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HomeMy Public PortalAbout7DAGENDA ITEM 7.D. PARKS AND RECREATION DEPARTMENT MEMORANDUM DATE: December 21, 2010 TO: The Honorable City Council FROM: Jose E. Pulido, City Manager( By: Cathy Burroughs, Director of Parks and Recreation SUBJECT: REQUEST FROM THE AMERICAN CANCER SOCIETY FOR THE CITY OF TEMPLE CITY TO CO-SPONSOR THE RELAY FOR LIFE OF THE CHINESE COMMUNITY SOUTH AT LIVE OAK PARK ON APRIL 16-17, 2011 RECOMMENDATION: The City Council is requested to: a) approve the request from the American Cancer Society to co-sponsor the Relay for Life of the Chinese Community South at Live Oak Park April 16-17, 2011; b) approve extension of park hours at Live Oak Park from 10:00 p.m. on April 16 through 6:00 a.m. on April 17, 2011; and c) waive all fees and deposits for use of the facilities at Live Oak Park. BACKGROUND: 1. On May 4, 2010, the City Council approved a request from the American Cancer Society to co-sponsor the Southern California Chinese Relay for Life event on June 26-27, 2010 at Temple City High School. The request included City assistance in hanging a promotional street banner; waiver of fees and deposits for the use of meeting rooms at the Live Oak Park Community Center for planning meetings; the use of the City's Blackboard Connect Mass Electronic Notification System to notify residents of the event; approval for an information table at the City's summer concerts; permission to use the City's 50th anniversary seal and logo on promotional flyers and brochures; public service announcements on the Temple City Government Information Channel; and involvement by the Mayor and City Council at the opening ceremony of the event. City Council December 21, 2010 Page 2 2. In October 2010, the American Cancer Society submitted a letter requesting support for the 2011 Relay for Life of the Chinese Community South. The organization would like to hold the event on April 16-17, 2011 at Live Oak Park. ANALYSIS: The American Cancer Society has requested City support for the 2011 Relay for Life of the Chinese Community South. The American Cancer Society held a successful Relay for Life at Temple City High School on June 26 - 27, 2010. The organization contacted the Temple City Unified School District (TCUSD) in October 2010 to again request use of the High School field for the 2011 Relay for Life. They were advised by the TCUSD that, due to conflicts with a soccer organization, the facility would not be available and recommended the event be held at Live Oak Park. Subsequently the American Cancer Society submitted an Application for Use of Recreation Facilities for Live Oak Park for their 2011 Relay for Life of the Chinese Community South from 3:00 p.m. on April 15 through 12:00 p.m. on April 17, 2011. The American Cancer Society has also submitted a letter requesting the City co-sponsor the event. The American Cancer Society is requesting reserved use of the southwest portion of Live Oak Park including the athletic field area from the picnic shelters to approximately the tennis courts, as well as the picnic shelters, basketball courts, south parking lot, and restrooms. The organization is also requesting use of lights for the event, electrical power, waste receptacles, and barricades and/or fencing to secure the area. The facilities are available on the days requested. Temple City American Little League and Temple City Amateur Softball Association normally have reserved use of the fields during this time, however if the request from the American Cancer Society is approved, the two organizations will be advised that the west portion of the field will be unavailable during this time. Games would still be allowed on the diamonds. A security deposit is required for reserved use of the athletic fields ($500) and the picnic shelters ($200) at Live Oak Park. The fee for the use of the athletic field lights is $10 per hour. If the City Council approves co-sponsorship of the event, all fees and deposits would be waived. Since Live Oak Park is closed from 10:00 p.m. — 6:00 a.m. approval of the request would need to include extension of park hours from 10:00 p.m. on April 16 to 6:00 a.m. on April 17. Parks and Recreation staff are scheduled to be on duty until 10 p.m. daily. Park Maintenance staff are normally on duty at 6:00 a.m., therefore, unless directed otherwise, there would be no City staff on duty during this event from 10:00 p.m. April 16 until 6:00 a.m. April 17. The restrooms adjacent to the picnic shelters could remain open throughout the night and the athletic field lights could remain on as well. Staff would recommend the neighbors be notified in advance that the park would be used throughout the night. In regards to the other requests from the American Cancer Society there are electrical outlets available in the picnic shelters for use by the organization; additional trash cans could be placed throughout the venue; and the irrigation system could be turned off City Council December 21, 2010 Page 3 between April 15 and 17. A limited number of barricades are available at Live Oak Park that could be used for the event, however no fencing is available. Therefore, if the organization requires the venue to be fenced and secured, they would need to provide and set up the fencing. The diagram submitted by the organization showing the layout of the event, depicts the stage set up on the basketball courts. Staff does not recommend a stage be set on the basketball court due to the possible damage to the surfacing. The stage could, however, be set up on the grass area near the basketball courts, or on any of the concrete areas surrounding the picnic shelters and basketball court. Staff will work with the organizer to determine the best layout for the event that would have the least impact on the facility. As was the case last year, the City is also requested to assist by hanging a street banner publicizing the event and to use the City's Blackboard Connect Mass Electronic Notification System and the Government Information Channel to notify the public of the Relay for Life. CONCLUSION: The American Cancer Society has requested the City consider co -sponsoring the Relay for Life of the Chinese Community South at Live Oak Park on April 16-17, 2011. Council approval is required to waive any and all fees and deposits for use of the facilities at Live Oak Park, extension of park hours past 10:00 p.m., and for assistance in publicizing the event. FISCAL IMPACT: Approval of this item could have a minimal impact on the Fiscal Year (FY) 2010-11 City budget. If the fees and deposits are waived for the Relay for Life, the City would not have a deposit on file if the facilities were damaged which could result in an impact to the budget. Additionally, waiver of the fees for the use of the athletic field lights would result in a loss of income to offset the electrical cost of the lights. This cost is not expected to be significant at less than $500. ATTACHMENTS A. Correspondence from American Cancer Society, Nathan McCusker B. Application for Use of Recreation Facilities — American Cancer Society, California Division Inc. C. Diagram of Live Oak Park Nathan McCusker American Cancer Society Income Development Manager Temple City, City Council Dear Councilmemebers, RELAY OR LIFE Thank you for your support of the Relay For Life of the Chinese Community South this year. As you already know, Relay has been in existence for over 25 years and has been held in more than 5000 communities across the country. Relay for Life can be an inspiring experience for your city staff, school and business members to be involved in the fight against cancer. The event is an opportunity for a community to Celebrate cancer survivors, Remember loved ones lost to the disease and to Fight/lackagainst a disease that takes too much. We would like to ask for your support again in 2011, by co -sponsoring the event. We would like to hold the event at Live Oaks Park. We would like to occupy the west end of the park, from the southwest corner of the park, basketball courts, lawn area to the first light pole up to the sidewalk at the south end of the building back to the west wall. We are requesting use of the park from April 15th from 3:00 PM to April 17th at 12:00 PM. A site map is attached showing the approximate layout for the event We would like the use of the following during that time: 1. lawn area, parking lot, picnic area, and restrooms. The lawn area will be used for a stage and display and sleeping areas (typically tents) for the participants. As evidenced by our participation last year, we do not expect our occupancy to have any adverse impact on the lawn areas.. 2. Venue lighting including street lights. 3. Electrical power if available. We may also want to place a commercial generator if adequate power is not available on site for a small P.A. system. and power to the individual team booths. We understand that noise is an issue, and will use the quietest unit possible, similar to the type used by the studios when filming in residential neighborhoods. We would also like to see if there is power available from the various lighting poles in the part. 4. Waste receptacles, including the on site dumpsters. 5. Sprinklers- we would like these turned off a minimum of 24 hours before the event if possible. This cuts down on the impact we have on the lawn and garden areas, and of course keeps our participants from getting wet! 6. Barricades and/or fencing- we want to make sure our area is secure for both the participants and also for the protection of the venue. If the city can help by providing these items, all or in part, we welcome them. We will provide whatever is needed beyond the city provided items. We are also working to have on site security and medical personnel donated. We will have volunteers for set up and clean up after. We try to leave the area better than when we arrived. We will also arrange as much off site parking as possible to lessen the traffic issues for the neighborhood. We will provide a certificate of insurance once the dates have been confirmed. American Cancer Society, California Division Office 3333 Wilshire Boulevard, Suite 900, Los Angeles, CA 90010 T1 213.605.5495 0 213.736.7402 Nathan.McCusker@cancer.org 1.800.AC 5.2345 / w ww.ca ncer. oig / w ww. tielayt=orl de org The event is coordinated by a group of dedicated volunteers who are anxious to get things up and running. 1'd appreciate it if you could get back to me at your earliest convenience. I can be reached at 213.605.5495 (M -F days), or via email at nathan.mccusker@cancer.org. Again, thank you for your help, time, and consideration. We look forward to the Relay for Life of the Chinese Community South being both memorable and successful. Sincerely, Nathan McCusker Regional Director, Relay For Life TEMPLE CITY DEPARTMENT OF PARKS & RECREATION APPLICATION FOR USE OF RECREATION FACILITIES Location Live Oaks Park Facility/Area Desired (Site Map Attached) Day Friday, Saturday, and Sunday Date April 15-16-17, 2011 Hours3:0QP 4-15 to 12:00 PM 4-17 Type of Activity Relay For Life of the Chinese Community South No. Attending 300 Name of Organization American Cancer Society, California Division Inc. Name and Title of Applicant Nathan McCusker, Regional Director Applicant's Address 500 N. Victory Blvd City Burbank Phone (213) 605-5495 Please check if event will be open to: Yes Public Members/guests Is a charge of any kind to be made? No Charge If so please describe If funds are to be raised, for what purpose? To support the fight against cancer Are kitchen facilities desired? No Hours: For: Refreshments Light Cooking Full meal indicate below any special equipment required at facility. Also, show desired set-up in box provided. ROOM SET-UP Number I certify that I will abide by the Rules and Regulations. Item Chairs Tables P.A. System Other Signature of Applicant Date Do Not Write Below This Line Is facility available? Yes No Comments FACILITY FEE DISPOSITION OF REQUEST Request Denied By Request Approved By Date Total Charge Staff Expense Date Fees Paid Insurance Endorsement Receipt #