TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Mark Leyman, Director of Parks and Recreation
Eve R. Irvine, Chief of Police
Tim Hageman, Captain
Andrew Harrod, Police Lieutenant
Jessica Vincent, Recreation Manager
SUBJECT:Title
Report on the 2014 International Surf Festival's Charlie Saikley Six-Man Beach Volleyball Tournament and Recommendation to Hold the 2015 Tournament on Thursday, July 30 and Friday, July 31, 2015 (Parks and Recreation Director Leyman).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council accept the report on the 2014 International Surf Festival's Charlie Saikley Six-Man Beach Volleyball Tournament and approve holding the 2015 Tournament on Thursday, July 30 and Friday, July 31, 2015.
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FISCAL IMPLICATIONS:
The fiscal implication for the 2015 International Surf Festival's (ISF) Charlie Saikley Six-Man event is estimated to be a net loss of up to $48,000. Total operational cost is estimated at $92,799 and the total estimated revenue is $45,000.
BACKGROUND:
During the November 19, 2013 meeting, City Council approved the Charlie Saikley Six-Man Beach Volleyball Tournament to be held on Wednesday, July 30 and Thursday, July 31, 2014, and directed staff to report back to City Council with a recap of the event and discuss the possibility of changing the event days to Thursday/Friday.
In 2012, City Council approved changes to the event to address quality of life problems that occurred in previous years (large crowds, public intoxication, and destruction of private property). These changes included holding the tournament mid-week (Wednesday and Thursday) and enacting a Short-Term Vacation Rental Ordinance (No. 2160) during the week of the tournament. The changes, coupled with strict enforcement of no alcohol at the beach and a ban on amplified sound permits, were successful in achieving a safe and orderly, community-oriented, and family-friendly event in 2012, 2013 and 2014.
The 2014 Six-Man Beach Volleyball Tournament was similar in size and scope to the 2013 event, with no large parties or intoxicated crowds. Attendance this year for both the spectators and number of players was similar to last year. The Police Department estimated the spectator crowd at 3,000-5,000 combined for both days of competition (less than the estimated beach crowd on a typical summer weekend). There were no reports of property damage, trespassing, public intoxication, or public urination as in years past. Staff believes that the continued mid-week event dates, as well as the implementation of the short term rental ordinance, were two of the reasons that the event was so successful in curtailing the problems.
However, team entries have continued to decrease over the years, from 66 in 2012 to 50 teams in 2013 to 47 teams in 2014. In 2013, staff hoped to increase participation by reducing the registration fees from $1,000 to $650 for non-sponsored teams. In the end, players still struggled to take two days off of work and pay the $650 entry fee. There were also a number of teams that merged two teams into one, and many of the teams which had 20 players in the past, ended up with approximately 10-12 players per team.
Staff (Police Department, Contemporary Services Corporation private security, Fire Department, and Parks and Recreation) monitored the beach area and the downtown area throughout the event and into the evening. Police personnel had a presence in the downtown and beach areas, with several officers walking the downtown area and contacting the businesses, checking in, and addressing issues or problems.
Arrests attributed to the Charlie Saikley Six-Man were down from 39 in 2011 and four (4) in 2012 to two (2) in 2013 (both of which were related to public intoxication) to zero (0) in 2014.
DISCUSSION:
Upon completion of the event, staff evaluated the tournament and gathered feedback from various stakeholders, including the Downtown Manhattan Beach Business & Professional Association (DMBBPA), residents, and the volleyball community regarding the event.
On October 16, 2014 staff conducted a meeting with key stakeholders. Feedback from residents living in the Downtown area has been positive. Residents are happy with the reduction in crowds, lack of public intoxication and house parties; however, are concerned with the lack of teams participating in the event. Residents suggested moving the event to a Thursday/Friday to increase team participation; however, encourage police presence to ensure a safe, fun and balanced event.
Players from the volleyball community also had positive feedback about the event. Although they enjoyed the event, the players had significant concerns over the weekday tournament dates and the ability to continue the event with enough teams/players. Most players preferred a Thursday/Friday event date or a Sunday/Monday event, suggesting that this would increase the ability of more teams to play. Staff also contacted players within the volleyball community and players who participated in the 2014 Six Man Tournament.
Staff attended the DMBBPA monthly board meeting on September 11, 2014 to gather their input. Feedback from the downtown businesses was both positive and negative. The positive feedback included: no reported incidents, stores did not have to close down early, and the focus was on the volleyball event, not on a drunken party. The negative feedback included: disappointment regarding the number of teams participating in the event and the possibility the event may be canceled due to the decrease in interest from teams. The board recommended a Sunday/Monday event, however, supports a Thursday/Friday event. They commented that business is slowest Sundays and Mondays and due to the lack of parking during the event, the boutique retail shops business decreases and the restaurant owners commented that business is slowest on Sunday and Monday evenings; therefore, a Sunday/Monday event would boost sales.
Below is a summary of staff considerations based on the feedback from the various stakeholders.
Option #1 (Recommended): Change the Days of the Event to Thursday/Friday
Staff recommends changing the dates to Thursday, July 30 and Friday, July 31 for the 2015 tournament with a Junior Tournament the previous weekend. Staff will develop a marketing plan using social media to ensure the tournament focus is on volleyball with a family friendly environment.
Staff anticipates an increase in team participation and an increase in spectator attendance due to the near-weekend dates. Due to the anticipated large spectator crowds, these event dates will require an increase in both Police and Fire personnel throughout the event, and an increase in evening deployment to ensure order and safety are maintained throughout the community. Staff estimates the additional public safety costs for a Thursday/Friday event to be up to an additional $18,000 above the 2014 costs. The increase in costs is due to potential overtime costs for additional police personnel during the event and throughout the weekend, and an additional committed rescue team scheduled Thursday and Friday nights.
OPTION #2: Change the Days of the Event to Sunday/Monday
Staff considered the Sunday/Monday option, which was the preferred option by the DMBBPA. Although Sunday/Monday is typically thought of as a slow day, staff anticipates a significant increase in spectators and beachgoers on Sunday and parties to increase on Saturday night in preparation for the event. In addition, the International Surf Festival Pier-to-Pier swim and sand castle contest are held at the base of the Manhattan Beach Pier Sunday. Costs for the event would increase significantly, as public safety costs would increase (approaching 2011 costs) and Public Works costs would increase as the event would need to be set up on Friday and Saturday.
OPTION #3: Continue the Wednesday/Thursday Event Dates
This year's event was again successful in eliminating the problems of past years and maintaining quality of life for residents; however, there was a significant decrease in teams registering and the majority of teams were provided as prizes for CBVA (California Beach Volleyball Association) winners through Beachsport sponsorships. Staff is concerned that continuing the event on a Wednesday/Thursday may result in canceling the tournament due to the lack of teams and failure to fill the various divisions.
Event Financial Information
2014 Finances
The fiscal impact for the 2014 ISF Six-Man event was a net loss of $32,970. The total operational costs were $70,420 and the total revenue for the event was $37,450. Team registrations were down from 2013, generating $7,450 in 2014. Beachsport, the International Surf Festival's contract fundraising agency, provided a sponsorship of $30,000, which included the sponsorship of 20 local teams, purchased a $10,000 insurance policy ($2,000,000 in coverage), provided the sound system and set up for the event, and made a number of in-kind contributions (i.e. pallets of water, granola bars, etc.). In the end, costs for the 2014 event were slightly less than the 2013 event, based upon a reduction in security and police personnel, a reduction to one lane of bicycle fencing around the perimeter and a smaller event footprint. Staffing costs were reduced through prudent management and early release of staff, as feasible. In addition, due to Police Department buybacks associated with the 3/12.5 patrol staffing schedule, police personnel costs were reduced. Final costs are detailed in Attachment 1.
2015 Finances for a Thursday/Friday Event
Staff estimates a net loss of up to $48,000 for the 2015 event. Staff will continue prudent management of staffing costs and reach out to volleyball players through the California Beach Volleyball Association at an attempt to increase registrations. In addition, Beachsport has committed to provide $30,000 to help offset event costs.
CONCLUSION:
Staff recommends that the City Council accept the report on the 2014 International Surf Festival's Charlie Saikley Six-Man Beach Volleyball Tournament and approve holding the 2015 Tournament on Thursday, July 30 and Friday, July 31, 2015.
Attachment:
1. 2014 6-Man Financials