from Project Touch, a Hermosa Beach based non-profit organization, to conduct a Classic Car Show on Clark Field, Sunday, October 19, 1997 from 10 AM - 6 PM with the following requirements/waivers.

1. Provide the City with a certificate of Insurance in the amount of $1 million.
2. Indemnify the City.
3. Provide the City with signed indemnification forms from all event participants.
4. Waive the Clark Field rental fee of $25 per hour.
5. Waive the $1.10 per participant/spectator fee.
6. Waive the $300 Event Administration fee.
7. Pay for one Police Officer on event day if deemed necessary by the Chief of Police.
8. Pay for direct staff costs for Community Resources recreation leader @ $7 per hour.
9. Pay for any Public Works services required (e.g., banner fees, man-hours).
10. Abide by directions set forth by the Public Works Superintendent to protect the field and sprinkler system.
11. Vehicles permitted on the field area only. A 20' fire lane must be maintained at all times. No vehicles permitted in the entry area where parking is prohibited.
12. No vehicles or equipment can be placed on the baseball diamond (northwest).
13. Provide cardboard trash receptacles and a BFI bin to remove all trash debris from the event.
14. Obtain any and all necessary Health Department clearances.
15. Provide an event notice to neighbors immediately adjacent to the park at least two weeks in advance of the event.
16. Abide by all of the rules and regulations for special events.
17. Require portable toilets.
18. Consider need for shuttle service.
19. Require repair as necessary of field.

Background

Project Touch is a non-profit organization dedicated to providing programs to help teens and preteens participate positively in their homes, schools and community. They have been a tenant in the Community Center for 18 years.

As with most non-profits, Project Touch has sponsored various fund-raisers throughout the years as a means of supplementing grant income to operate the charity. The City received an application for this event on April 2, 1997 (see attached).

The Parks, Recreation and Community Resources Commission approved this request at their April 16, 1997 meeting. (See attached.)

Analysis

Per the City's special event ordinance, the Director of Community Resources can waive permit fees for non-profit organizations. No direct costs to the City can be waived.

City staff will meet with event organizers to discuss the special care that will be required to ensure that our field is protected and that the event operates in a safe manner. Operational meetings will be scheduled with Public Works, Police and Fire Department personnel to refine event requirements.

The tenancy of Project Touch in the City has been of a great value to Hermosa residents and to the community. With its dedicated leadership, the track record of this organization has been nothing short of exemplary. They have proven to be responsible both in the conduct of their many and varied activities and in their valued service to our youngsters. Last year, this fund-raiser was well received by the community and was distinguished as a positive new addition to the lineup of community events in Hermosa Beach. Hopefully, this event will serve to raise funds for Project Touch for years to come.

Fiscal Impact: Estimated Revenue $260

Attachments:

1. Letter of Request

2. Application

3. Site Diagram

4. Project Touch Brochure

5. Special Event Ordinance

6. Contract

7. Commission minutes 4/16/97 meeting

PROJECT TOUCH, INC.

SPECIAL EVENT CONTRACT

This contract is entered into on April 29, 1997 at Hermosa Beach, California by and between PROJECT TOUCH, INC. (PT) a non-profit organization and the CITY OF HERMOSA BEACH (CITY), with regards to the "1997 FALL CLASSIC CAR SHOW" Special Event on October 19, 1997.

FEES

The City shall waive the event administration fee of $300.

PT shall pay direct costs for Police and Public Works.

PT shall pay for direct staff costs for Community Resources recreation leader @ $7 per hour.

All predetermined fees shall be paid two weeks prior to Event.

All unanticipated costs incurred by the City on behalf of the event shall be paid within 15 days of receiving an invoice from the City.

The City shall waive the Clark Field rental fee of $25 per hour and the $1.10 per participant/spectator fee.

SECURITY

The City of Hermosa Beach shall provide one officer on event day if deemed necessary by the Chief of Police.

The City of Hermosa Beach shall provide two (2) Fire/Paramedic personnel for the event or as many firefighters as deemed necessary by the Fire Chief.

Costs for officers and fire/paramedic personnel shall be assumed by PT.

PARKING/BARRICADES

PT shall be required to post temporary "No Parking" signs 72 hours in advance as required by the City.

Vehicles are permitted on the field area only.

No vehicles are permitted in the entry area where parking is prohibited.

A 20' fire lane must be maintained at all times.

No vehicles or equipment can be placed on the baseball diamond (northwest).

PT may be asked to provide a shuttle bus service from a major satellite point(s) on the outskirts of or outside of Hermosa Beach. PT shall provide directional signs and advertisements which shall be approved in advance by the CITY.

CLEAN -UP

PT shall provide cardboard trash receptacles and a BFI bin to remove all trash debris from the event.

PT shall provide portable toilets as necessary to accommodate the event.

INSURANCE

Ten (10) days prior to the event, PT shall provide the City with a certificate of insurance providing personal injury and property damage liability insurance naming the CITY its officers, employees, and agents as additional insured with a minimum coverage of $1 million combined single limit coverage. Said insurance shall not be canceled or altered without 30 days notice in writing to the City.

PT 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 the CITY.

PT agrees to defend, indemnify and hold the 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.

PT shall provide the City with signed indemnification forms from all event participants.

ADVERTISING

The City of Hermosa Beach shall permit two street banners to be posted for the Event. Cost of installation shall be the responsibility of PT.

All sponsor signs, props, product facsimiles, etc. deemed necessary by PT to identify the event, shall be approved as to location and content by CITY. CITY will not unnecessarily deny said approval and will not curtail certain constitutional rights of PT.

SPECIAL EVENTS

PT shall abide by all of the rules and regulations for special events.

The CITY shall review all requests for any special events requested to be held as part of said event. The CITY shall have the right to deny any and all requests.

MISCELLANEOUS CITY RESPONSIBILITIES

CITY staff shall allow PT the opportunity to sell concession items per certain conditions.

All concession items must be approved by the CITY prior to the event.

THE CITY OF HERMOSA BEACH RETAINS THE RIGHT TO AMEND, ADD OR DELETE ANY CONDITION (S) OF SAID CONTRACT.

MISCELLANEOUS RESPONSIBILITIES OF PROJECT TOUCH, INC.

PT will be solely responsible for event management.

PT shall be responsible to obtain all necessary County and State health permits as required.

PT will be required to obtain an amplification permit from the CITY.

PT will provide an event notice to neighbors immediately adjacent to the park at least two weeks in advance of the event.

PT shall abide by directions set forth by the Public Works Superintendent to protect the field and sprinkler system.

PT shall repair field as necessary.

PT will abide by any additional policies or appropriate fees as established by the City.

Event shall be conducted in compliance with City of Hermosa Beach Noise Ordinances. Ordinances are on file at the Department of Community Resources.