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Home My Public Portal About04) 7C Co-Sponsorship of the 2017 Relay for LifeDATE : TO: FROM : MANAGEMENT SERVICES DEPARTMENT MEMORANDUM February 21 , 2017 The Honora ble City Co un cil Brya n Cook , City Manage r Via : Brian Haworth , Assistant to the City Manager By : T inny Chan , Management Analyst AGENDA ITEM 7 .C . SUBJECT: CO-SPONSORSHIP OF THE 2017 BELAY FOR LIFE OF TEMPLE CITY RECOMMENDATION: The City Counci l is re qu es ted to: 1. Approve a req ue st from the American Cancer Society to co -spo nsor the Relay for Life of Temp le City on June 24-25, 2017 ; and 2 . Waive all fees a nd deposits assoc iated with the installment of a promotional event street banner, and use of the Temple City Performing Arts Pavilion and City Hall Community Room . BACKGROUND : 1. Since 2012 , the City Counc il has approved an annua l request from the American Ca nce r Society (ACS) to co-spo nsor the Relay for Life of Temple City . The loca l eve nt ha s ra ised over $250 ,000 to fund the prevention , advocacy and research efforts of ACS . 2 . On January 23 , 2017 , ACS sub mitted to the City Council a request to co -sponsor the upcoming Relay for Life event on Jun e 24 -25 , 2017 at Templ e City High School. ANALYSIS : The Relay for Life of Temple City is an annua l 24-hour walk and community campo ut t hat raises local fu nd s to support the preventio n, advocacy and research efforts of ACS. Organizers rece ntl y reque sted the City 's co -sponsorship of this year's event on June City Council February 21 , 2017 Page 2 of 2 24-25 , 2017 , which would entail: • Publicizing the event through its many communication channels ; • Mobilizing volunteers to assist with event logistics and fund ra ising ; • Providing information tables during the 2017 Summer Concerts series; • Hanging a promotional event street banner over Las Tunas Drive; • Reserving the Performing Arts Pavi l ion and Community Room on May 27 , 2017 ; • Proclaiming May 27 , 2017 as "Paint the Town Purple Day"; • Availing the Mayor and other councilmembers to speak at the opening ceremony ; and • Arranging the set up and take down of 12 pop-up tents for use during the event. ACS w i ll provide insurance, manpower, marketing collateral and security for the June event. Furthermore , according to organizers , Temple City Unified School District will host the event-without cost-at the Temple City High School football field . Use of the field's lighting and amp l ified sound system will comply with the City 's nuisance ordinances for noise and external illumination . Should the City Council approve actions contained in this report , staff will work with event organizers to meet conditions of the City's co -sponsorship . An item proclaiming May 27 , 2017 as "Paint the Town Purple Day" will be presented to the City Council in April. That proclamation will reflect the City Council's support of the relay event; it will also allow for the temporary placement of purple ribbons on city street trees to further cancer awareness and prevention . CITY STRATEGIC GOAL: Approval to co-sponsor the 2017 Re lay for Life of Temple City will further promote the City's strategic goals of public health, quality of life , and citizen education. FISCAL IMPACT: The waiving of fees and depos its associated with banner installation and the use of c ity facilities are estimated at $750 . These costs do not represent a sign ificant impact to the adopted FY 2016-17 City Budget. Furthermore , any 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 / ·~ ""' RELAY AMERICAN CANCER SOCIETY RELAY FOR LIFE FOR LIFE . Celebrate. Remember. t ... -----. -. • /" . -· \ . . . .. ·" Fi.ght .. _~ac~. ·. ~-~-~.:....,_-~-~: --~ J';-;t:r:Jiio January 23 , 2017 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 6th annual community event will be held June 24 , 2017, at Temple City High School. This year also marks the 32"d Anniversary of Relay For Life. We are thankful of the su pport the City gave us in 2016 as a presenting sponsor. We hope we can count on the City ofTemple City to be the co-sponsor of Relay For Life ofTemp le City for 2017. Some of the benefits for the City ofTemple 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 fundrai ser 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. • Re lay For Life attracts significant media coverage. In addition to being featured in the promotional materials for the event, there is the likely opportunity for expos ure of logo by the media. • Sponsorship of the American Cancer Society's Relay For Life is a wonderful opportunity to reach peo pl e who are acti ve in their communiti es (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 wo uld certainly e nhance 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 on June 24-25 , 2017 may include, but is not limited to include, the following: • Temple City C ity Volunteers particip ation and participation of Youth Commission. • Table or Booth reservations at all the City Concerts in the Park. We will promote our event and dedicate one for cancer Survivor appreciation! • Help publicize the event through promotion of the Relay For Life on the City 's w eb page, Facebook and cable TV channel and al so in Connect magazine . 1 ·~ .. RELAY FOR LIFE AMERICAN CANCER SOCIETY RELAY FOR LIFE . -. Celebrate. Remember. Fight Back. .._ . . --·· • Involvement by the Mayor and Co unc il to speak at the opening ceremony on June 24, 20 17 , as their schedules permit. • Have a banner hW1 g over Las Tunas at any one of three designated areas upo n availability. We wo uld li ke the banner up May 26 , 2017. We will provide the street banner and are asking the fe es to be waived for placement and removal of the banne r. • We would like the city to make a proclamation to make May 27 , Paint The Town Purple Day. This wi ll be a day that volunteers will put purple ribbons along city trees on Las Tunas Drive from Rosemead Blvd. to Baldwin Ave and Temple City Blvd. Relay For Life vo lunteers will place the ribbons on eve ry other tree on May 27 and will be responsible for remo v ing the ribbons by the date de si gnated by the C ity . The purpo se of Paint The Town Purple is to increase awareness in the community for cancer prevention, the American Cancer Soci ety and Re lay For Life of Temple City. • • • • We would like to keep the ribbons u p one month after the event. If thi s is granted, w e w ill remove all ribbon s by July 1, 20 17. We would like to place fl yers and p oster s in C ity Hall and at Live Oak Park s tarting in April. Would like to reserve the Gazebo at T empl e City Park on May 27 to make that our headquarters for Paint The Town Purple Day. We hope to have mu sic and pass out information on the American Cancer Society and Relay For Life. We would al so like to use the communi ty room as our headquarters for that day from 8am-l pm. We wo ul d 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 wou ld like them set up by 8:00am on June 24,2 017. The Ameri ca n Cance r Soci ety wi ll pro vid e: * In s w-anc e Coverage *All manpower required to set-up, implementation, and clean-up fo r event *Public Rel a tion s/Promotions *Security Having g rown up in Tem p le C ity, we k now fir st hand what an am az in g comm unity t hi s is. We beli eve the C ity is truly the core of the community of Temple C ity. We are confident o ur partners hip can o n ly brin g the re s id ents and you th togethe r for a successfu l R e lay For Life event in 20 17. Please let us k now w hen thi s it em w ill be addressed at a council meeting so we can make sure to attend . Pleas e fee l free to contact o ur staff partner, Ann-Mari e D o dge, at 8 18-926-2262 w ith any que sti ons o r t o re quest furth e r info rmation. We look fo rward to hearing fr o m yo u. 2 ,...---------· --- ·~ .. RELAY FOR LIFE AMERICAN CANCER SOCIETY RELA Y FOR LIFE . Celebrate. Warm est Regard s, Ann-Marie Dodge Specialist, Relay For Life 818.926.2262 annmarie.dodg_e@ca n cer.org Mary Sneed I Event Co-Chair, 2017 Relay For Life of Temple City 626.446.5790 msneedtc@yahoo.com Elizabeth Powell Event Co-Chair, 2017 Re lay For Life of Temple City 626 .252.5746 EPOWELL@ healthcarepartners.COil! Remember. Fight Back. 3