HomeMy Public PortalAbout07) 7D Co-sponsorship of the 2019 Relay for Life of Temple CityAGENDA
ITEM 7.0.
PARKS AND RECREATION DEPARTMENT
MEMORANDUM
DATE: May 21 , 2019
TO: The Honorable City Council
FROM: Bryan Cook, City Manager
By : Cathy Burroughs , Director of Parks and Recreation
SUBJECT: CO-SPONSORSHIP OF THE 2019 RELAY FOR LIFE OF TEMPLE CITY
RECOMMENDATION:
The City Council is requested to :
a) Approve a request from the American Cancer Society to co-sponsor the Relay for
Li fe of Temple City at Temple City Park on October 12 , 2019 ; and
b) Waive all fees and deposits associated with the installment of a promotional event
street banner and use of Temple City Park , the Performing Arts Pavilion , and City
Hall Community Room for event activities.
BACKGROUND:
1. Since 2012 , the City Council has approved an annual request from the American
Cancer Society (ACS) to co -sponsor the Relay for Life of Temple City. The local
event has raised over $300 ,000 to fund the prevention , advocacy and research
efforts of ACS .
2 . On April 23 , 2019 , ACS submitted to the City a request to co-sponsor the
upcoming Relay for Life event on October 12 , 2019 at Temple City Park .
ANALYSIS:
Relay for Life is a community based fundraising event of the American Cancer
Society where team members take turns walking around a track or designated
path. Each event is 6-24 hours in length and each team is asked to have a
member on the track at all times to signify that cancer never sleeps . The event
City Council
May21,2019
Page 2 of 3
includes games , activities and entertainment sponsored by i ndividual teams or the
event organizers .
Between 2012 and 2017 , the Relay for Life of Temple City was a 24-hour event
held at Temple C ity High School. The event organizers decided to go in a
different direction for the 2018 Relay for Life holding a 12-hour event i n Temple
City Park. The organizers are once again requesting use of Temple City Park for
a 12 hour-event, on Saturday, October 12 , 2019 . City sponsorship of the 2019
Relay for Life of Temple C ity would entail :
1. Reserved use of Temple City Park from 6 a .m . -10 p .m . on October 12 ,
2019 w ith all fees and deposits for use of the park and the Performing Arts
Pavi lion waived . The fee fo r th e Performing Arts Pavilion is $40/hour; the
fee for use of all other a reas of the park is also $40/hour. The total fee due
for the requested 16 hours wou ld be $1,280 and a $300 securit y deposit;
2 . City staff to assist with set up , ongoing maintenance and clean up for the
event . Overti me cost for one park maintenance worker is between $3 8 and
$45/hour. Anticipated cost for City staff support of the Relay is estimated at
no more than $800 ;
3 . Use of the C ity Hall Commun ity Room for the event as well as use o f C ity
equipment including tabl e s . chairs . EZ Up canopies , trash cans . etc.;
4 . Publicizing the event through the City's many communication platforms;
5 . Providing information ta b les during the 2019 Summer Concert series ;
6 . Hanging a promotional st reet banner over Las Tunas Drive ;
7 . Proclaiming September 2 8 , 2019 as Paint the Town Purple Day;
8 . Reserved use of the Performing Arts Pavilion and Community Room on
September 28 , 2019 fo r Paint the Town Purple Day with all fees and
deposits waived ; and
9 . Involvement by the Mayor and other Counci l members to speak at the
opening ce remony.
ACS will provide insurance, ma npower, marketing collateral and security for the
October event. Should the City Council approve the actions contained in this report ,
staff will work with the event o rg a nizers to meet conditions of th e City's co-sponsorship .
An item procla iming September 28, 2 01 9 as Paint the Town Purple Day w i ll be
presented to the City Council in Se ptem be r.
City Council
May 21 , 2019
Page 3 of 3
CITY STRATEGIC GOALS :
Approval to co-sponsor the 2019 Relay for Life of Temple City will further promote the
City's Strategic Goals of Public Health and Safety and Quality of Life .
FISCAL IMPACT:
The waiving of fees and deposits associated with the use of City facil ities and
installat ion of a street banner are estimated at $1 ,500 . These costs are not expected to
have an impact on the 2019-20 City Budget. Staff support associated with the co-
sponsorship can be performed during regularly scheduled business hours or absorbed
by budgeted overtime funds.
ATTACHMENT:
A. Co-Sponsorship Request from Relay for Life
ATTACHMENT A
·~ ....
RELAY
FOR LIFE • • .
April 23, 2019
Dear Mayor Nanette Fish and City Counci l,
On behalf of the American Cancer Society, Inc. I want to thank you for your support of
Relay For Life of Temple City. The Blh annual community event will be held on Saturday
October 12th, 2019 at Temple City Park.
We are thankful of the support the City gave us in 2018 as a Presenting Sponsor.
We hope we can count on the City of Temple City to be the co-sponsor of ReJay For Life
of Temple City for 2019. Some of the b enefits for the City of Temple City include:
*Public Relations/Promotion
*Identified as event sponsor
*Positive Association with National Non-Profit
*Will be seen as a forerunner in the development of the largest ACS
fund raiser in the Temple City area.
*Other benefits may include:
• In return for Sponsorship, the City of Temple City will be featured
in all collateral materials.
• Relay For Life attracts significant media coverage. In addition to
being featured in the promotional materiaJs for the event, there is
the likely opportunity for exposure oflogo by the media.
• Sponsorship of the American Cancer Society's Relay For Life is a
wonderfuJ opportunity to reach people who are active in their
communities (both participants and vo lunteers) while
contributing to the fight against cancer. The association with the
American Cancer Society, the largest voluntary health agency in
the world, is one that would certainly enhance the City of Temple
City's image in the community.
For your consideration, the req uest for .co -s ponsorship of Relay For Life of Temple
City at Temp le City Park on October 12th, 2019 may include, but is not limited to
include, the following:
• Use of Temple City .Park with reservation fees and deposits waived by the City.
• Access to Band Stands and use of electric for stage and team sites.
• Provide City Staff Member to assist during the event.
American Cancer Society
Wesl Region
99 S. Lal<e Av e., Suite 400 Pasadena, CA 91101
p) 626-243-5601 f) 626-568-2888
Can cer Information: 1.800.227.2345 www.cancer.org
" U s e o f C o m m u n i t y R o o m , T a b l e s , C h a i r s , P a r k i n g L o t , a n d R e s t r o o m F a c i l i t i e s f o r t h e
e x t e n t o f t h e e v e n t w i t h f e e s w a i v e d b y t h e C i t y .
" U s e o f C i t y ' s P o p - U p T e n t s t o u s e d u r i n g e v e n t . W e u n d e r s t a n d t h e c i t y l i k e s t o s e t u p
a n d t e a r d o w n . W e w o u l d l i k e t h e m s e t u p f r o m 8 a m - 1 0 p m .
" T e m p l e C i t y Y o u t h C o m m i s s i o n p a r t i c i p a t i o n o r v o l u n t e e r h o u r s .
" T a b l e o r B o o t h r e s e r v a t i o n s a t t h e C i t y C o n c e r t s I n t h e P a r k . W e h o p e t o h a v e o n e
c o n c e r t w h e r e w e c a n p r o m o t e R e l a y F o r L i f e o f T e m p l e C i t y .
" P r o m o t i o n o f t h e R e l a y F o r L i f e o n t h e C i t y ' s w e b p a g e , F a c e b o o k a n d c a b l e T V c h a n n e l ,
a n d C o n n e c t M a g a z i n e .
" I n v o l v e m e n t b y t h e M a y o r a n d C o u n c i l t o s p e a k a t t h e o p e n i n g c e r e m o n y O c t o b e r 1 2 ,
2 0 1 9 a s t h e i r s c h e d u l e s p e r m i t .
" U s e o f t h e r a m p m a d e b y C i t y w o r k e r s t o b r i d g e t h e s t e p f r o m t h e p a r k t o t h e l i b r a r y f o r
w a l k e r s .
" H a v e a b a n n e r h u n g o v e r L a s T u n a s a t a n y o n e o f t h r e e d e s i g n a t e d a r e a s u p o n
a v a i l a b i l i t y . W e w o u l d l i k e t h e b a n n e r u p S e p t e m b e r 1 7 , 2 0 1 9 . W e w i l l p r o v i d e
t h e s t r e e t b a n n e r a n d a r e a s k i n g t h e f e e s t o b e w a i v e d f o r p l a c e m e n t a n d
r e m o v a l o f t h e b a n n e r .
" W e w o u l d l i k e t h e c i t y t o m a k e a p r o c l a m a t i o n t o m a k e S e p t e m b e r 2 8 , 2 0 1 9
P a i n t T h e T o w n P u r p l e D a y . T h i s w i l l b e a d a y t h a t v o l u n t e e r s w i l l p u t p u r p l e
r i b b o n s a l o n g d t y t r e e s o n L a s T u n a s D r i v e f r o m R o s e m e a d B l v d . t o B a l d w i n A v e .
R e l a y F o r L i f e v o l u n t e e r s w i l l p l a c e t h e r i b b o n s o n e v e r y o t h e r t r e e o n S e p t e m b e r
2 8 , 2 0 1 9 a n d w i l l b e r e s p o n s i b l e f o r r e m o v i n g t h e r i b b o n s b y O c t o b e r 2 5 , 2 0 1 9 .
T h e p u r p o s e o f P a i n t T h e T o w n P u r p l e i s t o i n c r e a s e a w a r e n e s s I n t h e c o m m u n i t y
f o r c a n c e r p r e v e n t i o n , t h e A m e r i c a n C a n c e r S o c i e t y a n d R e l a y F o r L i f e o f T e m p l e
C i t y .
" R e s e r v a t i o n o f t h e C o m m u n i t y R o o m & G a z e b o a t T e m p l e C i t y P a r k o n
S e p t e m b e r 2 8 , 2 0 1 9 f r o m 8 a m - l p m a s h e a d q u a r t e r s f o r P a i n t t h e T o w n P u r p l e
D a y . W e h o p e t o h a v e m u s i c a n d p a s s o u t i n f o r m a t i o n o n A C S a n d R e l a y F o r L i f e .
" W e w o u l d l l k e t o p l a c e f l y e r s a n d p o s t e r s i n C i t y H a l l , t h e L i b r a r y a n d a t L i v e O a k
P a r k s t a r t i n g i n J u l y .
T h e A m e r i c a n C a n c e r S o c i e t y w i l l p r o v i d e :
* I n s u r a n c e C o v e r a g e
* A l l m a n p o w e r r e q u i r e d t o s e t - u p , i m p l e m e n t a t i o n , a n d c l e a n - u p f o r e v e n t
* P u b l i c R e l a t i o n s / P r o m o t i o n s
* S e c u r i t y
I ' v e r a j s e d m y t h r e e c h i l d r e n i n T e m p l e C i t y a n d K i m g r e w u p h e r e a n d r a i s e d h e r
c h i l d r e n h e r e a s w e l l . W e k n o w w h a t a n a m a z i n g c o m m u n i t y t h i s i s .
We believe the City is truly the core of the community of Temple City. We are confident
our partnership can only bring the r esidents and youth together for a s uccessful Relay
For Life event i n 2019.
Pl ease let u s know whe n this item will be addressed at a council meeting so we can
make sure to attend. We l ook forward to hearing from you.
Warmest Regards,
Janet Sm ith and Kim Wunner
Voluntee r Event Leads