Carmel Art Festival 2016 03-01-16

8/20/2019 Carmel Art Festival 2016 03-01-16

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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 1099

March 1 2016

Consent Calendar

SUBJECT:

Consideration of a resolution authorizing 1. the closure of Mission Street between Ocean

and 6

1

h Avenues, and 2. a

fee

waiver in the amount of 1,575 for the 23rd Annual Carmel

Art Festival to be held

May

12 through 15, 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 the closure of Mission Street between Ocean and 6th Avenues, and a fee waiver in the

amount

of 1,575 for the

3rd

Annual Carmel Art Festival to be held May 12 through 15, 2016.

SUMMARY

The

23r Annual Carmel Art Festival

is

scheduled to take place Thursday,

May

12 through Sunday,

May

15, 2016. As in previous years, event organizers are requesting permission to hold the event on

Mission Street between Ocean and 6th Avenues, necessitating City Council authorization to close the

street.

In order to mitigate additional traffic congestion in the downtown area, event organizers will begin

setting up for the event on Thursday, May 12, after the close of the Thursday Farmer's Market.

Teardown will take place on Sunday, May 15.

Art Festival event organizers had requested a fee waiver in the amount of 3,599; however, all

but

3,150

of

the city's Grants and subsidies budget has been allocated to other special events this fiscal

year.

The

Community Activiti

es

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 sa

id

funds, the Commission voted to send the

following recommendation to Council: approve a fee waiver in the amount of 1,575 for the 23r Annual

Carmel Art Festival.

Page 1


2/13

89

PRIOR CITY COUNCIL ACTION

The City Council has previously approved fee waivers

in

the amount

o

5,000

in

2015;

12,636

in

2014; 14,930

in

2013; and 12,475 in 2012. Prior to that time the Carmel Art

Festival paid the City a flat fee

o

500 .

ATTACHMENTS

1. Documentation required for a fee waiver, submitted by event organize rs

2. Estimated 2016 Carmel Art Festival Fees

3 City Council Policy C12-02, Event Fee Waivers

4. Resolution

APPROVED

U

\-A

Date

o ~ b J . L

Mike

Interim City Administrator

Page 2


3/13

ATTACHMENT - 1

90

PO Box 7191

Carmel,

CA

93921

Email: carmelartfestival@gmai

l com

Cam1el-by-the-Sea City Council, Mayor Bumett, Heidi Burch (city clerk):

The Cam1el Art Festival requests a waiver

of

Special Event fees

as

we have received in past

years. Without this waiver, the fees will create a financial burden that could cause the festival to

cease.

The

Carmel Art Festival

is

a 50lc3 and exists to raise money for local youth art programs.

Each year, the festival that is produced by volunteers has approximately 100,000 sales

of

Plein

Air

painti

ng

s created during the festival.

Half

of

the

money

is returned to

the

artists.

Out

of

the

remaining

50

,000, the festival must pay for insurance, security, advertising, tents display

panels, entertainment

and

prize money. After the hard costs of the festival, we are thankful

to

have 5,

000

to donate. If

we

have to pay Special Event fees, there will be no money to donate.

Without money to donate, there is no reason for us to continue the festival.

We

know

the Carmel Art Festival has a positive impact

on

the city

of

Carmel-by-the-Sea. Each

year 60 artists come along with their collectors to stay, dine and shop. Because

we

attract the

best plein air artists from around the country we also attract many serious art buyers. These

buyers not only purchase

art

at the festival but also visit the galleries and purchase art. A few

years ago

when

the economy was so

poor

, we announced a postponement

of

the festival.

Immediately, the inns reported cancelations

of

reservations. We took the risk and continued.

In addition, the Carmel Art Festival helps to keep Carmel a destination for artists

and

art lovers,

as

well

as

continuing Carmel ' s reputation as an art colony. The founders of Carmel-by-the-Sea,

Devendorf

Powell, envisioned a community for artists and sold lots to artists at affordable

prices. Powelrs wife was perhaps Carmel' s first plein air painter and surely influenced her

husband 's decision.

By

holding the festival outs ide and

next

to the park that bears Devendorfs

name, we celebrate this heritage and educate visitors about Carmel' s early beginnings. We

donate

the

proceeds to youth

art

programs in Monterey County, thus helping train Carmel's next

generation

of

artists.

The 100,000.00 in art sales adds to the city' s sales tax revenue and the visitors artists to its

TOT.

We

also purchase everything

we need

as locally

as

possible. We

buy

from Knapp' s

Hardware, Carmel Office Supply, Visions Printing and Carmel Drug Store rather

than

Office

Depot,

Home

Depot

and

CVS to put our dollars into the local economy.

Thank-you for

your

continuing help and consideration,

Tammi Tharp, President

Hella Rothwell , Secretary Pamela Crabtree, Treasurer


4/13

91

C

I ·

~

4

~ l \ l [ i

NOTI E

3rd

Annual Carmel rt Festival

Will be closing

Mission Street between Ocean 5 th for its event:

Thursday ay 12

@

2pm

thru

Sunday

ay

15 6 pm

This will be

the tenth

year

the

festival

h s

held its event

on Mission Street.

If

you have concerns

or

would like additional

information please call Tammi

@

238-6583


5/13

92

Cost of venue - 5,500.00

Security -

1

,825.00

Advertising - 8,000.00

Printing - 2,400.00

Music -

2

,000.00

Judge

500.00

Auctioneer- 350.00

Insurance- 2,000.00

Souvenirs- 2,000.00

Awards 15,000.00

l\fisc- 425.00

Charity- 6,300.00

TOTAL

- 46,300.00

Entry fees-

Sales-

TOTAL

6,300 .00

48,000.00

52,300.00

PO Box 7191

Carmel,

CA

93921

Email: carrnelartfestival.'

cv

.gmail.com

Proposed budget:

Non-profit 's year round operating costs 6,000.00


6/13

93

Schedule of events:

PO Box 7191

Carmel, CA 93921

Email: carmelmtfesti val@ 2:mail.com

Wednesday May

-5:00pm

anists

sign

in and begin painting around town.

Thur

sday May 2 - tents go up on Mission street adjacent to Devendorf Park.

Fri

day

May

3

-5:00pm

rutists turn in 2 paintings to t

ent

erected on closed section

of

Mission

Street. Acoustic music from 5:00 to 7:00pm.

Saturday May

1-J.- Paintings are

judged

and awards given, silent auction lO:OOam to 6:00pm.

award

c

eremony

and live auction. Live acoustic music, information table with poster and t-shirt

sales, .

Kids

make An

Day

Y

AC

kids provide an rut project for all children in attendance.

Sunday May 15- Further painting sales on Mission Street. 2 hr Quick Draw painting

competition followed by a silent auction, music, info tab le

and

poster t-s hirt sales. Festival

ends at 3:00pm


7/13

94

Rental

Items

11 Ea

1 Ea

4 Ea

30 Ea

1 Ea

1,200 Ea

Ea

1 Ea

5 Ea

1

Ea

5 Ea

1 Ea

1 Ea

1 Ea

1 Ea

30 Ea

1 Ea

14 Ea

1 Ea

1 Ea

Tamrni Tharp

Carmel Art Feslival

... 1

ld: 1J44

10'x10'x10' High Peak Tent

Unlim ited Events, Inc.

PO

Box 446

Salinas,CA 93912

Tel:831-422-8300

Fax: 831·676-3526

EMail: Sa [email protected]

A lt ld: 15

Cell:

Rental Quotation

Delivery/Pickup

Safety Package. w/ Fire Extinguisher. Exit

Sign,

Cement Weight

Floo

ri

ng, AstroTurf, Tan

Cha

ir , Resin Padded Folding, White

Table. Banquet, 8' (30 x96 )

Linen, Basic, 12' Banquet (72 x144 ),

Royal Blue

Stage, 12 Tall, 8'x 8'

Stage, Stairs, 12 Unit

Fenctng & Dividers, Art Board Panel, 8'x3'

Double Si

ded

Miscellaneous

Plants Shrubs

Fuel

Sur-Charge

10101.1.2

Transaction Dale Tue , Apr 07.2015

Out Thu , May 14.

20

15

Due

Sun. May 17. 2015

Deliver Thu. May 14, 2015

Pickup Sun, May

17

, 2015

Operator: Lisa

C

la

rk

Use at:

Mission Slreet

Carmel, CA 93922

Te l

2 00 pm

2:

00pm

2:00pm

5:00pm

Delivery: 2:00PM

Thur

May 14th

Contact Tammi 83

238-6583

115.000 0.

00

1,265.00

0.000

0.00

0.

00

30.000 0.

00

120.00

4.500 0.00 135.00

0.000 0.

00

0.

00

0.650 0.00 780.00

2.500

0.00

20.00

0.000

0.

00

0.00

8.500 0 .

00

42.50

0.000 0.00

0.00

13.250 0.00

66.25

0.000 0.00 0.00

176

.000

0.00 176.00

25 .000 0.00 25.00

0.000

0.00

0.00

45 .000

0.

00

1,

350

.

00

0.000 0.00

0.

00

60.000

0.00

840.00

0.000

0.

00

0.00

37.500 0.

00

37.50


8/13

95

10101

.1.2

~ : : f ~ ~ ~ ~ ~ l ~ i · ~ ~ t ~ ~ ~ 1 i L ~ ~ ~ i . ; ? ~ J i 1 ~ ~ ; @ i ~ ; ; { } ~ ~ x : ~ : ~ ; ~ ~ ·

;

= ~ ; ~ ; ~ ~ : ~ i ~ l ~ { ~ ~ ~ ~

1 Ea

Deliver, Monday · Friday . 8:

am·

5:00pm

75.000 0.00

1 Ea

Pick-Up, Sun . After Hours

195.

000 0.00

Discounts

Rentals Revenue

Total Charges

ll RE NTP.LITEMS wt l l BE STACKED IN A SECURE lOCATION UP TO 50' PROM TRUCK.

lONGER

DISTP.NCES, STAIRS. ELEVATORS.

ETC. ARE ADDITIONAL CHARGE. SET-UP 3 TEAR-DOWN SERVICE IS NOT INCLUDED IN RENTAL PRICE, BUT IS AVAILABLE BY

PREARRANGEMENT FOR AN ADDITIONAL CHARGE.

FOOD SERVICE & BE VERAGE ITEMS MUST BE RINSED & RETURNED PROPERLY IN OR IGINAL CONTAINER TO AVOID A 35% CHARGE.

CHARGES

1

MLL

eE APPLIED TO ALL MISSING, DAMAGED, SHORTAGES & ITEMS RETURNED UNRINSED.

All LINEN MUST BE RETURNED IN BAGS PROVIDED {not plaslic bag, lhey cause linen to mold) RE PLACEMENT CHARGES >

ML

L

3E

APPL:ED CN ALL STAINED. BURNED. WAXED. MOLDED, TORN. ETC . LINENS.

ALL CHANG

ES

TO CONTRACT MUST BE MADE

72

HOURS PRIOR

TO

DELIVERY. ANY CHANGES ~ D E AFTER

72

HOURS WlLL BE SUBJECT

TO

A SO RESTOCKING FEE. CANCELLATIONS CAN

BE

MADE AT ANYTIME RESULTING IN A FORFEITURE OF THE DEPOSIT. THE

CONTRACTING COMPANY

OR

IN VIDUAL IS

~ U L L

Y RESPO SIBLE FOR THE SECURITY OF ALL RENTAL ITEMS FROM T

IM

E OF DELIVERY TO

TIME OF PICK-UP IN


9/13

96

I

/ .

·

Uretsky Security

- PPO

16659

201 Calle

Del

Oaks, Suite D

Del

Rey

Oaks, CA 93940

(831) 324-0687 (83

1

646-0433 (fax)

www.UretskySecurity.com

Bill

To

Carmel Art Festival

Pamela Crabtree

Unarmed Patrol Guard -Art Festival

(1) Guard, 05/15/15: 7:

PM-9

:

00AM

(1) Guard, 05/16/ 15: 7:

00PM

-9 :00AM

.


10/13

ATTACHMENT - 2

97


COMMUNITY SERVICES

PO

Box

CC

Carmel, CA 93921

Phone

831/620

.2020

January

11

2016

SPECIAL EVENT

INVOICE

To : Carmel

Art

Festival/Carmel Gallery Alliance

Carmel Ar t Festival Thursday-Monday, May 12-15, 2016

Non-refundable special event permit processing

fee

Sound Permit - 27 per day x 4 days

2 Parking Stalls (2 stal ls S/ 6t in front of restrooms) x 4 days

2

no parking signs 3 per sign

4 Large Barricades x 4 days ( 65 .00 per barricade per day)

Closing Mission between Ocean & 6th (4 days)

This

invo

i

ce

is

due

and

payable

upon

receipt.

Please

make

check payable to : Ci

ty of

Carmel-

by

-the-Sea

Mail

to

:

Carmel Community Activities

Attn:

Margi Perotti

PO Box

CC

Carmel ,

CA

93921

TOTAL

155

108

800

36

1,040

1,460

3 ,599


11/13

ATTACHMENT - 3

98

i.

II.

III.

IV.

\

VI.

P u r p o s ~

Conununit) b .;n, Fees

Appltcarion Process

CiTY CO l

\ ' C l ~

POLICY C

EVE:\T FEF \\ '

Al\'ERS

Re\ts.:d .lui; l.

Documentat on Rcauired vvith Wai'ver R e q u ~ s t

Addit onal Docume.ncatton Required tor Established Eve

nt

s

Guiddmes

I.

P u r p o ~ c

The City supports and

n c o u r : 1

c\ enrs

r:-tat

ha' e a sig:n

iti ..:am

e.;onomic. charitabk. or

communit'v bendit. The

Cit'

"'ill consider v.ai, ·inl certain rees in order

ro

promote the City and

special

e v ~ n t s The Cit) is

r ~ g u l a r l ;

bei

ng

appro

ac-hed to

\

Fees d igibk tor \\ ai\ers

• Spec ia l

E\ent

Permit Fee

• associated \A ith street .::losure s

• Fees assuci

ateJ

'"':irh e

\-

ents on the jc:ad1 or at City Parks

• Parking sta ll ri;es

not eligible lo

r

ai,ers:

• Grant"" 1 - X p e n s ~ s

• Damage depo:, it:,

• O w r t i m ~ costs tor City personnd

• Costs

fo

r personnei with

-\

·hi.:n ri

1c

City con:ral:ts

in

order

to

facil itate the event

II I. \ pplic

ar

ion Process

• : \n applicant shall submit in writing a request for a r'ee

'a

iver

to

the Community

Acti\ nies Dire


12/13

99

• ::itatf vr the

. : ~ p p l i c a n t

can p p ~ a i a v.ai\

r e q u ~ s t ro

the C

i:y

Cvuncil.

• F\enrs p:upo:sd tor ..:o-sponsorship must be piaced ·:l: a

C i 1 ~

Cvuncil

a ~ e n d a

1\' . D o c u m ~ n t 3 ~ i ~ . m Required

'v\

"ith

'v\

ai er Request

• Detailed scope vf the ent

• Proposed b u d g ~ t for t h ~ ~ , · e m

•

-\...'1ticipated

..:conomic impacr :o tl1e Ci

t;.

and comrnun:ty

• Anticipated positJ\'c and negati\e imFacr::. or.che e\·cnt on the communny

• What c o n t r i b u t i o n v.ill be made tifan)J. either direct : or i } . to the

commur.iiy'. \\.hat is the anticipa:ed amount or p e r c e n t a ~ c ur' tne contribution s

lan

d to

vd1ar or:;anizatio n(sJ v..iil it be

• Wrinen surYe: or' businesses and or r e s i d e n affectd

by

me c\·

em

indicating their

acceptan5

.UOO

ir.

fe

es

tor

a

special

e\ent

• Priori ) '- ill be ~ i . . e n to organizarior,s that

pru\

ide edt;cational and or community

programs ;:md e\c nts that are upen to the genera: pub lic free of charge


13/13

ATTACHMENT - 4


CITY COUNCIL

RESOLUTION NO. 2016

-

A RESOLUTION OF THE CITY COUNCIL

OF

THE CITY OF CARMEL-BY-THE-SEA

AUTHORIZING 1. THE CLOSURE OF MISSION STREET BETWEEN OCEAN AND

TH

AVENUES AND 2. A FEE WAIVER IN THE AMOUNT OF 1,575 FOR THE 2JR

0

ANNUAL

CARMEL ART FESTIVAL TO

E

HELD MAY 12 THROUGH MAY

15 2016

WHEREAS, the organizers of the 23rdAnnual Carmel Art Festival have 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 THAT THE CITY COUNCIL OF THE CITY OF

CARMEL-BY-THE-SEA DOES:

Approve a waiver of fees for the 23r Annual Carmel Art Festival event in 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 ro ll call vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS

SIGNED: ATTEST:

Jason Burnett, Mayor Ashlee Wright

City Clerk

Documents

Carmel Art Festival 2016 03-01-16