TO:
Honorable Mayor and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Mark Leyman, Director of Parks and Recreation
SUBJECT:Title
Agreement with the Manhattan Beach Hometown Fair Association, Inc.
APPROVE
Line
_________________________________________________________
Recommended Action
RECOMMENDATION:
Staff recommends that the City Council approve the agreement between the City of Manhattan Beach and the Manhattan Beach Hometown Fair Association, Inc.
Body
FISCAL IMPLICATIONS:
On April 2, 2013, the City Council approved a fee waiver for the Manhattan Beach Hometown Fair. The fee waiver was 75% of total City costs. The estimated total City cost of the 2013 Manhattan Beach Hometown Fair is $86,741, with $21,685 of that amount to be paid by the Hometown Fair to the City. Thus, the fiscal impact would be a City expenditure of $65,056.
BACKGROUND:
The Manhattan Beach Hometown Fair is a “Legacy” event that has been held for the past 40 years. The event is managed by a twenty person volunteer board of directors. The event includes food, arts and crafts, free entertainment at two stages, and games for kids of all ages.
DISCUSSION:
Each year, the Manhattan Beach Hometown Fair submits a special event request. In addition to the special event request, the City of Manhattan Beach and the Hometown Fair historically have entered into an annual agreement describing the event, and outlining the duties and responsibilities of each party (Attachment 1).
In order to reduce the administrative burden of the Hometown Fair on both the City and the Hometown Fair’s volunteer Board of Directors, City staff and the Board of Directors have prepared a ten-year agreement. Staff anticipates that this would minimize annual red-tape and allow the volunteer Board Members to focus more energy on organizing the event, instead of devoting significant energy to negotiating the contractual issues with the City.
The proposed Agreement is structured in a similar manner as previous agreements. The proposed Agreement sets out the City’s duties and the Hometown Fair Board’s duties, as well as the insurance and indemnification requirements. The proposed Agreement requires the City to waive 75 percent of the City’s annual permit and application fees. Finally, the proposed Agreement would remain in place for ten years from the date of execution, unless either party terminates the Agreement upon 90 days’ written notice to the other party. The proposed Agreement would still require the Board to submit an annual special event request in order to coordinate with the City.
CONCLUSION:
Staff recommends that the City Council approve the attached agreement between the City of Manhattan Beach and the Hometown Fair Association, Inc.
Attachment:
1. Agreement between the City of Manhattan Beach and the Hometown Fair Association, Inc.