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City of Hermosa Beach --- 04-25-00
ALOHA DAYS COMMITTEE: REQUEST FOR APPROVAL OF "ALOHA
DAYS"
Recommendation The Parks, Recreation and Community Resources Commission and staff recommend that Council:
Background This is the fourth year for this community event presented by Aloha Days that combines a longboard surf competition with a Hawaiian festival featuring artisans, performers and food booths. Attachment B contains: (a) Aloha Days’ proposal/request for approval, (b) event layout, (c) schedule of events and surf competition registration form, (d) sponsorship letter, and (e) the revenue/expenditure report from last year’s event.
Analysis In the previous three years, Aloha Days has proven to be a fun and low impact event. Event organizers have been cooperative with all City requirements and requests. The event occupies the beach, ocean, and Plaza requiring no street closures . Changes from last year include the addition of shortboard and bodyboard competitions. To that end, they have requested a two-day event that will allow them not only to add these competitions but will also allow them to raise additional funds from booth rental fees. Due to potential impacts on local businesses, it is appropriate that the City Council review this request. Event organizers report that proceeds from booth spaces and entry fees will benefit (a) the Hermosa Beach Surf Museum Fund, and (b) Ke Po’ okela Cultural Foundation. The recommended contract contains the same provisions as are standard with event contracts with notable differences to include:
Aloha Days has requested an increase in funding from the Downtown Enhancement Fund to $5,000 over last year’s allocation of $2,500 and have also requested an additional $1,000 in Proposition A Funds to assist with the cost of a two day event.
FISCAL IMPACT Fees
Total 10,076.80 Waiver requests 5,452.80 Total projected fees $4,624.00
Requests for City funding
Total $7,000.00 *Aloha Days requests fee be waived by City Council
BEACH CITIES ADC CLUB
This contract is entered into on April 25, 2000, at Hermosa Beach, California by and between the ALOHA DAYS COMMITTEE (ADC), a non-profit organization and the CITY OF HERMOSA BEACH (CITY) with regards to " ALOHA DAYS" LONGBOARD SURF CONTEST & HAWAIIAN FESTIVAL on AUGUST 12 and 13, 2000. FEES
LOCATION
SECURITY CITY shall establish a command post in the immediate vicinity of the event. The command post shall be staffed at all times with one (1) representative of the Hermosa Beach Police Department and one (1) representative of ADC. ADC shall provide no less than six (6) unarmed security officers. Said officers shall wear identifiable uniforms that indicate a separate identity from other event staff. A representative of the security staff shall meet with the Hermosa Beach Police Department Watch Commander Prior to the event for a pre-event briefing. The private security staff shall be responsible primarily for informing spectators of CITY’S alcohol ordinance. CITY shall provide Officers for the event as follows: The Chief of Police shall determine the number of Officers necessary from the hours of 8:00 a.m. to 8:00 p.m., both days. CITY shall provide two (2) Fire/Paramedic personnel for the event or as many as deemed necessary by the Fire Chief. ADC shall assume cost of Officers and Fire/Paramedic personnel. ADC shall be required to obtain approval from the Fire Chief of booth layout on lower Pier Avenue and the Pier. ADC shall maintain a continuous twenty-foot (20’) fire lane in the booth areas as specified by the Fire Chief. CITY reserves the right to amend booth locations as necessary for emergency access and fire safety purposes.
CLEAN-UP ADC shall use a professional maintenance service to clean the following areas of trash on the day of the event:
The maintenance service shall be responsible for hauling the trash outside the CITY following the tournament. ADC shall be responsible for the steam cleaning of the Pier Plaza, on Pier Avenue from Hermosa Avenue to the Strand, and the Pier head itself, upper and lower levels. ADC shall be responsible to provide adequate trash receptacles at the following locations:
ADC shall be responsible to provide portable toilets as necessary to accommodate the event.
LOS ANGELES COUNTY DEPARTMENT OF BEACHES AND HARBORS SERVICES
INSURANCE At least ten (10) days prior to the event, ADC shall provide CITY a Certificate of Insurance providing personal injury and property damage liability insurance naming CITY, and County of Los Angeles, their officers, employees and agents as additional insured with a minimum coverage of 2 million combined single limit coverage . Insurance is to be placed with insurers with a current AM Best’s rating of no less than A:VII. Said insurance shall not be canceled or altered without 30 days notice in writing to CITY and County. ADC insurers shall be primarily responsible for any and all liability resulting or arising from the performance of the contract and CITY and County and their insurers shall not be required to contribute. For insurance purposes, the event area shall be defined to include any and all areas occupied or affected by the event. ADC agrees to defend, indemnify, and hold CITY and County of Los Angeles harmless from and against any and all liability and expense, including defense costs and legal fees, caused by the negligent or wrongful act or omission of ADC, its agents, officers and employees, including, but not limited to, personal injury, bodily injury, death and property damage.
ADVERTISING CITY shall permit street banners to be posted for the event. Cost of installation shall be borne by ADC.
PARKING
SPECIAL EVENTS CITY shall review all requests for any special events to be held as part of said event. CITY shall have the right to deny any and all requests.
ADDITIONAL PROVISIONS/RESPONSIBILITIES OF CITY CITY shall allow ADC the opportunity to sell concession items on the beach and Pier Plaza per certain conditions.
ADDITIONAL PROVISIONS/RESPONSIBILITIES OF ADC
CITY RESERVES THE RIGHT TO AMEND AND/OR TERMINATE THIS CONTRACT AT ANY TIME.
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