2000 FALL CLASSIC HERMOSA BEACH CAR SHOW
Recommendation
Staff recommends 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
22, 2000 from 10 AM – 4 PM (open-to-public) 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 Clark Field rental fee of $25 per hour (@16hrs
= $400).
- Waive the $1.20 per participant/spectator fee (@1750 =
$2,100).
- Waive the banner permit fee ($215).
- Pay for two Police Officers (at regular hourly rate) on
event day if deemed necessary by the Chief of Police. (Note:
Beer and wine are requested to be served.)
- Pay for direct staff costs for Community Resources
Recreation Supervisor @ $300.
- Pay for any Public Works services required (at regular
hourly rate).
- Abide by directions set forth by the Public Works
Superintendent to protect the field and sprinkler
system.
- 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.
- No vehicles or equipment can be placed on the baseball
diamond (northwest).
- Provide cardboard trash receptacles and a trash bin to
remove all trash debris from the event.
- Obtain any and all necessary Health Department and A-B-C
permits.
- Provide an event notice to neighbors immediately adjacent
to the park at least two weeks in advance of the event.
- Provide portable toilets in addition to park
restrooms.
- Require repair as necessary of field.
- Post "Temporary No Parking" signs in the areas as
pre-arranged with the Community Resources Department staff.
City traffic control equipment (cones, barricades) are not to
be borrowed.
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 21 years.
This is the 5th Annual Project Touch Fall Classic Hermosa
Beach Car Show. The city received an application for this event
on July 10, 2000 (see attached). Since the Commission conducted
a workshop meeting with Council instead of the regular August
meeting, consideration of this request was delayed to the
regularly scheduled September meeting.
Analysis
In the past, Project Touch has ensured 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 finalize 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.
Fiscal Impact:
*Total Requested Subsidy: $2,715
Fees
- Clark Field Rental @ $25/hr. X 16 hrs. $ 400.00*
- Participant/Spectator Fee @ $1.20 2,100.00*
- Banner Permit 215.00*
- Event Staffing Fee 300.00
- Police Fees est. (at regular hourly rate) 510.24
- Sound Amplification Permit Fee
41.00
- Total Fees 3,566.24
PROJECT TOUCH, INC.
SPECIAL EVENT CONTRACT
This contract is entered into on
September 26, 2000
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
"2000 FALL CLASSIC HERMOSA BEACH CAR SHOW"
Special Event on
October 22, 2000.
FEES
- The City shall waive the event administration fee of
$200.
- PT shall pay direct costs for Police and Public
Works.
- PT shall pay for direct staff costs for Community
Resources Recreation Supervisor @ $300.
- 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 $1.20 per participant/spectator fee.
- The City shall waive the Banner Permit fee of $215.
SECURITY
- The City of Hermosa Beach shall provide two officers 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.
- PT shall be responsible to provide their own traffic
control equipment, including cones and barricades.
CLEAN -UP
- PT shall provide cardboard trash receptacles and a trash
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
$2 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 one street banner
to be posted for the Event. CITY shall waive the cost of
posting one street banner.
- 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. Individual
fundraising, such as through a drawing, shall be conducted in
accordance with the submittal of a Charitable Solicitation
application.
MISCELLANEOUS CITY RESPONSIBILITIES
- CITY staff shall allow PT the opportunity to sell
concession items per certain conditions.
- All concession items must be approved by CITY prior to
the event.
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 and A-B-C 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.
THE CITY OF HERMOSA BEACH RETAINS THE RIGHT TO AMEND, ADD OR
DELETE ANY CONDITION (S) OF SAID CONTRACT.
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