Annual Run in the Name of Love 03-01-16

8/20/2019 Annual Run in the Name of Love 03-01-16

1/2167

I

CITY OF CARMEL-BY-THE-SEA

AGENDA BILL

TO:

Honorable Mayor and Members of the City Council

Mike Calhoun, Interim City Administrator

FROM: Janet Bombard, Library and Community Activities Director

AB 1098

February 29 2016

Consent Calendar

SUBJECT: Consideration of a resolution authorizing a fee waiver in the amount of 1,575 for the 6th

Annual Run

in

the Name of Love 5K and 2K event to be held June 19, 2016

AMOUNT OF EXPENDITURE 1,575

AMOUNT BUDGETED 27,500 was budgeted for

grants and subsidies in Fiscal Year 2015/16. Fund balances

remaining in that line item total 3,150.

APPROPRIATION REQUIRED 1,575

RECOMMENDATION

Authorize a fee waiver in the amount of 1 ,575 for the 6t Annual Run

in

the Name of Love 5K and 2K

event to be held June 19, 2016

SUMMARY

The 6th Annual Run

in

the Name

of

Love 5K and 2K event is scheduled to take place on Sunday, June

19, 2016. The run/wa lk course remains the same as

in

previous years, with the event beginning at

Sunset Center and finishing

in

the Del Mar parking lot at the foot of Ocean Avenue; approximately

1,000 participants are expected.

In 2015, the event organizer secured a 5-year Coastal Development Permit from the City Planning and

Building Department to close the Del ar Parking lot for the event.

Event organizer Susan Love, Director of the Just Run Program, requested a fee waiver in the amount

of 4052

in

event fees; however, all but 3,150 of the City's Grants and Subsidies budget has been

allocated to other events this fiscal year.

The Community Activities and Cultural Commission considered the fee waiver request at its February 9,

2016 meeting. Taking under consideration the facts that remaining grants and subsidies funds were

limited and there was another special event applicant for said funds, the Commission voted to send the

following recommendation to Council : approve a fee waiver in the amount of 1,575 for the 6

h Annual

Run

in

the Name of Love event.

Page 1


2/21

68

PRIOR CITY COUNCIL CTION

The City Council has granted a waiver

o

fees for the event since 2012.

TT CHMENTS

1. Documentation required for a fee waiver submitted by event organizer

2. Estimated 2016 Run in the Name o Love event fees

3. City Council Policy C12-02 Event Fee Waivers

4. solution

PPROVEm

Ck .

Page 2


3/21

ATTACHMENT - 1

69

3:g

t . . . ~

I

Ye rr,

auor.a'

~ . l a r

3 . : : - -

P

:

B·Jx

222:32

C Ca ·rl e·

C ~

9392 2

~ E

J E S ~

~ o R FEE

vV

AIVER

• S·20>= E

Tr.E

E /ENT

•

; : > O S c ~

2·: 1

S BUDGET

• l ~ i A i ' l C A \ E N - : - S F K . Q ~ 2-.)13

20::14

AND

20

' 5

: : : 8 ~ ' - i

: : : i\PA:::T

01 -l P·"E 20M\IU

·J lTY

• ·., ~ ~ A ~ L i . : I P ~ : : : · O• t THE C ~

U

T Y

• : ; S'...,:; \ 1 . : \ K . . ~ - : - . . - l J ' < c : ) ' ' o ~ T q , 3 U T I O N S TO ORGA \i lZAT IONS

i

TH

'N THE 9332 1

Z ? COOC

A R : . ~


4/21

70

S OPE OF THE

EVENT

RUN IN TH NAME OF LOVE

The Big

Su

r Internation al

Marathon

will once

aga

in orchestrate and present

to our community

the

sixth annual

Run in

the

Name

of

Love . Deemed

one

of

the premier

events

in

Carmel-by

the-Sea, this unique event affords runners and walkers the opportunity to honor

or

to pay

tribute to someone who

is or

was a very special person in the ir lives . Participants enjoy

the

charm of

the

area, historic sites, the natural beauty of

the

course (including views of sandy,

white beaches,

the

dramatic Pacific Ocean, Point Lobos , and Pebble Beach

,

and a memorab le

finish celebratio

n.

Run in

the

Name

of

Love

is

scheduled

for

June 19th, 2016 and

is

composed

of

aSK run and a

2K

walk. Dogs wil l be perm

itte

d in

the

Walk. The start

is

staged in

the

courtyard at Carmel-by-the

Sea 's Sunset Center on San Carlos and end on Scen ic Road at Ocean Avenue. The

se

t-u p beg in s

at 5:30AM . The SK,

with

an expected number of 800 participants, will begin at 8:30AM and

th

e

2K,

with

an expected

numb

er

of

200 participants,

will

begin at 8 :

40AM

.

As

in

the

past five

years, the f inish celebration (awards,

raff

le, and refreshments)

wi

ll be located in the Del Mar

Parking Lot. Set-up of the announcer platform, tables, porta-

pott

ies, fencing, and tents has

begun at approximately 4:30AM . The timing system company has arrived at 7:00 to prepare

and to set-up

their equipment

. At 10:50 AM the

r ce

organizers and the

Military

from

ll

will

begin to

dismantle

the equipment

, remove al l items and insure

that

t he parking lot

is left

in a

pristine condition . The parking

lot

will reopen to

the

public

at

11:30.

Course maps are attached.

Proceeds

will benefit

the B

ig

Sur

Marat

hon 's highly acclaimed youth fitness program JUST

RUN

.

n


5/21

71

REVENUE

SK

Race Entry

Fe

es

(

800@

40

)

K

Race Entry Fees (200@

35

)

Soon so rships

Expected Pro f

it

from Dog Sh irts

TOT L REVENUE

EXPENSES

Ci

ty

Fe

es

/ Pa rk ing Lot Fees

Tim ing Company

Awards

Finisher

Medallions

Surpl

t s

from

2014

Shirts Part icipant and Volunteer

Porta Pot ies and

Fe

ncing

RRCA Insurance

Wesite

and Doma1n Fees

Printing

and Postage

Marketing and Adver tising

Signage/ Banners

Committee Refreshments

Participant Refreshments

Food Bags

Medical

Announce r/Sound Systems

Truck Renta l

Trash Conta iners

Table Renta Is

Monterey

County Permit

Dog Bandanas/Printing

Dog Sh irts

Misc .

BS IM Staff

Overt

ime

TOT L

EXPENSES

EXPECTED PROFIT {100 to JUST RUN)

RUN

IN

THE

NAME OF L

OVE

ESTIM TED

BUDGET

2016

s

32,000

s

7,000

s

7,500

250

46

75

5,425

s

2,100

s

500

1,000

s

5,200

2,100

560

s

200

625

s

2,200

s

650

250

400

s

375

so

750

s

500

s

200

300

250

500

s

500

750

25 385

21 365


6/21

72

INCOME/EXPENSES/PROFIT 2013. 2014. 2015

2013 RITNL

Contributions/Sponsors 1697449

Entry Fees 21736.42

38710

9

1

Direct Expenses 20552.

84

18158.07

2014 RITNL

Contnbutior.s/Sponsors

13187.00

Entry Fees 20973.00

34160.00

Q rect Expenses

21925.72

12234.28

2015 RITNL

Contributions/Sponsors

11930.00

Entry Fees

21637.00

33567 .00

Direct Expenses

19842.

29

13724.71


7/21

7 3

4:

03PM

03/19/15

Accrual Basis

T

ype Dalt

4020 · Run For

love

Contributions

Gt:rlt:ral Journal

lU/3112012

Gtlneral Journal 2 / : l l l / ~ 0 1 3

General Journal 3131/2013

Gen"ual Journal 4/30/2013

Geueral Juurnal 5131/2013

G n ~ < r a l

Joumal

ti/30/2013

lulal4020 Run Fur l .uvt:l Contributions

TOTAL

Num

I

:l3

2ti

:ID

34

J8

Atlj

Big Sur International Marathon

In c .

Transactions y Account

As

o

Septemller

30, 2013

u n ~ M ~ l l i O

Clr

Split

100: C


8/21

7 4

4:03PM

03/19/15

Accrual Basis

T11pe

Date

4438 ·

Run

For Love Entry fees

Ge

nera l Journal 3/31/:l013

GemHal Jownal 4/JU/20 13

General

Jou

rual 5/31/2

0U

Check ti/10/: 0l ;j

Check ti/11 1: 01:

Gen

e1


9/21


10/21

7 6

4 :00PM

03119/15

Accrual

Basis

Type

Date

4020 · Run For Love

Contributions

Gtnera

l Jouuoal 10

13

1

/2013

Journal U14

Gent:oal Jouonal

3131/2014

Geneoal Journal

4

13

0

1:1014

Gent:oal Juurual 513t/L014

Gent


11/21

7 7

4:00PM

03/19115

Accr ual

Ba

l>

iS

Type

Datt:

4438

• Run For Love

Entry

Fees

~ n t : r i : l I

OUifldl

2/2t:liLU14

~ l l t : f i l

JiJUIII/]1(2014

Cl

1

:U


12/21


13/21

79

ltemtzed Categories

1c:11

20

14 t h r ~ u r 9t30t 5

Page 1

12/18/

20

15

Date

Descnot1on

Tag

C lr

Amount

INCOME

33.567.00

4020 Run

in Name

of

Love Contributions

11,930.00

4438

Run

For Love Entry

Fees

21 ,637.00

EXPENSES

1 9,842.29

6202 Run For

Love

Expenses

-19,642. 29

11/4/2014

City Of C a m ~ e i -The-Sea

-361.65

1/1,2015

Monterey

County

Weekly

-357.00

2/19/2015

Keri Mar l

er

-200.00

3/2/2015

Susan W . Love

-38 .24

315

/2015

Capital One

p

-343.00

319/2015

Ke ri Manor.

-200.00

3116/2015

Courty Of Monte·ey Dept Of Pub•i

.

-300.00

3/31 /2015

Cap1tal One

-36 .28

4/8/

2015

Adventure Sports

-300.

00

4/ 14/2015

Compet

itor Group

Inc

.

-250.00

4/14/2015

Mike

Dove

-139.64

4/23/2015

Susan Love

-20.00

4129/2015

Capital One

-16 .33

518 /2015

City Of Carmel-BY-The-Sea

-1,372.00

5/29/2015

Capital One

p

-140.58

b

-80.67

6/2/2015

rv1oshay.

In:

-3

,228.50

613/2015

Competitor Group Ir e.

-500.

00

6110/2C15

Monterey S1gns

-668.04

6/13/2015

Ge1ger

b

-333.27

6/13/20 5

: J i o ~ w e s Coast

?r

:nt 00 1

c

0.00

6/13/2015

Fashion S:reaks

-154.83

6/

13/

2015

W est Coast P·mt 001

1 ,850.00

6/2212

015

Brent Allen

-

300

.

00

6/2212015

Doug Thurston

v

-162 .65

6/22/2015

South Valley Endurarce

LLC

1

925 .15

6/24/2015

Susan Love

-435.90

6/24/2015

Pacific Etched Glass & Crystal

-

436

.98

6/3012015

Carmel Pine Cone

-291 .00

6/30/2015

Penska Truck Leas1ng :::o . L.P.

-297.27

·

6/30/2015

Penske Truck Leasing Co . L.P

-251

99

7114/2015

;..

To Z Rentals

-106 73

7/14/2015

Carmel Pine Cone

-678.00

7/14/2015

Golden State Portab les

1 .644 .23

7/15/2015

Geiger

·2 054 .

09

7/15/2015

Offset Pro1ect

-169 00

8/19/2015

Acti

ve

Network

-1.48

9/16/2015

Julie W Armstr

ong

c

-173

84

9/17/2015

Kevin Smith

s

-23 .95

OVERALL

TOTAL

13 ,724 .71


14/21

80

RIT R I

For the f irst t iMe

fo

llowing the Run in the Name of Love event, we conducted a post-race

survey

of

the partiCipants.

Sign

if

icantly :

77.5% purchased food or beverages at a Carmel restaurart or coffee establ ishment

d4.8 purchased souvenirs, merchandise or servic

es

in Carmel

89.6% brought someone

with them

45% ran/wa lked as a tribute to a loved one

32 .3% traveled to the area specifically for the event

83.

7

arc very like l

y

to participate in this event (most

of

t he

othe

rs because

of

distance) .

All areas

of

event orchestration received a 1 po1

nt

someth ing

rat

ing, based on 1

being excellent.

Our goals

for Run

i

l ' the

Name

of

Love are

to

showcase Carmel-by-t he-

Sea,

of

f

er

sporting

event

for

the communi ty and visitors

of

all ages, and to have a posi

t1

ve economic impact on our

local shops, restaurants, and inns. During the

2 15

event, 15 states,

5

foreign countries and

over 50 c1ties were represented . We are anticipatmg 8 to 1 part icipants this yea r and,

again, many wdl have numerous fnerds and fami ly members accompanying them .

The feedback from ci

ty

bt.;s inesses has been overwhelmingly posit:ve. Shops and restaurants

are frequented and many of the out

of town

participants make a vacat ion weekend

out of

the

evenL Many of our runners and walker now make Run in the Name of Love an annual event;

some wil l be retu rni ng fo r the1 r sixth yea r. Th 1s event clea rly br ings people to Carmel-by-the

Sea .

''Just

comment

I want to send you . I w alked around Carmel a lot with

my family a

fte

r and wore the RN L shirt and in 3 di

fferent

stores in Carmel

either

a salesperson

or ow

ner said something sim ilar, we've seen a lot of people today

walking around in those sh irts . I also saw a lot of people

with

RNL

sh

irts

or

ra

ce

numbers on eating

1n

local restaurants. All outside - bea

ut

ifu l day after the

race. M ichael D. Sal inas participant

The free

raff

le prizes are a highl i

ght of

the fin i

sh

cel

ebrat

ion . Publicity is afforded to

our raff

le

donors: all who are local busmess owners. They are publically thanked at

our

awards

ce rement, on our website and in the newspaper (see attached) and the participants have

continued

to patronize

their

businesses.

Most of our

sponsors are local and they have p

rofit

ed by

the

exposure on ou r website, in the

media, and on race day.

Carmel-by-th

e-Sea

has been greatly

promoted

by the event. Carmel is showca

sed

in thousands

of

postcards distributed up and down the coast

of

California as well as in advertisements and


15/21

81

rnagazrnes, newspapers and radio and TV . The R ~ n in the Name of Love websrte displays

beautiful photos

of

Carmel.

This past vear, Carmel-by-the-Sea has been giver. a Platinum sponsor desrgnation in exchange

for va luable fee warvers. The benefits rncluded lis:ing Carmel-by-the-Sea on the part icipant

shirts, a link on our website, and acknowledgements many times during pre- and post-event

ceremonres. We have been very proud to have hao Carmel's support and its commitment

t

bringing Run rn the Name of Love to our community during the past five years. We would be

honored to have Carmel remain on our list of Carmel sponsors and donors.

The organizing

commi:tee is

composed solely

of

volunteers,

committed to the

goa ls and

purpose of Run rn the Name of Love and willing

t

work on behalf of this city and the positive

impact rt has on

our

commun rty .

The

impact that

this event has on

our part

icipants

as

they reflect u

pon

and

honor

someone who

is

or

was a special person in

their

lives

is

moving. We hope

that

you can j

oin

us on June

19th

to

see an d apprecia;:e what this event means to so many people. Many testimonia ls were

submrtted to us in the post ev ent survey. Some are attached .

Additiorally

, this event encourages participation in an athletic endeavor from al l age groups.

Last year

our

youngest pa rt rcipant was 2

the

oldest was 89. There

is

a

5K

distance and a 2K

distance

t

ensure

that

almost anyone interested

is

capable

of

participating.

One hu i1dred percent of the proceeds

from

RL n rn the Name of Love will be donated to

the

Big

Sur

Internat

ional

Marathon

's yo.Jth fitness program

.JUST

RUN.

JUS

T RUN

is

free to all

youth

organizations and schools.

:

promotes physical activity, good Citi zensnip realthy eat ing, and

pride in accomplishment. The program relies on grants, donations, and sponsorships. JUST

RUN

wor

the

2015

Nat

ional Program

of the

Year award from Running USA the trade

organization in running. Carmel's support identifies the City

as

a supporter of youth fitness and

a supp

orter of

this highly acclarmed and effective program

for

children. We can th ink

of

no

greater

cause.

According to the City's police department there have been zero complaints from residents and

businesses during t

he

past five years.

We

respect

the

guidelines and agreed-upon stipulations.

Residents along the course are hand-delivered letters and postcards explaining the e:vent and

welcoming their commen:s and feedback. The impact of Run in

the

Name of Love

is

undeniably

positive

The Coastal Commission's stipulation

that

we

cannot conduct

an

auction

or

sell

raf

f

le

tickets,

combined with the

potential

costs

of the parkrn

g

lot

fees, equals a 6,000 neg

at

ive financial

impact. Thus, we are requestrng

that

the eligible fe es be waived to support our efforts to

continually orchestrate

Run

in the Name

of

Love and to raise money

for

JUST

RUN.

We are

hopeful that Carmel-by-the-Sea will

support us

during our 2016 presentation and remain a co

sponsor.

n


16/21

82

BIG SUR INTERNATIONAL MARATHON CH RIT BLE CONTRIBUTIONS TO

ORG N IZ T IONS WITH IN

THE

93921 ZIP

CODE

RE

2 12 2015

me rican Red Cross

8,000

Carmel High Track & Field/ Cross

Country

3,300

Carmel Host Lion Club

7,150

Carmel M ission Catholic Youth Ministry

6,400

Carmel M 1ssion Foundation

3,000

Junipero Se rra School Washmgton Program

12,000

Knights

of Co

lumbus Carmel

5,700

r


17/21

ATTACHMENT - 2

83

':imated

Fees for

2016

Ru

n in the Name of Love

Run in the Name of Love

1

Processing Fee

isovnd

permit

i

)amage

Deoosit (refundab•el

' .

Bleck Closures (6 $365/b lk

3-0er Mar Parking Lot/2-San

Car

'os bet 8-10/

i

Scenrc

between

8th and Ocean

(1.

(6 total)

I

·aarr:cades

12}@ 65

eacr.

'A-frames@ $25 each (4)

:\io Parking/Detour signs 53 each ,

2CO

J

I

;2 of+

duty

PD officers (4 hrs each) @ S119/hr

I

1 3ddit iona l Parking Office r C. hrs) at t ~ r

:itv

sta

ff

(4

hrs;

TBD

i

Nc t e: Traffic cones wi ll oe provided by even:

l organrzer

s

s

s

s

s

Eligib le for a Fee Waiver

155.

00

27

.00

200.00

2.190.00

780.00

100.00

600.00

4,052.00

s

s

I

Not Eligible for a I

Fee Waiver j

952.00

276.00

I

I


18/21

84

Estimated ees for

2016 Run

in the Name of

Love

Eligible for a Fee Waiver

Not Eligible for a

Fee Waiver

Run in the

Name

of Love

Processing

Fee

155.00

Sound permit

27.00

Damage Deposit (refundable)

200.00

Block Closures (6) 365/blk

2,190.00

3-Del_Mar

r k i n ~

Lot/2-San Carlos bet 8-10/

Scenic between 8th and Ocean (1)

(6 total)

Barricades (12) @ 65 each 780.00

A f r a m e s ~

25 each (4) 100.00

No Parking/Detour sig ns 3 each (200) 600.00

2 off duty PD officers (4 hrs each) @ 119/hr

952.00

1 additional Parking Officer (4 hrs) at 69/hr 276.00

2 Outside Labor Staff (4 hrs each)

@ 18/hr

144.00

Note: Traffic cones will be provided by event

or _anizer

4 052.

00

1 372.

00


19/21

ATTACHMENT - 3

85

L

Purpus.:

ll. C ummunit: [\em Fees

Ill. Application Process

CiTY

COt

\"CII. POUC Y C :2 02

EVE? f FEE \\

'.-\IVERS

Rc' isoed . u ~ : i. 2014

IV.

Documentatiun Required \\·irh Wai' er Requ.:st

V .

Additiunal Documentat:on Required

t()r

Established

Ev

ents

VI. Guidelines

I

Purpose

The City supports and

e - n c o u r a g l : ~

e,·ems that

:

1a' e a signiricant e..:onomic. charitable.

or

communir: benefit.

The Cit)

' 'ill

consider waivmg certatr.

r·et "

in order

to

promote

th


20/21

86

• Staff

or t h ~

applicam

can

appcai

a v . a i , ~ r r e o u ~ s t h ~

Ci


21/21

ATTACHMENT - 4

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL

RESOLUTION NO. 2016 •

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA

AUTHORIZING A FEE W IVER IN THE AMOUNT OF 1,575 FOR THE 6TH NNU L RUN

IN THE NAME OF LOVE EVENT TO BE HELD SUNDAY, JUNE 19, 2016

WHEREAS, the organizer of the 6thAnnual Run in the Name of Love event has

requested that the City waive special event fees associated with the event; and

WHEREAS, the City Council set aside 27,500 in Fiscal Year 2015/16 for grants and

subsidies for special events; and

WHEREAS, the Community Activities and Cultural Commission considered the request

and made a recommendation to the City Council to waive

1,575

in fees

for

the event.

NOW, THEREFORE, BE IT RESOLVED TH T THE CITY COUNCIL OF THE CITY OF

CARMEL-BY-THE-SEA DOES:

Approve a waiver of fees for the

6th

Annual Run in the Name of Love event

n

the

amount of 1,575.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY

THE-SEA this 1st day of March, 2016, by the following roll call vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS

SIGNED: ATTEST:

Jason Burnett, Mayor Ashlee Wright

City Clerk

Documents

Annual Run in the Name of Love 03-01-16