HomeMy Public PortalAbout04) 7B Co-Sponsorship of the 2018 Relay for LifeAGENDA
ITEM 7.8.
PARKS AND RECREATION DEPARTMENT
MEMORANDUM
DAT E: January 16, 2018
TO : The Honorable City Council
FROM : Bryan Cook , City Manager
By: Cathy Burroughs , Di rector of Parks and Recreation
SUBJECT : CO-SPONSORSH IP OF TH E 2018 RELAY FOR LIFE OF T E MP LE CI TY
RECOMMENDATION :
The City Counci l is requested to :
1. Approve a request from the American Cancer Society to co-sp onsor the Relay for
Life of Temple City at Temple Ci ty Park on Octobe r 27 , 2018 ; and
2 . Waive all fees a nd deposits associated with the installment of a promotional event
street banner a nd use of Temple Ci ty Park , the Perform ing Arts Pavi l ion , and City
Hall Comm u ni ty Room .
BACKGROUND :
1. Since 2012, t he City Council has approved an an n ual 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 November 29 , 2017 , ACS s ubmitted to the City a request to co-sponsor the
upcoming Relay for Life event on October 27 , 20 18 at Temple City Park .
ANALYSIS :
Relay for Life is a community based fu nd raising event of the American Cancer Society
whe re team members take turns wa l ki ng around a track or designated path . Each event
is 6-24 hours in leng t h and each team is asked to have a member on the track at all
t imes to signify that cancer never sleeps . The event includes games, activities and
City Council
January 16, 2018
Page 2 of 3
entertainment sponsored by individual teams or the event organizers.
Since 2012 , the Relay for Life of Temple City has been a 24 -hour event held at Temple
City High School. The event organizers have decided to go i n a different direct ion for
the 2018 Relay for Life. Organizers are requesting use of Temple City Park for a 12
hour-event , 9 :30 a .m. -9 :30 p .m ., on Saturday , October 27 , 2018 . City sponsorship of
the 2018 Relay for Life of Temple City would entail :
1. Reserved use of Temple City Park from 6 a .m . -10 p .m . on October 27 , 2018 w ith
all fees and deposits for use of the park and the Performing Arts Pavi lion 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. For the 12 hour event , the total fee due would be
$960 and a $300 security deposit;
2 . City staff to assist with set up , ongoing maintenance and clean up for the event.
Overtime cost for one park maintenance worker is between $38 and $45/hour.
Recreation Leaders could be assigned to assist with set up and clean up at a lower
rate . Anticipated cost for City staff support of the Relay is estimated at no more
than $800 ;
3. Use of the City Hall Community Room for the event as well as City equipment
including tables , chairs , EZ Up canopies , trash cans , etc.;
4 . Publicizing the event through the City's many communication platforms ;
5 . Providing information tables during the 2018 Summer Concert series ;
6 . Hanging a promotional street banner over Las Tunas Drive ;
7 . Proclaiming September 22 , 2018 as "Paint the Town Purple Day ";
8 . Reserved use of the Performing Arts Pavilion and Community Room on September
22 , 2018 with all fees and deposits waived ; and
9 . Availing the Mayor and other Councilmembers to speak at the opening ceremony.
ACS will provide insurance , manpower, 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 organizers to meet conditions of the City's co-sponsorship.
An item proclaiming September 22 , 2018 as "Paint the Town Purple Day" w i ll be
presented to the City Council in September . That proclamation will reflect the City
Council 's support of the event and will allow for the temporary p lacement of purple
ribbons on City street trees to further cancer awareness and prevention .
City Council
January 16 , 2018
Page 3 of 3
CITY STRATEGIC GOALS:
Approval to co-sponso r the 2018 Relay for Life of Temple City will further promote the
City's Strategic Goa ls of Public Healt h and Safety and Quality of Life .
FISCAL IMPACT:
The waiv i ng of fees and deposits associated with the use of City facilities and
installation of a stree t banner are estimated at $1 ,500. These costs are not expected to
have an impact on th e 2018-19 City Budget. Staff support associated with the co-
spo nsorship can be performed during regular ly sched ul ed business hours or absorbed
by budgeted overti me fu nds .
ATTACHMENT:
A. Co-Sponsors hip Request
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ATTACHMENT A
~~ ..
RELAY
FOR LIFE • • .
November 29, 2 017
Dear Mayor Cynthia Sternquist and City Council,
On behalf of the American Cancer Soc iety, Inc. I want to thank you for your support of Relay
For Life of Temple City. The 7 th annual community event will be held October 27th, 2018
from 9 :30am-9:30pm at Temple City Park.
We are thankful of the support the City gave us in 2017 as a Presenting Sponsor. We hope
we can count on the City of Temple City to be the co-sponso r of Relay For Life of Temple
City for 2018. 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, t h ere is the likely
opportunity for exposure of logo by the m edia.
• 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 e nhance the City of Temple City 's image in the
community.
For your consideration, the request for co-sponsorship of Re lay For Life of Temple City at
Temple City Park on October 27th, 2018 m ay include, but is not limited to include, the
following:
• Use of Temple City Park from 6am-10pm with reservation fees and depos it s waived by
the City.
• Access to Performing Arts Pavi lion and use of electricity for stage and team s it es.
• Provide City Staff to assist during the event :
• Use of Community Room, Tab les, Chairs, Parking Lot, and Restroom Facilities for the
extent of the event with fees waived by the City .
American Cancer Society
West Region
99 S. Lake Ave ., Suite 400 Pasadena, CA 91101
p) 626-243-5601 f) 626-568-2888
Cancer Information . 1.800 .227 .2345 www.cancer.org
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