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Home My Public Portal About08) 7D Co-Sponsor Relay for Life American Cancer SocietyAGENDA ITEM 7.0. MANAGEMENT SERVICES DEPARTMENT MEMORANDUM DATE: March 4, 2014 TO: The Honorable City Council FROM: Tracey Hause, Acting City Manager I Administ,rative Services Director By: Giselle Corella, Executive Assistant to the City Manager SUBJECT: CONSIDERATION OF A REQUEST FROM THE AMERICAN CANCER SOCIETY FOR TEMPLE CITY TO CO-SPONSOR THE RELAY FOR LIFE OF TEMPLE CITY AT TEMPLE CITY HIGH SCHOOL ON JULY 26-27, 2014 AND PROCLAIM JUNE 28TH PAINT THE TOWN PURPLE DAY RECOMMENDATION: The City Council is requested to: a) Approve the request from the American Cancer Society to co-sponsor the Relay for Life of Temple City at Temple City High School on July 26-27, 2014; b) Proclaim June 28, 2014, Paint the Town Purple Day; and c) Waive all fees and deposits for the use of the Temple City Park Gazebo (i.e., Pavilion), Community Room, and installment of a street banner on Las Tunas Dr. BACKGROUND: 1. On May 4, 2010, City Council approved a request from the American Cancer Society for the City to co-sponsor the Southern California Chinese Relay for Life event at Temple City High School on June 26-27, 2010. 2. On December 21, 2010, City Council approved a request from the American Cancer Society for the City to co-sponsor the Relay for Life of the Chinese Community South at Live Oak Park on April16-17, 2011. 3. On November 15, 2011, City Council approved a request from the American Cancer Society for the City to co-sponsor the Relay for Life of the Chinese Community South at Live Oak Park on April14-15, 2012. City Council March 4, 2014 Page 2 of 4 4. On June 5, 2012, City Council approved a request from the American Cancer Society for the City to co-sponsor the Relay for life of Temple City at Temple City High School on July 28-29, 2012. 5. On January 15, 2013, the American Cancer Society submitted a letter requesting the City to co-sponsor the Relay for life of Temple City at Temple City High School on July 27-28, 2013. 6. On March 19, 2013, City Council approved a request from the American Cancer Society for the City to co-sponsor the Relay for life of Temple City at Temple City High School on July 27-28, 2013. 7. On January 24, 2014, the American Cancer Society submitted a letter requesting the City to co-sponsor the Relay for life of Temple City at Temple City High School on July 26-27, 2014. ANALYSIS: The American Cancer Society is a nationwide, community-based, voluntary health organization dedicated to eliminating cancer as a major health problem through research, education, advocacy, and service. Relay for life is an overnight event designed to celebrate survivorship and raise money for research and programs for the American Cancer Society. Over the past four years, the City has developed a strong relationship with the American Cancer Society by co-sponsoring the first four Relays for life in the City of Temple City (i.e., The Southern California Chinese Relay for life at Temple City High School on June 26-27, 2010; the Relay for life of the Chinese Community South at live Oak Park on April 16-17, 2011 and again on April 14-15, 2012; the Relay for life of Temple City at Temple City High School on July 28-29, 2012; and the Relay for life of Temple City at Temple City High School on July 27-28, 2013). The American Cancer Society is once again requesting the City to co-sponsor the Relay for life of Temple City by providing the following assistance: • Relay for life banner hung over las Tunas Drive The event organizer is requesting to have a promotional Relay for life banner hung over Las Tunas Drive from June 28 to July 27, 2014. The American Cancer Society will provide the street banner. There is currently no fee for the use of the banner space on Las Tunas Drive, however; there is a fee of $428 for City staff to install the street banner. The event organizer is requesting to waive all fees for the installment of the street banner. In order for City staff to install the street City Council March 4, 2014 Page 3 of 4 banner, the Relay for Life team will need to provide the banner ten days prior to June 28th and additionally provide two 50 foot nylon ropes and 12 spring clips. • Proclaim June 28th Paint the Town Purple Day Paint the Town Purple Day will be a day that Relay for Life volunteers will put purple ribbons along the City trees on Las Tunas Drive from Rosemead Boulevard to Baldwin Avenue and Temple City Boulevard. Relay for Life volunteers will place the ribbons on every other tree on June 28th and will be responsible for removing the ribbons by Monday, August 25th The purpose of Paint the Town Purple is to increase awareness in the community for cancer prevention, the American Cancer Society, and Relay for Life Temple City. • Use of the Temple City Park Gazebo and Community Room The event organizer is requesting to use the Temple City Park Gazebo and Community Room on June 28th as the headquarters for Paint the Town Purple Day from 9:00a.m. to 12:00 p.m. The American Cancer Society team will play music and pass out American Cancer Society and Relay for Life informational packets from the Gazebo and store their supplies in the Community Room. The American Cancer Society requests that the City waive all fees (i.e., fee for bandstand is $40/ hour) and deposit (i.e., $300) required for the reservation of the Gazebo and Community Room. • Tables at City Concerts in the Park The event organizer is requesting one table at all the City's Concerts in the Park series (i.e., six concerts) prior to the July 26th to 2ih event. The table will be used to promote the relay and Cancer Survivor appreciation. • City's website, Facebook, and Cable TV Channel to promote Relay for Life The American Cancer Society is asking the City to run public service announcement promoting the Relay for Life event beginning May 1st to July 26th on the City's website, Facebook page, the Temple City Government Information Channel (which is allowed for local non-profit organizations), and Connect Magazine. • Temple City Volunteers and Youth Committee Involvement The event organizer is asking for possible involvement by the City's volunteer groups and City's Youth Committee. Involvement by the City's volunteer groups and Youth Committee will need to be coordinated with the Parks and Recreation Department. However, involvement by the City's Youth Committee may be City Council March 4, 2014 Page 4 of 4 difficult as the current committee members' terms end before the Relay for Life event begins on July 26th • Mayor and City Council Involvement The event organizer requests that the Mayor and City Council speak at the opening ceremony on July 26th as their schedules permit. • City Equipment The event organizer would like to use 12 of the City's pop-up tents to use durin~ the 24-hour event. City staff will assist in delivering and setting up on July 26t beginning 6:30 a.m. and taking down the 12 white pop-up tents on July 27th beginning 9:30 a.m. CONCLUSION: The City Council is requested to consider co-sponsoring for the Relay for Life of Temple City at Temple City High School on July 26th to 27th, 2014, from 9:00 a.m. to 9:00 a.m., a 24-hour event; proclaim June 28, 2014, Paint the Town Purple Day; and waive all fees and deposit for the use of the Temple City Park Gazebo (i.e., Pavilion) and the Community Room. City Council's approval is required for City co-sponsorship of the event. FISCAL IMPACT: Approval of this item would not have an impact on the Fiscal Year (FY) 2013-14 City Budget as additional staff support would not be needed for this event. Staff estimates that support will be provided during regularly scheduled business hours and if needed, over-time is appropriated in the FY 2013-14 City Budget. ATTACHMENTS: A. American Cancer Society Relay correspondence from Daniela Lopez Barragan. ... <;! "' RElAY ATTACHMENT "A" AMERICAN CANCER SOCIETY RELAY FOR LIFE FOR LIFE = = =" -~ -~~ \! Cilleleli)tlate. ~ V"*'J ::::~~ """' ~ ~ ~-d: ' ill e lil11 e m li) e 11. ~ = ~ -~ z~ ~ " "' ~L>t=&~"""-:~"' January 7,2014 Dear Mayor Cynthia Sternquist and City Council, On behalf of the American Cancer Sockty, Inc. Iwant to thank you for your support of Relay For Life of Temple City. The 3rd annual community event will be held July 26-27,2014 at Temple City High School. We are thankful of the support the City gave us in 2013 as a prese11ting sponsor. We ho]le we can count on the City of Temple City to be the co-sponsor of Relay For Life of Temple City for 2014. Some of the benefits for the City of Temple City include: *Pub lie Relations/Promotion *Identified as event sponSor *Positive Association with National non-profit *Will be se.en as a forer\lllller in the development of the lm·gest ACS fundrlliser in the Temple City ate a. *Oth<;Jr benefits may include: " Il.'t tetum for Sponsorship, the City of Temple City will be featured in all coLlateral. • Relay For Life. attracts significant media coverage. In additiotL to being featured ill the promotional materials for the <ovent, there is the likely opportunity for exposure oflogo by the media, · • . Sponsorship of the Amelican Cancer Society's Relay For Life is a wonderful opportunity to reach people wh~ arc active ill their conununities (both p?Iiicipants and volunteers) while c0ntributing to the fight against cancer. The association with the Alnetican Cancer Society, the largest voluntary hefl]th agency in the world, is one that would certainly eilhance the City of Temple City's image in the community. For your consideration, the request for co-sponsorship of Relay For Life of Temple City at Temple City High School Oil July26-27, 2014 may include, but is not limited to include, the following: • Temple City City Volunteers pm·ticipation and participation of Youth Co:o:IlniSsitm. • Table or Booth reservations at all the City Concerts in the Park. We will promote our event and dedicate one for cancer Sutvivor appreciation! • Help publicize the event through promotion of the Relay For Life on the City's web page, Face book m1d cable TV cham1el and also ill Cmmect magazine. 1 AMERICAN CANCER SOCIETY RELAY FOR LIFE ~ ""} = 7-~= "~ '"'= -= ~ -~ ~)' ~ ~ "';'; " - C!ielei:Jrate. Ri:u'tl e ~ 1:) e r. · " ~ " "' ~ "'~ • Involvement by the Mayor and Cmmcil to speak at the opening ceremony on July 26'\ 2014, as their schedules penult. " Have a banner hung over Las Ttmas at any one of three designated areas upon availability. We wonld like the banner up June 28-July 27, 2014. We will provide the str10et banner and are asking the fees to be waived for placement and removal of the. banner. • We would like the city to make a proclan1ation to make June 28'h, Paint The Town Purple Day. This will be a day thatvolnnteers will put purple ribbons along city trees on Las Tunas Drive from Rosemead Blvd. to Baldwin Ave and Temple City Blvd. Relay For Life vohmteers will place the ribbons on every other tree on June 28th and will be responsible for removing the ribbons by the date designated by the City. The purpose .of Paint The Town Ptlrple is to increase awareness in the community for cancer prevention, the American Cancer Society and Relay For Life of Temple City. • We would like to keep the 1ibbons up one month aft<;lr the event. If this is g1·anted, we will remove all ribbons by August 25, 2014. • We would like to place flyers and posters in City Hall and at Live Oak Park starting in ApriL • Would like to resetvethe Gazebo at Temple City Park on Jtme 28 to make that our headqua(let for Paint The Town Purple Day. W c; hope to have music and pass out information on the American Cancer Society and Relay For Lire. We would also like to use the community room as our headquarters for that day frmn 8am-1 pm. • We would like to use 12 of the City's white pop up tents to use at the event. We understand the City prefers to set them up and tear them down. We would like them set up by 6:30am on July 26,2014. TI1e American Cancer Sociely will provide: *Insurance Coverage *All manpower required to set-up, .inlplementation, and clean-up for event *Public Relations/Promotions *Security Having grown up in Temple City, We know firsthand what an amazing community this is. We believe the City is ttuly the core of the community of Temple City. We are confident our partnership can only bring the residents and youth together for a successful Relay For Life event in 2013. Please let us know when this item will be addressed at a council meeting so We can make sure to attend. Please feel free to contact Da11iela at 626.607.1690 with any. questions or to request ft!rther information. We look forward to hearing from you. 2 ""«~ "" RElAY AMERICAN CANCER SOCIETY RELAY FOR LIFE FOR LIFE <Eelebrate. Warmest Regards, P.rtA /o Daniela Lopez Barragan Manager, Relay For Life 626.607.1690 Daniel a. Ba rragan@ca ncer .o rg h "')~ ~ ""--,/ Kimberly Wunner Chairmen, TC Relay For Life 626 688 4986 kimwunner@yahoo.com Jo \:rr~ lcfttc'Thf\&' \J Jolynn Mac Donald Co-Chairmen, TC Relay For Life 626 626 422. 4503 Brad.macdonald57@yahoo.com ~ - Bemember, j); A~'" " ::is -" ~ 3