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Home My Public Portal About04) 7B_Relay for Life Request Staff Report_w attachmentsPARKS AND RECREATION DEPARTMENT MEMORANDUM DATE: August 3, 2021 TO: The Honorable City Council FROM: Bryan Cook, City Manager By: Adam Matsumoto, Director of Parks and Recreation SUBJECT: CO-SPONSORSHIP OF THE 2021 RELAY FOR LIFE OF TEMPLE CITY RECOMMENDATION: The City Council is requested to: 1.Approve a request from the American Cancer Society to co-sponsor the Relay for Life of Temple City at Temple City Park on November 6, 2021; and 2.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 monies to fund the prevention, advocacy, and research efforts of ACS. 2.On June 28, 2021, ACS submitted to the City a request to co-sponsor the upcoming Relay for Life event on November 6, 2021 at Temple City Park (Attachment “A”). ANALYSIS: Relay for Life is a community-based fundraising event of the ACS 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 always have a member on the track to signify that cancer never sleeps. The event includes games, activities and entertainment sponsored by individual teams or the event organizers. AGENDA ITEM 7.B. City Council August 3, 2021 Page 2 of 3 Since 2018, (with an interruption in 2020) the Relay for Life event has been held at Temple City Park. The organizers are once again requesting use of Temple City Park, on Saturday, November 6, 2021. City sponsorship of the 2021 Relay for Life of Temple City would entail: 1. Reserved use of Temple City Park on November 6, 2021, with all fees and deposits for use of the park and the Performing Arts Pavilion waived. The fee for the Performing Arts Pavilion is $40/hour; the fee for use of all other areas of the park is also $40/hour. The total fee due for the requested 14 hours would be $1,120 and a $300 security deposit; 2. City staff to assist with set up, maintenance and clean up for the event. Overtime cost for one park maintenance worker is between $38 and $56/hour. Anticipated cost for City staff support of the event is estimated at no more than $800; 3. Use of the City Hall Community Room for the event as well as use of City equipment including tables, chairs, canopies, trash cans, etc.; 4. Publicizing the event through the City's communication platforms; 5. Providing an information table during the 2021 Summer Concert series; 6. Hanging a promotional street banner over Las Tunas Drive; 7. Proclaiming October 23, 2021 as Paint the Town Purple Day; and 8. Involvement by the Mayor and other Councilmembers to speak at the opening ceremony. ACS will provide insurance, volunteers, marketing collateral and security for the November event. Should the City Council approve the actions contained in this report, staff will work with the event organizers to meet conditions of the City' s co-sponsorship. An item proclaiming October 23, 2021, as Paint the Town Purple Day will be presented to the City Council in October. Relay for Life of Temple City will be required to follow the most current L.A. County Health Order. As of this time, outdoor events are allowed to operate normally without any specific pandemic restrictions. If the Health Order changes prior to the event, any new guidelines or protocols that are issued must be complied with. CITY STRATEGIC GOALS: Approval of the co-sponsorship of the 2021 Relay for Life of Temple City will further the City’s Strategic Goals of Public Health and Quality of Life. FISCAL IMPACT: The waiving of fees and deposits associated with the use of City facilities and City Council August 3, 2021 Page 3 of 3 installation of a street banner is not expected to have an impact on the FY 2021-22 City Budget. Staff support of the event will be covered under normal work hours, or within the approved existing overtime budgets. ATTACHMENT: A. Co-Sponsorship Request from Relay for Life June 28, 2021 Dear Mayor Vincent Yu and City Council, On behalf of the American Cancer Society, Inc. I want to thank you for your support of Relay For Life of Temple City. The 10th annual community event will be held on Saturday, November 6, 2021 at Temple City Park. Cancer doesn’t stop and that is why our team of volunteers are committed to raising $30,000 for cancer research and services for our community. We are thankful of the support the City gave us in 2020 as a Presenting Sponsor. We hope we can count on the City of Temple City to be the co-sponsor of Relay For Life of Temple City for 2021. Some of the benefits 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 fundraiser 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 materials for the event, there is the likely opportunity for exposure of logo by the media. •Sponsorship of the American Cancer Society’s Relay For Life is a wonderful opportunity to reach people who are active in their communities (both participants and volunteers) 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 request for co-sponsorship of Relay For Life of Temple City at Temple City Park on November 6, 2021 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 electricity for stage and team sites. •Provide City Staff Member to assist during the event. •Use of Community Room, Tables, Chairs, Water Tubs, Parking Lot, and Restroom Facilities for the extent of the event with fees waived by the City. •Use of City’s Pop-Up Tents to use during event. We understand the city likes to set up and tear down. We would like them setup from 8am – 10pm. •Use of Water Walls around children’s play area. We would like the area to be set up on Friday, November 5th. •Use of the ramp made by City workers to bridge the step from the park to the library for walkers. •Temple City Youth Commission participation or volunteer hours. Attachment A • Table or Booth reservation at the City Concerts in the Park. We hope to have one concert where we can promote the relay. • Promotion of the Relay For Life on the City’s web page, Facebook and cable TV channel, and Connect Magazine. • Advertising Relay For Life on the electronic sign on Rosemead Blvd above the Animal Hospital. • Involvement by the Mayor and Council to speak at the opening ceremony November 6, 2021 as their schedules permit. • Have a banner hung over Las Tunas at any one of three designated areas upon availability. We would like the banner up October 17, 2021 We will provide the street banner and are asking the fees to be waived for placement and removal of the banner. • We would like the city to make a proclamation to make October 23, 2021 Paint The Town Purple Day. This will be a day that volunteers will put purple ribbons along city trees on Las Tunas Drive from Rosemead Blvd. to Baldwin Ave. Relay For Life volunteers will place the ribbons on every other tree on October 23, 2021 and will be responsible for removing the ribbons by November 20, 2021. 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 of Temple City. • Reservation of the Community Room & Gazebo at Temple City Park on October 23, 2021 from 8am-1pm as headquarters for Paint the Town Purple Day. • Reservation of the Community Room November 5, 2021 from 3pm-6pm for set-up. • Volunteers would like to place pictures of cancer survivors in the trees on November 4th.They will be removed by November 7th. • We would like to place flyers and posters in City Hall, the Library and at Live Oak Park starting in July. The American Cancer Society will provide: Insurance Coverage All manpower required to set-up, implementation, and clean-up for event Public Relations/Promotions Security We believe the City is truly the core of the community of Temple City. I am confident our partnership can only bring the residents and youth together for a successful Relay For Life event in 2021. Please let me know when this item will be addressed at a council meeting so we can make sure to attend. I look forward to hearing from you. Warmest Regards, Diana Doi Volunteer Event Lead