Concours on the Avenue 05-03-16

8/17/2019 Concours on the Avenue 05-03-16

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CITY OF CARMEL BY THE SEA

AGENDA BILL

TO: Honorable Mayor and Members of the City CouncilChip Rerig, City Administrator

FROM: Janet Bombard, Library and Community Activities Director

B 1125May 3 2016

Orders

SUBJECT: Authorization of the closure of certain streets for the 1 01h annual Concours on the Avenueevent and the placement of tents in Devendorf Park , and consideration of a fee waiverrequest in the amount of 21 ,809.

MOUNT OF EXPENDITURE 21 ,809.00

MOUNT BUDGETED 0

APPROPRIATION REQUIRED TBD

RECOMMENDATION

1. Authorize the closure of certain str e ets and the placement of tents in Devendorf Park for the1o t annual Concours on the Avenue .

2. Consider a fee waiver request in the amount of 21 ,809 and provide staff direction .

SUMM RY

Tuesday , August 16, 2016 will mark the 1Oth year of the Concours on the Avenue event. The eventcontinues to grow in popularity s ince its inc e ption in 2007 . Estimated attendance in 2007 was 7 ,500;2016 event attendance is expected to be 11 ,000 spectators .

The event organizer intends to place 2' X 6 ' brand partnership/sponsorship meter board signs on eachcorner of the interior of the event; at midpoints on the street ; at optidome tents in the intersections ofMiss ion , San Carlos and Dolore s; and in Devendorf Park, in wh ich banners will also be placed . Therewill be a total of 62 signs and banners placed throughout the event, with addit ional banner s placed onthe banner poles in the center islands.

The event organizer also intends to place one 20 ' X 40 ' tent with tables and couches , a 1 OX 1 0 ' storagetent, and seven vehicles and two motorcycles in the park . Per Carmel Municipal Code section12 .32 .060, it is unlawful to con s truct or erect any tent upon any public property, except on permit i s suedby the City Council; therefor e, Council authorization is required to place the tents in Devendorf Park.

As in past years, the awards pavilion will be located in the intersection of Lincoln and O cean . Thepav ilion fe ature s a stage , audi o system, and s pectator seating. In addition, a smaller staging area,

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consisting of an elevated platform to display cars , a podium, and a microphone for the speaker, wasapproved last year in the intersection of Mission Street and Ocean Avenue .

The area of the proposed event will be the same as last year, including the use of Devendorf Park . Thefollowing streets will be closed for the event:

• Ocean Avenue between Junipero and Monte Verde• Mission, Dolores, San Carlos and Lincoln Streets between Ocean and 6th Avenues• Dolores and Lincoln Streets between Ocean and 7th Avenues (access will remain to Wells Fargo

parking lot and the Carmel Plaza parking garage)• Westbound Ocean Avenue from Junipero to Monte Verde• Eastbound Ocean Avenue from Junipero to Monte Verde• San Carlos Street between Ocean and 7th Avenues• San Carlos Street between 7th and 8th Avenues until 11:00 a .m• A portion of San Carlos and Mission Streets to the entrance of Red Eagle alley (based on the

number of entries accepted)

In addition to the above street closures, the parking spaces on the west side of the center island onJunipero between 3 r and 4th Avenues will be reserved for event trucks , and the parking spaces on thesouth side of 6th between Lincoln and Monte Verde will be used for golf carts .

To offset the parking problems associated with the car week events , the City will again provide a shuttleservice on the day of the event and place directional signs to Highway one throughout the City .

The event organizer must still provide the City with the following information on his special event permitapplication :

• A plan for the provision of portable restrooms for the event. The event organizer can eitherwork with City staff or negotiate directly with a vendor for portable restrooms to be placed at the

following locations : Park Branch Library 2 ADA & 4 regular , San Carlos Street north of a th - 1ADA, 1st Murphy Park 2 ADA and 4 regular toilets and on Mountain Vi e w 1 ADA and 2 regulartoilets.

• A complete sanitation and recycling plan

Estimated fees for the event come to $30 ,089 . The event organizer is proposing to pay $9,000 andis requesting that the remaining $21,089 in fees be waived .

Per City policy C95-06, Cost Recovery Section , the city shall not bear financial burdens created byprivate, short-term use of public spaces . The policy further states that the staff committee willestimate direct costs for Police , Fire, ambulance, trash, portable toilets, Forest and Beach, Recreation,Public Works and Administration . Permit applications will be billed for actual staff hours, equipment

and associated costs, these are considered non-eligible fees . The city tracked overtime hoursassociated with the event for Police, Public Works, Community Activities and Administration staff in2015. The City's overtime costs for the day were $8,430 .

Per City policy C 12-02 the number of years for which an organization will be eligible for ongoingwaivers of the fees for the same event shall be no more than three years from the inception of theevent. This event has received a waiver of fees , either administrative or approved by Council, since itsinception in 2007 although the event was approved by the City Council at the time with theunderstanding that the event organizer would cover all costs for the event.

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Per City policy C12 -02 documentation required with a fee waiver request from an established eventthat has previously received fee waivers includes past financial statements since the inception of theevent. The Community Activities and Cultural Commission considered the fee waiver request t itsApr il12, 2016 meeting. The documents submitted for the fee waiver request did not include theaforementioned financial statements. The Commission voted to recommend to the City Council that itsupport the event subject to the event organizer submitting the required financial statements since theinception of the event as per the fee waiver policy before the City Council meeting. The Commissionchose not to recommend a monetary amount to the City Council.

The event organizer has not submitted the documentation required by the commission in order to movethe request forward to Council; however, due to the time sensitive nature of the issue staff is bringingthe matter before Council for direction.

Some courses of action the Council could consider include:

• Support the event and determine an amount to be subsidized without requiring the past financialstatements.

• Defer action on the matter until the event organizer has supplied the required documentation.• Apply city policy and deny a waiver of fees due to ineligibility.• Waive the provision in the Fee Waiver policy which states that an organization will be ineligible

for a fee waiver after three years, and choose to subsidize the event in the amount of 5,000 asper the Fee Waiver policy.

• Choose to subsidize the event for a different amount.

Should Council decide to implement the last course of action, staff recommends subsidizing no morethan half of the eligible fees.

PRIOR CITY COUNCIL ACTION

1. Council has authorized the street closures for the event since 2007.2. The event has received a waiver of fees since 2007 . In Fisca l Year 2015 /16 Council approved a

payment of 9,000 by the event organizer, provided that an additional payment of 11,167 infees that had been pledged by members of the community be pa id to the City.

ATTACHMENTS

1. Concours on the Avenue fee waiver request2. Estimated fee schedule for Concours on the Avenue 20163. 2007 City Council staff report and resolutions4. City Policy C95-06, Short Term Use of Public Spaces and Municipal Buildings for Public Events5. City Policy C12-02, Event Fee Waivers

P P R O V E~ ~Chip Rerig , t r t o r

Date t _

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Fee Waiver Request

Date : 29 February 2016

CARMEL-BY-THE -SE CONCOURS ON THE AVENUE was born with simple ideas ...1 Generate a quality event for one and all ... Economic Development2 . Build awareness of and for The Carmel Foundation .3 Promote cont ributions in dollars for The Carmel Foundation.4 Present the event on an underutilized day and connect the dots between the pre

reunion and reun ion weekends thereby generating an important linkup of ten

days and not just a long weekend as existed before the adventof

the Concourson the Avenue event in Carmel.

Mission accomplished . 1 . 1ncreased occupancy to at least 90 Monday , Tuesday and Wednesday of Car

Week for City inns/hotels AND brought in exactly the type of guest the City isseeking .

2 . Kept Carmel restaurants full.3 . Generated serious levels o f awareness and dollars fo r The Carmel Foundation.4 . C reated an important linkup of ten connected event days.5 Increased retail shop business was also at the heart of a

simple idea .

6 . Worked with Carmel and/or Monterey and/or Californiabusinesses as a given from day one .

The message that has been sent around the world about Carmel-by-the-Sea has comefrom our own personal efforts to not make it about us . instead to make it abouteverything and everyone else . .We have given in every way.

Sincerely ,

Motor Club Events, LLC

Doug and Genie Freedman


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Fee Waiver Request

CARMEL-BY-THE-SEA CONCOURS ON THE AVENUE 10th event year

Contact: Doug Freedman404 .805 .1650Motor Club Events , LLC2575 Peachtree Rd . NE , Suite 305Atlanta, G 30305

1. Detailed Scope of Event

See application for entry and special event permit application where all detail isprovided

2 . Proposed budget for 2016

See spread s he e t

Anticipated Positive and Negative Impacts on the Community1 Positive public relations message sent out to the world that is not quantifiab le for

Carmel (value untold thousands)2 . Positive halo effect for Carmel that is not quantifiable (value unto ld thousands)

What Charitable Contributions Will Be Made :

CONCOURS ON THE AVENUE linkup with The Carmel Foundation that has builtawareness and major contributions for nine consecutive years since before the firstevent year in 2007 . This is a very successful two way street relationship that works forboth The Carmel Foundation and CONCOURS ON THE AVENUE.

Past Financial Statements for the past 4 years :

See spread she e t

Charitable Contributions to Organizations within the 93921 Zip Code Area sinceInception of Event:

The Carmel Foundation is the sole non-profit partner and has received 289 ,902 .93since 2007 as a result of Carmel-by-the-Sea CONCOURS ON THE AVENUE .


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REVENUE 2016 Budg et 2015 Actual 2014 Actual 2013 Actual

Ticket Sales none none none none

Application for Entry Fees 52,500.00 51 2 50.00 57,325.00 s 53,000.00Brand Partnerships 133,250.00 133,250.00 72,500.00 17,260.00

Patrons 2,741.77

TOTAL REVENUE 185,750.00 184,500.00 132,566.77 70,260.00

EXPENSES 2016 2015 2014 2013Awards 8,000.00 7,967.74 7,194 .00 4,466 .96Golf Carts, Special Parking Lot, Security, Convoy 8,600.00 8,562.00 7,721.00 7,721.00Windshield Placards s 7,500.00 7,512.00 7,168.00 6,816.00Judge and Volunteer .Gear s 900.00 s 900.00 900.00Commission to Brand Partnership s 2,500.00 s 2,500.00 s 2,000.00 1,200.00Convention Trade Show Services* 70,000.00 68,248.36 s 38,766.00 28,811.02Hotel - Event Team Inc (F&B) 25,000.00 24,136.71 20,630.00 28,728.91City Park Restroom Maintenance, Street Cleaning Janitorial s 2,700.00 2,700.9 1 900.00 770.00Bank Fees 75.00 60.00 s 90.00 s 90.00Office Supp lies s 170.00 167.96 168.00 403.66Bicyc le Bells 85 .00 81.00Creden tia ls 2,100.00 2,031.04 1,89 7.00 6,415.20Onsite Computer

s1,475.00

sFlowers for Awards Pavilion 2,500.00 1,180.00 6,500.00 s 7,500.00Back Offic e Support at Event (Bob) s 1,000.00 s 3,750.00Architectura l Expense 1,500.00 s 1,138 .00 s 940.00 sWebsite, Domains, Etc . 2,000.00 2,055.32 2,647.00 3 ,645.18Advertising or Photography 750.00 750.00 5,500.00Event Pins 1,000.00 935.14 933.00 929.55

Carmel PD Overtime and or Special Event Permit 9,000 .00 9,000.00 1,888.00 2,320.00Additional Security 1,500.00 1,575.00 1 ,500.00 s 1,500.00M isc. Cash Gratuity 1,000.00 1,000 .00 1,000.00 1,000.00Accounting Tax Prep 900.00 850.00 600.00 1,600. 00Aud io Visual 25,000.00 23,556.00 20,843 .00 22,270.00Carmel Business License s 250.00 s 185 .21 127.00 122.69Insurance s 2,500 .00 s 2,055.00 2,055.00 2,050.00Chamber o f Commerce Membership 410 .00 s 410 .00 405.00 395.00Survey 5,000.00 4,751 .00 3,800.00Ren ta l Car, Airline Tickets, Misc. 5,000.00 3,296.22 5,708.00 4,717.93Judges, Volunteers, Staging Team Hospitality s 7,000.00Gif ts for Judges 3,500.00 2,625.00 3,000.00Gifts for Entrants s 2,000 .00 1,981.14Volunteer & Judge HatsPre -Event and Event F&B Hospital ity 3,500 .00 3,320 .61 7,283.00 7,004.61Consultin g Legal Services 500 .00 100 .00 s sShipping 600.00 594.00 158.93Labor

Sub-TOTAL EXPENSE 195,040.00 184,163 . 160,969.00 148,117.78

Additional Ex12ense Projected for 2016Re cycle Pian 3,293.00Porta-Potties 5 ADA and 8 Regular 2,000.00Fre :manXP S12onsorshl l Gen not related to Freedm2nl 28,000.00TOTAL EXPENSE 2 2 R ~ J J . O Q

GAIN /LOSS

Zero value for principals, back office or home base cost included

• Construct awards pavilion, Rental chairs, Refuse handling, Street layout,

Garabge can setup, Optidomes, Storage and delivery of event supplies, Misc


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: :· C a· n· l . ~ .

Mar( .h 1, 2016

To Nhom it Ma•1 Corcern:

Sr .ce 2007 T he Carme l Founda:ian i a s bee n t he non·orofit b ~ n e f r : : i a r yof CO'lCOURS ON ThE A.VENUE.

From 2007 thrau,;h 2015 , CONCOJRS ON1 1 1 ~

AVENUE' in conce rt witn Tht- Car-n e Founda ti on hasgenerated 289 ,90:Z.93 in ...na1K ' til s.;ppo 1 of prog ramming arc s e r v i ~ e stor sen io (S · our o u ni t ~· Of that tota . 2S ,183 was get1er' fee . r l d i v i d u al entrants. arl: encouraged to g i ~ · ec:bove the 250 min imvmin support The Carme i FDundation. A n v f e > s o v ~ · t h c250 required minimum are .:o llectad byCONCOURS ON THe AVENUE and are fo r•N.:rced to Tfle Ca :r n ei FoundJ:ion. Each · ~ e a r ,n v e r o ~ . . . sir.cividuals have ·: : ~ s e r .to pr ovide t r i s additional financ :aJ support.

Through the · ears, a nu mber of ind,v icua ls s S < > c a t ~ dw i t ~COhCOL RS of \ · THE Al/[ lUE nave als.c sentd on at ions directlY Lo The Carme Four.dat O r. . l n r o t ~ d sard re lat ioMh ips ~ \ w e ~ nt h o s ~invo ;ved wit hCONCOURS ON THE AVENUE and the Fo u n d a ~ i Mhave oeen estJbl isned beycn::l the e\·Om it se lf.

le se feel free to cilntacr me with an y quest ions .

enc

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CAR MEL -BY -THE-SEA.CUNCOtiRS ON THE A V NUF

Tuesday, August 16, 201 6

SOPHISTICATION WITH A DASH OF FUNAUTHENTfCITY, ORIGINAJ JTY, PRESERVATION

IN A WELCOMJNG ATMOSPHERE

Mlll.Tl - VIARQUES I9-l0- 1971Ameri ca n Luxur yAmerican SportCo nt inental and Europe SportAmeric an Famil y FavoritesHot RodMuscle CarHistoric RaceItalian Spo rtMicro CarMotorcycleBritish SportBritish and Eu rop ean Luxury1ritish , Eur opean Japanese F amil y Fa vorite s

PORSCHE 1948 - 1989356 Pre-A/ 356A Speedster356 P re-A Co upe and Cabr iole t3 56A Coupe , Cab riolet and Conve t1ible ··o··356 B Coupe and Cabriolet35 6C Coupe a nd Cabriolet91 1 Short Wheel Base ( 1964-1968)Early 9 12 ( 1966 · 1969)911 (1969- 1973)912E (1976)9 11 Carrera 1973 RS and US Carrera ( 1974 -1 975)9 11 Carrera 3.2 Coupe , Targa , Speedster l984-1989)914Non -production Race Car

FERRA RI 1947-1989166, 195 , 2 12, 250340 , 342 , 375Speciale . SA , Sf. 365 Ca lifornia275330/365 GTC365 GTI3/4365 GTC /42+2206 /246Flat 12308/328Non-production Race CarLimi ted Production Road Car

'"All c lasses. w hether listed or not, ure subj ect to addition , modification or deletion .

A \VARDS OF DISTI N CTION

TilE DENNIS A. LEVETT BEST OF SHOW AWARDFor the entry t hat is the unanimous choice of heChief Class Judges (selected from the First in Class \\inne rs)

TilE TOM AND VIRGrNIAJENNARO FERRARI CUPFor the Ferrari selected by the Chief Class Judges

THE BRUCE ANDERSON PORSCHE CUPFor the Porsche selected by the Ch ief Class Judges

TiiE JOHN C. KERBY-MILLER AMERICAN EXCELLENCE AWARDFor the automobile that best represents theera when American carsturned heads around the world

THE CHRISTIE L MILLER BRITISH CUPFor the automobile that best represents post-World War IIBritish excel lence

THE ROBERTJ. RICHARDS CONTINENTAL CUPFor the automob ile that best represents post-Wo rld War IIContine ntal excellence

THE CHAMBER OF COMMERCE TRANS ATLANTIC PACIFIC CUPFor the entry that best represents speed whether in a straight line,around a track or on the street

THE BARRY RILLIET LAGUNA SECA AWARDFor the vehicle that best represents the spirit of Laguna Seca

THE MICHAEL T LYNCH AWARDFor the entry that best represents excellence in engineering

THE SUE McCLOUD MAYOR'S CUPFor the individual that best represents the sp irit of motoring andofCARMEL-BY -THE-SEA CONCOURS ON THE AVENUE

TilE MICHAEL FURMAN ARTIST'S CHOICE AWARDFor the entry that exudes design and aesthetic excellence thatsatisfY an anist's eye

TilE ROBERT "CHARLIE" MAST AUTOMOTIVEMAGAZINE AWARDFor the entl) ' that a magazine would rnost like to describe for its readersh ip

TilE STEVE J. RANA PRESERVATION AWARD

For the entry that is the very essen ce ofong inality and authenticity survivingthrough the years without ever having been restored

THE MICHAEL G TILLSON Ill RADNOR HUNT CU PFor the entry that has been sympathetically restored

THE SAM GARRETT OCEAN AVENUE MOTOR CLUB AWAR JFor the entry that best represents the hard-to-define fun factor

THE CARMEL FOUNDATION AWARDFor the automobile thut might he seen in period on Scenic Road with the dr iver showing vis itors the sights

Motor OLb Events, C 1 2575 Pe achtree Road 1\E, Suite 305, Atlanta , Georgia 30305 1 Tel: 40 4 -2 3 7- 2 6 3 3www.carm e lco ncou rs .com 1 nfo@carm e lconcou rs.c om P 1 i1 / 16b

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PPLIC TION FOR ENTRY INFORM TION

THE CARMEL FOUNDATIONMotor Cllb Events , LLC, and CARMEL-BY-THE-SEA CONCOURS ON THE AVENUE ap p reciate your support of our benefitingorganization, The Carmel Fou ndation. The F oundation is a membership organization with over 3,000 members over 55 years of age.Charitable donations enable the Foundation to fulfill its vision to assist local seniors on the Monterey Peninsula . Incorporated as ano n -profit organization in 1950, the Foundat ion' s miss ion statement is to provide a place for seniors to ga t her and enjoy a variety ofactivit ies and services in an environment of respect and camaraderie. As there is no government fu nding . the Foundation issupported solely by the generosity of friends.

ENTRY POLICIESThe call for entries will be followed by a re view. acceptance and confirmation process by the Entry Selection Committee. Classes maybe added. combined . divided or de leted su bject to the accepted entries . Entries for Display only are welcome. All c lasses will close nolater than Ap ril1 of the event year . The Entry Selection Committee reserves the right to decline any entry. A recent 4 x 6 inch co lororiginal photograph (no color copies or discs) must accompany each en t ry. All entries will be notified of a cceptance or declination .

No For Sale or other signage . displays or illustrations will be allowed on or nea r the entry except that which will be provided by th eeven t organizer. Entries must be driven onto the event venue and in p lace no later than 11 :00 a .m. of the event day . Entries must beaccompa nied by their owner or presenter during judging . No entry may be removed from the event venue prior to the conclusion of theawards of distinction presentat ion .

JUDGING POLICIES : The in t ention of CARMEL-BY-THE-SEA CONCOURS ON THE AVENUE is to exhibit the authenticity, originality andpreservation of each marque. Judgmg will be focused on that authenticity. or iginality and preservation.

1 The owner or offic ially accepted p resenter must accompany the en t ry during judging .2. The categories of evaluation are Exte rior . Inte rior and Engine/Chassis . Only factory options or dealer-installed options (with

documentation) will be considered as original.3. The Chief Class Ju dge will be responsib le for Introductions . Final Class Decis ions and the submis sion of Res u lts.4 . Each entry commences with a perfect score of 100 points. The same judge(s} will evaluate a ll en t ries in a given class .

Deductions of 0-5 point s will be made as deemed appropriate by the judge(s} . First Place requ ires 95 points or above. andSecond Place requires 90 po ints or above . Only First In Class winners will be eligible for the Best Of Show Award . Judg ed

entr ie s are eligible for any Award of Distinction and Class Awards. Display entries are eligible for any Award of Distinction exceptthe Best Of Show Award.5. Each entry is required to be fully operational and fully assemb led. All parts (i.e. tops . b umpers. wheels, etc.) are to be attached in

the orig inal position. Judges will not handle or operate the entry . Judges may sit ins ide t he entry for interior eva lu ation .The demonstration of equipment and component functions (windows. lights. radios, air condit ion ing , etc .) will be done b y th eowner/ presenter.

6 . Proper in strument evaluation will be ju dged while the engine is idling . Any malfunction ma y be corrected by the owne r/presenter within fifteen minutes of ju d ging comp letion.

7. Convertibles will be judge d wi th the top up and secured . Removab le roof pane ls must be in place . Any original tools . manu a lsand pouches (including author ized rep rin ts} should be ava ilable .

8 . Modifications required by Federa l law and safety items (seat belts , mirrors . exhaust, etc.} are accep tab le if they do not de t rac tfrom the original appearance of the entry.

9. Replacement components such as tires. spark plugs. battery , etc. must conform to the o riginal profile . Tires must be fitted tothe original rims . The spare tire must match unless It is an original special item .

10. Conf irming documentation should be p rovid ed for any entry w ith unique or extrao rdinary characteristics .

DEADLINE

All applications for entry in CARMEL-BY-THE-SEA CONCOURS ON THE AVENUE must be received by April 1 of the even t yea r. Eachentry mu s t be accompanied by a recent original 4 x 6 Inch color photog ra ph (no color cop ies or discs). Photographs will no t bereturned. All entries are subject to approval by the Entry Selection Committee. App licat ion acceptance or declination will follow theclosing date. Please mail your application(s) and check(s) (ma de out toM otor Club Events , LLC) to :

Moto r OLi:> Events , U..C 1 2575 Peachtree Road 1\E SLrite 005. Atlanta. Georgia 30305 1 Tel: 404 237 2633www.carmelconcours .com 1 info@carmelconcou rs .com P2 1/ 1 / 16b


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APPLICATION FOR ENTRY

TELL US ABOUT YOURSELF:NAME: ________________________________________________ ___ EMAIL:

ADDRESS: ______________________________________________ ___ PHONE :

CITY: STATE : _ _ _ IP : CELL:

TELL US WHO WILL PRESENT YOUR ENTRY TO THE JUDGES:NAME: ________________________________________________ ___ EMAIL:

ADDRESS : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ ___ PHONE :

CITY: STATE: _ _ _ IP : CELL :

MAKE YOUR CHECK PAYABLE TO MOTOR CLUB EVENTS, LLC.Send with a recent original 4 x 6 inch color photograph (no color copies or discs) to the address below. Return this page only. Useseparate application forms and write separate checks for each application . All entries will be considered , however preference will begiven to entries not shown in any prior CARMEL-BY-THE-SEA CONCOURS ON THE AVENUE .

0 250 .00 or greater TOTAL $ This application must be submitted by Aprll1 of the event year.$250.00 or greater entry fee. Please consider providing an amount greater than the standa rd fee . Mo nies received above the entry fee will beconsidered a donation to The Carmel Foundation , a non-profit that provides meaningful senior services including low-income housing, mealdelivery to those homebound. free medica l equipment loans , and over 50 classes weekly. Your additional donation will be forwa rded toThe Carmel Foundation and a confirmation lette r will be sent to you. If your entry is not accep ted , the tota l e ntry fee including an y additiona ldonation will be refunded . Sorry-there are no refunds once an Applicatio n for Entry has been accepted.

TELL US ABOUT YOUR ENTRY :

CLASS :_________________ _ MAKE: __________________________________ __YEAR:

ENG INE :BODY STYLE :ODEL :EXTERIOR COLOR: INTERIOR COLOR:

Is your entry? 0 ORIGINAL or 0 RESTOREDIs the Engine/Drive Train? 0 ORIGINAL or 0 MODIFIEDIs the Body Work?

0 ORIGINAL or 0 MODIFIEDIs the Chassis/Frame? 0 ORIGINAL or 0 MODIFIED

CHASSIS ID :

SIGNIFICANT HISTORY

Is your entry to be? 0 JUDGED• or for 0 DISPLAY only•Entries may e changed from Ju dged to Display, butmay not be changed from Display to Judged .

I presented this entry at the CARMEL-BY-THE-SEA CONCOURS ON THE AVENUE In:0 2007 0 2008 0 2009 02010 02011 02012 02013 02014 02015

PUBLICITY RELEASEAs a condition of application for entry acceptance owner and/or presenter agree to perm t Motor Club Event s LLC CARME L-BY -THE-SEA CONCOURSON THE AVENUE, CARMEL -BY-THE- SEA OCEAN AVENUE MOTOR CLUB, The Carmel Foundation, the City of Carmel-by -the-Sea and all thei r owners ,emp loyees. judges, contestants , volunteers and repr esentatives the use of their name . voice and/or likeness for news, public ity, and feat ure use includ ingrad io , television , and printed media , and in connect ion w ith ad vertising and purposes of trade. He /She/They fur th e r st ipul ate that no prior agreement witha sponso r or any other party is in confl ict with this agreement.

RELEASE OF LIAB ILITYThe undersigned hereby submits this appl ication for entry to the C ARMEL-BY-THE-SEA CONCOURS ON THE A VENUE . In cons ideration of the acceptanceby the Entry Selection Committee , the undersigned , on behalf of hi m self 8nd all his participants, exhibito r s and gues ts in CARMEL -BY-T HE-SEACONCOURS ON THE AVENUE 8nd related events , does hereby release Motor Club Events, LLC, CARMEL-BY-THE-SEA CONCOURS ON THE A VENUE,CARMEL-BY-THE-SEA Ocean Avenue Motor Club , The Carmel Fo undat ion , the City of Carmel-by-the-Sea . and all the ir owners , employees , judges ,contestants , volunteers and representatives from any liability aris ing from sa id events . Acceptance of this application for e n try crea t es a contract be twee nMotor Club Events , LLC and the en t rant gu a ranteeing that the e ntrant or his re pres entative will abide by the polic ies estab lished by the even t o rga n ize rand that the owne r or his representat ive will not remove the entered ca r or motorcy c le until the award cere m o nies have been compl eted .

Signature of owner:,__ _ _ _ _ _ _ _ _ _ _ _ Printed name of owner: _ _ _ _ _ _ _ _ _ Date:

Secured Parking , on a first oome . first served basis , will be provided from 6 :0 0 p .m. on the Sunday p rior to the even t unti l the dayaf te r the event , Wednesday , unt il 9 .0 0a m .

Ma 1 Appilcatoon for En try and your che ck t o :Motor Club Events, LLC 2575 Peac h tree Road NE, Suite 305 , Atlanta, Georg ia 30 3 05 1 Tel 4 0 4· 2 31-2 b33

www.carmelconcours.com 1 info@carm e lconc o u rs comP3 - 1/ 1/ 16b

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Margi Perotti

' -om:; nt:

Jill Sheffield [email protected]]Thursday , April 07 2016 4:52PM

To : Margi Perott iSubject :Attachments:

FW: Concours on the Avenue Fee Waiver Requestsurvey.pdf

-----Original Message----From: J i l l SheffieldSent: Thursday, April e7, 2e16 3:47 PMTo: [email protected]: Chip Rerig ([email protected]); Douglas Freedman ([email protected])Subject: Concours on the Avenue Fee Waiver Request

Margi,

Here i s the information I owe you:-- Attached is the survey

-- The amount we have budgeted for th i s year s event i s 9,888, which is equal to the feespaid l as t year . We would appreciate your consideration of using the same figure for our 2816event.

f you have any further questions, please don t hesi tate to ca l l me.

J i l l

J i l l SheffieldPresident/CEOThe Carmel FoundationSE Corner 8th & LincolnP.O. Box 1858Carmel, C 93921

831.628.878e direct l [email protected]


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T d l u s W hat You T hink

Could you take a moment to give usyour thoughts about the events of car week2015? Please describe how your business

was during August 10 16.

Exce llent

P re tty good

Not so good

Poo r

My business isnot affected ..

0 • 1C', 20 ': 30 C 'o 60 7 0 :~ 8 0~ 0 9 ;) 100

Answer Choices Responses

Total

#

2

4

Excellent

Pretty good

Not o good

Poor

My busi:1css is not affected by this oven:.

Responses

J · Please give us your comments toexplain the rating above.

Wa have the sam e gu es ts I ~'II raturn eacn year

Many clien ts expressed the gr atotude rn having the meters •erncved.

We roo fir,g & solar . talled sola• pro 1ect in Car mel in trme fo• car par1y, but do t e xpect loca l r e e r r ~l s from il.Perhaps lo cals at large were d istra cted from heme improvements at this ti rrP..

42 .69

19.88

11 .11

7.60

18 . 71%

Date

Q/8/2U15 ·o ·ta Pil.'

918 2Q15 5:54 W

The se wo•ld-class ev .nts b


13/40

5

1J

11

12

1 >

16

17

18

19

2'

22

3

24

25

26

27

29

30

J2

33

:l4

35

36

37

40

Tc:ll L ~ What Ynu Think

r:1e bes l l r a ,e d· :en ded l r ~ ~fa r in USA

Ev e " ttJO IJQ h there w er e , ot fJ ' pc upl c ' l tow n . n c: t 11 J n y \'.L"1re g o;'1g into retu il ~ ~~ e s cod O :c c. n sc crlH d tl:. l t ' ~

:est f\urants did we: :, b ~ . . : ~l l not Ct 1.T n nboJ t t l e rS'llall sho p, 1 ~: ~ m ~ ~ ; e .

Clicnis m frcrr ~ ,.. t or tow r.

Vo..Jme o ' s;IIP s v.as • e bes1 e. er for :tr 1'1 e-e<

People that were " 'e r ~ fo r t .e Cctr ~ ve n ts did not r:.orne ·n·o li'lf.. 9a11cny or an

hol1,1l full C\ Cry n •lr

ll.ol so a n ~r c o r : ~buyo >g. Mo " I} ju>llorok 11j ;.ro ·Jn d.

My t>u slfless may gel aftecl .d by ~ · : ; .,,·eo n 1n tnA fu lvm. O'lce 1 w1ll be C el l·~ · es tabli >ho- .

Fu ll o c ~ J ( 'a n :y

The rnn was '..: : a• wr t'• k" T ht.. p eo ~ I Pt ~ . JI c 'ft'> ; t t ~r ~ . . , ~ - = - · ( 3cv 0nts · 1ve . .J r.d :1 [-Vf.' : lalo v.:t : _ : ~ t r · cf cJ rM Iof le•s

No down llw n b ~ s i n e s s .

Very fe-..v ceople a c t . .r ~l l ycarne rnlo th e sh"lw roorn gtven h;)l(.' m ~ r . ype e p \: were on t te s t r e et ~ .

No m .o buy ing arl

\Ve are in th e rtal c :.te:.te b u : : : u t ~ ·s . Mo :il Vl n l w wore i Ji e lc> foil , bol n ol al I ~ •a'lk r: ~ l w< 1 y~ lull ,,nd peop le &eem lo lokc to sp e nd.

My c c nts (loc als) arc lncorw cni P"It.r d by t ~e lra r.c .

Belle r comr ollhan las yea r

re gul a r guest an d we 've add ed a fr" ' for Inc Carmel Concours

e have found from o r e v .a t ~ sy ~ a ..c thdl 11 :?..r ~ e o o l e 'ar e n o ~reall y o:J r a r1 buyers e did ~ : we or. &gone s a l~ tha ; tl"leL11ent was here fo r rt te car shew . -his is a frrst for us.

We rei } Jrim ari oy on locds . wro s ay away 'rom C;nnel ou nng I.e e:ven t.

Meg ne N prophet 111 tow n loo k ng fN rel e ~ tu l e

Not as goo.d as last year .

Nol .ts go od as las l }ea· .

Volume up

-h 1s ' ~ e e kmay have begu n o ~ rAugJsl si O


14/40

t .i

44

46

4 7

4 d

51

5 2

5 3

55

5c

5 7

58

6(

61

62

SJ

64

65

66

67

68

6 9

71

72

73

74

75

Tdl L:s What You Thi nk

So l\ Ollt Thu rsday lhrus ne'' p c k ~ au r ;f l'f?R O I wt •a·: wrth v i ~ot o r ~tnal s'dYt d in lh P a ·e a ~ f tC 'r the evc rrts l:nl ltJ


15/40


16/40

1co

1 0

11 1

~ 14

116

11'1

118

' - - -

120

11 1

12 2

123

4

1 2 \

1:16

1?7

128

129

130

1J 2

133

134

Tell Us \\'hat Yo u T hink

Our bu sh e ss WilS bctlcr n ; ;. ~ ,Jrelty g 0 1 ~hu: net t:P to ~


17/40

It ~ a g r ea twee k

I didn t domu c h busi n es ..

The e ven t isgre at for th .•

I do n ' t l ikethe e vents ..

O ther, pl e a sespecify

0 '''

Tdl Cs What You T h ink

10% 20 30 % bO 7 0 ~;

Answe r Ch o rc e s

It was a gr eat week

I d1dn ' t do much bus,ness but I knew v s tms will be b a ~ k be ta u se tha t they had a great exper:ence.

TM event iz great lor the 1nns & rest aur ants but not lor my busines s.

I do n t like the events neca use of traffic and ~ a r k n g

Othe r please spec:ty

To t a l Re s po nde nts : 170

2

3

4

5

6

8

9

10

. ,

Other , ple 11se sp e c ify

Due to pno tos + soc ral med1a. benefits ext e nd Beyonc just tne e v e n H J ~ y stt:emse lves

II is h a rd to d 1fercnhate yet.

Gr e at w e ek for nnsJresta ur ants . $S, tougn for locals

Also, I think car week dts cou ra ga s peopl e from visi ting Carmel. who a re not into c a r ~

As long as it is only onP spP.cial wP.ek o ut of the year'

does not rmpact our c usi oes s , us makes traffrc d ifficu lt and locals s e crned to ~ e ~ n h ap p y w h d.fficun ies more :hi s

year than < r y

smaller event was better.

It is a fun e ve nt and traH ;c even t managemen t NEE DS to be PRIORITY ONE goin g forward. I know corrmun ities Jreloo k ing for mo re business . howevw . visitors are g·umblin g tha t if a ny mor e e vnts that Jam tra ffic to t he po rn of nntmov ing a nd 1hey will start to re uce th€ir s tay or st ay a w y a ltogether . commL:nil ies need to coordi n ate wtt eachother as to when they a r ~ho iring the ;· e ve " ts a •1d wher e to better control tra ffic now du ring pMh evef IS

I vo lunteer fo r the to ur as it gives rne a cha11ce to be e lpful to o ~ r visitors.

we a l w ; ~ y swa nt to do bette r a nd since we are ne w we ex pe ct repeat custc>mers next year

Great Exp os ure. dirty ba th roo m s. cr ea te this week o ~ ly flyers for walkers to hanrl out all week.

The redu e d park :r.g •S to o m uc h and too ong. S rg nag P s t l o~ l d come down irntn ed ra tely •IN&rltle events. T l esdayevent n eeds to get wrtn i ano pack l·P Q UICKLY

Res pon s e s

61.7 6 % 10J

1 0.0 0 % 17

25.86% 44

9.41 l b

10. 00 17

Da t e

9i8 •20t5 3:39 P M

91712015 4:44PM

9.7 . 201 5 4 .28 PM

9 17/ 2015 ·U PM

9 17:20 1 5 3:54 P IV'

8 3112015 2 ·52 PM

8/31/2015 8 58 AM

8/28 12015 6 :05 P M

8/27 /2015 1 .14 PM

8126 '2015 6:10P M

81261201 :) 4:44 P M


18/40

13

4

5

1G

17

Tdl Us What Yn u Th ink

This is our most prosperous 10 cays or ~ e year.

Retail suffe rs

Grea t w£>e k c f c ~ s e but gp · q l' a rde · t.J h ~ n : H e

hard on rcsidcm s think. pa r,.ing traffic et c .

If your business is downtown, d id yo u oryo u r employees take advan t age of the

August & 13 free employee shuttles f romthe Carmel Mission?

Ye s

No

O o 10 % 20 % 3(1% 4 50 % 80%

Answer Cho ices Ro s ponses

Yes 18. 40%

Nc 81 .60%

To tal

Comm e nt

2 I was els e where io the area durmg those tim e s . ~ e n on foo t

3 N.A • b us rnoss at Ryan R anc h

4 We have our own parko••g

5 N/ a

6 N

7 Na

8 Would Co ldwell Banke r rea lto rs on .u n ipero ar.o oce a n bG Jolc to ta ke ildv antagc of tha ttr, ;nsportalio n ?

9 n/a

1C no t sur e rf anyone used •I my ~ s b n dhe lp eo our t a f t 1 h eire :' otfs

11 No: a ll or them

12 r 'a

a. 6120 15 3:26 prv·

8' / 6:2015 3 · 17 prv:

L·26c2 0 15 ~ 09 PM

90 'io 100 ' ',

Date

918 •201 5 4 4 :\ PM

918 2 1 5 3 :39 PM

918 ·201 5 10 37 AM

9.'8' 201 5 9 :37 AM

9/7120 15 4:19PM

917 2:1 15 3:58PM

9 2 15 3 :5 7 Pf/

'l/ 7 '20 15 3 30 PM

813112015 s·ss AM

8i 3C 2015 3 52 PM

8'28/ 2015 11 :31 PM

8 28i 2 0 15 9 4 7 Al1

~

125

. - · -


19/40

13

7

1ll

19

2

21

22

25

26

27

2e

30

31

34

35

36

37

38

39

4

T dl Ls vVhat Y )Ll Think

r1ct co mtuwrl oo: ton not 3 v arl2t.lo . datu w, . •w • v c n ~

Bu s1ncs s ;s o ~ : n the vall e y

Not downtown

~ : >s r ~ u t t i eor p a r k • ~ g< v.1c'\ cidn't r ~ r late enoJgh to w e (


20/40

Didn't know

about it

Other. ple.1sespecify

Tclll s What You f"hink

20 30 1> 50% t l O~ 70 ,>,

Answer Choices Responses

Didn't know about14,58 %

Other, please specify 85.42

Total

Other , please specify

tt1ey eJected to not par:icipato

2 e provide par (ing for most of our nssociates

3 We have cur o wn park1ng

5 Wasn't ne eded

6 Not necessdry

We have oftst reet parx ;ng and many of threm t a ~ et h b u s.

8 No downtown business.

9 not requ ired

10 Ease of access necossary

11 Didn't need 11

1 2 We a •e not located in Carmel

13 Not relevant to our viS itOrs .

It was a great idea, however, w e >l' e a holol a n J the timing di d not wor k for our s h ·trs

15 We have parking ga rage in bu ilding

16 We have employee parking

17 Can't use itn

18 N

1 9 not in to w n

20 VVe found other means of get ting :o wc •k or foo n d park1n g nearby.

I live in tow n an c wolk to w o rk

Some o iv e close to where we work, so we wall,ed , we a lso arr a nged for rides/drop c ff and pic'' up

23 Not useful in rr husiness

1 live one b lock ou t of carrne>l by 1he sea

0 ~

e 'O' 90 10 0 %

96

Dat e

918/2015 1 1 7 S AM

918 /20 15 Hl 12 AM

9 1 8 '2015 9:37AM

9'7 / 2015 : 58 P M

9, 7121')15 7 29 PM

91712015 6·18 P fv'

917/2015 5' 46 P M

9. '712015 5:32PM

917/2015 5:05 PM

9t7 2015 4:56PM

9/7 2015 4:38PM

91712015 4:30 PW

917 2015 4· 28 PM

9 17;2015 4 :27PM

91712016 4 :19 PIVI

917'2015 4 :19PM

9 /7/2015 4:09PM

9rrt2015 3:5 8P M

917/2015 3:5 1 PM

9/1 12015 4:58PM

8131/2015 2:52PM

812912015 5 :25PM

8 12912015 2:04 PM

8128 '2lllt> 6"0 5 ~


21/40

zs

:6

27

25

29

30

31

37

33

35

36

37

3d

39

41

42

.s

46

47

48

49

50

5 1

52

53

56

57

58

59

60

61

G3

Tdl U ~ \\'hat You Think

no ne r c to

have pr ivale park ,n g

We have o ur own pMk111g for sl a fl anei c l i ~n t :

Bus ·. css i ~ r.ot downtown

\ le had our o·; n corki-:g

walked o wo •k

parked at a fr erd's : c .o ~ e·ns:e ty e m ~. o y ee s lo ok thble Beach

Attempted once. r.n shuttle 01' p ~ r k n g rn s. : . had to ~ o lime. cf dn' t run tate en o ·,gh 'or s h ~_ le (Spm) too a' to

walk back load to transp u r1 t r c h ~ n d • : s e1 vell:CI&

8':?8 / ~ 1 5 : ~ 9 I 1 1

e r ~ 8 ·2 1 J 1 511 Ct) A I ~

8 2$ '2(15 9· ? AI. I

8127 '20 15 y ~ . ,PM

8 1 ~ 7 ; ; > QIS 4 OJ P ~ 1

127:20 15 2 2 ~ fJW

8127:2015 1 46 PM

{l/2/.2015 1 06 PM

8127120'512.11 p ..

8127 2 10 t 1 44 AM

8 2l i2015 11·26 ~ 1

8127 2015 · : 1 AM

612712015 9 J4 AM

8.'2712015 8 58 AM

8127:.?015 B 55 AM

~ 1 : 7 : 2 0 5 8 5 2 AM

6' 2ii20156 .16AM

l\12tir2015 7.0 7 PM

Bl2€r.l015 t>1 0 PI•'

was able lo make other plans beca us " o lla d a place to leave my car a nd JF.l a : r ~ e ."I" ' · i w d ~concer r eri Ina· • NCXIC 812612015 5:37PMno: b e able to make the 6 o 'clock tin1e frame

We tried. but the lot was ful Good d ea . though 8/26 /2015 5 14 PM

they·r


22/40


23/40

Total Respondents: 167

Answer Choices

r

On a streetwhere cars w ..

No cars weredisplayed on ..

On ~ street where cars were dlspla)'ed

Nc ca rs were displayed on y street

. otal Respond ents : 112

T dl Cs vVhat You Think

If you are in Carmel-by-the-Sea, where isyour business?

. , r • ,

-o 20 o 30 40 5(1 ~ o

What best describes your primary line ofbusiness?

, , ·.

1. 100

Responses

4 .75 %

58 .04% b5


24/40

Accommodations/

lodg in g

Retail &shopping

Art ga llery

Performing

arts/attract ..

Food & beve r age

Co ns umerservices . .

Profossionalservi es

Weddi n g andspecial even ..

Med ical orhoal th/flt ne ..

Non· profi t

Media

I

Other, P leasep ~ c i f y

Q.o,O ~

10

Answer Choic es

Ace< mmodationsilodging

Retail & s hop p·ng centers

\rt gallery

Porform1ng artsianra c tlon s

Foo d & beverage

Tell Us Wh a t You Think

2') ' • 30 ' • 4 0 50 %

Ccn s urn er se rv1ces tcanking, onsurance , real estate . ~ i e i n s u r a n c ~ .etcj

ProfessionJI serv ices (leg a l. accoun tng)

Wedc ing and spe c al e ven t s e r v t t~ s

Ma d1cai or hea lth/fitne ss profeSS IOnal

Non -profit

Med ia

Other. Pleas e Spec y

Tota l Respondents : 169

60" o 70 80

Re s ponses

20 .12% 3 1

13.02' . <

8 .88 % 15

2.96 % 5

16.57% 28

8.88 % •::

4.73 % c

2.37 /o 4

1.78% 3

10 .06% 17

3.55 % 6

17 .75 ~ )


25/40

#

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

_o

21

22

23

24

25

26

27

28

29

30

Other, Please Specify

construct-on . roo f:rg & so ar

Real E sr n t ~

Tell lJs What You Think

For Ques t 011 117 - Ou r stre e t ark•n q was blnck e c off for E 11ergenC )' Vehicles

:ducat•on . At1s , . ~ Desi gn

Home a na ~ t t m ~ n t

Redl E>tat e

m B t . . ~m c : : ; sAt s •slancc

Wine tuSiiny

Personal servi ces

Bottled wa ter

pr

Conctergt-

t t

tr anspo rtoti on- limousines

PNso na l P roperty ~ p r a s e r

Winery and Tasting Room

Educution

Golf

C11urch

pack•ng and sh 1pp nrJ

NA

Real Esra to Sa ee

Bike shop

Wine Tasting rcom

To ur gu ide

P ublic

Specta lity Br,da l Bout•que '" a C o ~ l 1 yd r d

Propet1y1E st/


26/40

ROBINOWICH & ASSOCIATES, PC1465 NORTHSIDE DRIVE

SUITE21ATLANTA, GA 30318

(404) 351-0421

To Whom It May Concern;

Business losses incurred by Motor Club Events, LLC presenting Concours On TheAvenue for event years 2007 - 2011 are as follows:

YE R NET LOSS

2007 $ 702,7422008 1,017,0662009 370,6652010 45,8782011 44,819

Please contact me with any questions you may have by calling (404) 351-0421.

Sincerely,

Robinowich & Associates, P.C.

Paula Robinowich


27/40

Estimated Fees for Concours on th Avenue 2 16 wai vable: Y/ N

Specia l Event Processing Fee (non Refundable) Paid 155.00 NDe vendorf Deposit 351 .00 Refundable if no damage yBlock closures ( 365 per block) 15 blocks 5,475 .00 Junipero and 6th added ySound Permit 27.00 yBarricades (30) at 65 each 1,950 .00 yNo Parking Signs (250) @ 3 .00 each 325 .00 1/ 2 to Pebb le Beach yA-Frames (10) @ 25 .00 each 250.00 y

Delineators ( 10 each) 1, 000.00 y

Portable toi lets (one unit= 2 deluxe & one ADA)toilet with hand sanitizer 671/u nit)5 un its needed for 11,000 +people at a minima l 5 units x 671) 3,480 .00 see below y

Devendorf Park Rental from August 16@ 12:00 a.m . toAugust 16 at 9:00pm (total 21 hrs)**Devendorf Rental for 1st four hours is 401 401.00 yes

Devendorf Rental after four hours 300 per hour X 17 hours 8,400 .00 yes

PW / FB/ BM Regular overtime all staff 14 hours 910 .00 NCommunity Activities overtime staff hours 2 staff x 4 hrs ea day of 8 x 65) 520 .00 NPD Overtime hours 7 ,000.00 N

30 ,089 .00Eligible for fee waiver : 22 ,205 .00/not eligible: 8,430 .00

Recommended Placement of ToiletsPark Branch Library Parking lot 2- ADA/4 regular 2 units)San Carlos north of 8th- ADAOnly ( 125)1st Murphy Park 2 ADAand 4 regular (2-units)* 1 ADAand 2 regs at Larson Field (City Pd)Mountain View 1-ADA /2 regulars (1-unit)

- · - -


28/40

City CouncilAgenda Item Summary

Meeting Date: 2 May 2006PrepareJ by: Chr istie Miller

Name: C O ~ S I D E RTION OF APPROVAL TO PROCEED WITH THEP L \ ~ N I N GOF. \ ''CARMEL CAR SHO\\ ' EVENT fO BE HELD ONTUESDAY , AUGUST 14.2007.

Description: Appr ov al of this resolution will authorize the concept of the ·Cannel CarShow' . the. closure of EB / WB Ocean A venue . Mission , Dolore s, San Carlosand Lincoln b etween 6 r and Ocean , direcl staff to work with the organizers

Overall Cost :

on the plarming of said event.

Cit)' Funds: ntaGrant Funds: n/aStaff time : Planning or event ap proximately 40 hours (Community Services).:.\ ent will require stafling from Co mmunity Services . Public Works andPolice , kvels to be determined as planning mo ves ahead , event planner willcover t ~c.osts o f each emplo yee that wo rk s the ev ent , each em ployee that\\-ork> the day of th e e\ ent will work a minimum of 8 hours.

Staff Recommendation:

Approvt: con c ept of the Carmel Car Show , the street dosures and directstaffto work with the event organiLers on said event.

Important Considerations:

Event h.ns th e potential to have a lo ng term positive impact on localbusines se s. this is an op portunity for Carmel-by-the -Sea to capitalize on thev isitor s that are already here and bring them into our communit) .

Decision Record:

Non e

Reviewed by:

· · ·Rich Guillen . C ity Administrator Date


29/40

CITY OF CA.RMI:L-BY-THE-SEA

TO : ~ A YOR :VfcCLOUD AND COUNCIL MEMBERS

fROM : RICH GUIL LEN , CITY A D M ~ S T R ATOR

DAT E: 2 MAY 2006

SUBJ LCT : CONSIDERATION OF APPROVAL TO PROCEED WITH THE PLANNINGOF ··c t\RMEL C R SHOW EVENT TO BE HELD ON TUESDAY,A U G UST 14 , 2007

Appr o ve concept o f pr opo sed event. authorize street dosures and direct staffto work -with DougFreedman to plan sa id even t

BACKGRO UN DDoug and Genie Free d man ha ve requested approval of rheir concept to promote a Carmel CarSh o w in Carme l-by-the -S ea in August o f 2007 . They have been in contact with tht:: City for 5years. discussing variou s scenarios for the possibility o f holding an event in Carmel during thetraditional hi stori c ~ : a rweek in August. The following proposal is a culmination of thosed i s ~ u s s i o n sThe y haw been frequent v isitors to the Monterey Peninsula for nearly 20 years.Doug ~ judged the Pebble Beach Concours d Elegance for 10 years and has impressivecredent ials in the industr y (see attached resume). For the past two years they have held asuccessful ..:ar-relat ed event at II Foma io. Given the succe.ss of this event they feel ready tomove forward with this proposal. The proposed Carrnd Car Show will be scheduled to takeplace the Tuesday o f Concours Week which will bridge the gap between the two weekends ofhistoric car racing see attached calendar) and provide a high quality car show for those cars thatare not highl ighted in other venues .

1be proposed Cannel Car Show will feature European Classics such as vintage German. Frenchor Bri t ish automobiles ) and Classic American Muscle Cars currently the most popular vehiclessold in car auction s ). The vehicles will e displayed on Ocean Avenue and will require certainstreet c losures see attached map) . The event will e open to the public and Cannel residents areencouraged to attend . A car show, such as the one envisioned . will provide income to the City aswell as famil y fun for our res idents . lt will also bring people into our community on days thatmay otherwise be quiet.


30/40

COMM UN ITY IMPACThis c\ l nt envisioned wi il be a benefit to our residential and business communities. It will beopen to the general pu blic with support from o ur local community as volunteers and participants .The sponsors a ls ' plan to have a charitable component to their ewnt and plan to donate funds tolocal organizations such as the C arme l Youth Center . Sunse t Cent er or other non-profits asdirected b} Cotmcil and the conunurtity.

We al so hope that this event becomes one of the best days of the year for Carmel s businesses. IfCam1ei" < businesses gam. so tioe s rbe City in the f01m of tax revenue. The Carmel Chamber ofCommer


31/40

7. Liability Insurance for activities will bt: required and pro vided by the event organizer.

8. Off si te parking for truck s and trailers will be arranged by the event organizer .

9. A shunk sen ice tor event attendees to and from an offsile parking location will bearranged as determined by staff.

I 0. T bis ev ent requires a sub stantial t ime and financial investment b ~ the organizer thereforethey request a long-term commitment (3-5 years ) from the -:ity to hold said event, andthen into the foreseeable future as any other long tenn rumual event in Carmel. Theorganiz er will be expected to meer all obl igations and will be reviewed on a regular basisb) staff as to iry impac t and benefit which must remain in balance for the public andbus iness o m m u r l i r~ with the undl rstanding thal the first fev. years are a v.ork in progressand ill be modified ru: deemed necessary .

11 . Eve nt organizer wi ll be seeking sponsorsh1p from luxury hrands (i.e . Jaguar. Loui s Vuitton ,.Moe t , etc to a ss i ~ iu defraying the cost of the ~ v e n th o w ~ v e revent org anizer will abide byall C'am1el - by-the -Sea rule s and regulations go verning signage and corporate sponsorship .

FJS (. AL lM PACT

Doug Freedman ~ i l lco ver all costs incurred for the event.

SUM1v1ARY

Cit Cou ncil authorization is requested for the concept approval of the proposed event, approvalof the st r eet clos ure s and also to direct staff to work with Doug Freedmar1 to plan said event . Asmentione d, the Cam1el Car Show will be open to the publ ic and Carmel residents are encouragedto attend . If approved , TI1e Ca rmel Car Show v.ill prove to be a popul ar. well-attended andsuccessful event for years to come.

ATl"AClfJ\1ENTS

(1 Map of propo se d event and street closures2) Calendar o f Events during Concours Week

( 3) Resume of Principal Spo n sor s


32/40

CITY OF CARMEL -BY-THE-SEACITY COUNCIL

RESOLUTION NO. 2006-22

CONSIDERATION OF A RESOLUTION AUTHORIZING THE CARMEL CAR SHOW

AND THE CLOSURE OF CITY STREETS ON AN ANNUAL BASIS.

WHEREAS Doug and Genie Freedman have requested concept approval to host theCarmel Car Show in the City on Tuesday August 14 2007; and

WHEREAS the organizer s request includes the closure o f East /West bound OceanA venue and Mission Dolores San Carlos and Lincoln between th and Ocean to host theCannel Car Show ; and

WHEREAS after review o f the event in September 2007 by the City Council andsubsequent annual review by the Community Activities & Cultural Commission and/orCouncil authorize staff to approve this request as long s said event has been determined tohave been successful and has not had any substantive changes ;

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THECITY OF C ARMEL-BY-TH E- SEA DOES :

l Approve the concept and direct staff to work with the organizers of said event.2. Authorize the closure E B/ WB Ocean A venu e and Mission Dolores San Carlos

and Lincoln be tween 6 1h and Ocean .3. Afte r review of the event in September 2007 by the City Council and subsequent

annual review by the Community Activities & Cultural Commission and/orCoun c il author iz e staff to approv e this request as long as said event has beendetennined to have been successful and has not had any substantive changes.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OFCARMEL-BY- T HE-SEA this 2 d day o f May, by the following roll call vote :

A YES : COUNCIL MEMBERS : BETHEL CUNNINGHAM HAZDOV AC & McCLOUD

NOES : C OUNCIL MEMBERS : NONE

ABSE N T : COUNCIL MEMBERS : ROSE

SIGN E D :

d ~SUE McCLOUD MAYOR

- - etdi Burch City Clerk


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GENER L

POLICY NO. C95-06

SHORT-TERM USE OF PUBLIC SPACES ANDMUNICIPAL BUILDINGS FOR SPECIAL EVENTS

The City of Carmel-by-the-Sea provides for the short-term use of municipal facilities andpublic property by groups and individuals. Facilities and public properties will be madeavailable at no fee i f the event is sponsored or cosponsored by the City. Co-sponsorshipwith community groups shall be determined on a case-by-case basis by the City Council.Activities may be conducted in or on municipal facilities and public property subject tothe permit process and criteria established herein. This policy also applies to thefollowing:

1 Support Group s designated by the City Council which are also regulated

by Policy No C89-45.

2. The use of Library facilities Vista Lobos and Sunset Center which are alsogoverned by adopted policy.

EVENTS REQUIRING PERMITS

Conditions that require a formal permit for use of public property in the City of Cannelby-the-Sea are those that include any of he following:

1. A request.for the exclusive use of any portion of any City property to theexclusion of the general public; or

2. Any request that involves the support of any commercial enterprise e.g.caterer porta-potties etc.; or

3. A request that involves sound equipment greater than a 12 volt system; or

4. Any request that involves the erection of any structure e .g. stage tentsetc.; or

5 Any request that involves special outside or City support e.g. traffic~ o n t r o ltraffic cones barricades signage extra trash pick up etc.; or

6 Any request that involves a gathering or assemblage of more than 50people; or

7. Any request that involves the use of any internal combustion engine e.g.gas generator; or

8. Any request for exemption from current City codes rules regulationsrestrictions and policies governing activities on City property.

0 228


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n reviewing permits, the Committee shall neither discriminate nor infringe on rightsrelated to free speech, protected classes or other Constitutional issues. If such issuesarise, the City Attorney would be consulted. The Committee may determine that publicnotice to the surrounding neighborhood is required prior to reaching a decision . In such

cases, the applicant shall be responsible for distributing such notice.

MERCHANDISE AND AL .COHOLIC BEVERAGES:

There is no distinction between direct sales and sale by donation . Table I hereofshall be used as a guide to determine where such sales would be appropriate. In all caseswhere alcohol is sold or distributed, the operator must have all of the appropriate licenses,permits and insurance coverage .

Authorization to sell merchandise or food/beverages at locations outside the commercialdistrict and outside a fixed place of business are usually prohibited by the Zoning Code,

the Business License Code or the General Plan . Granting a permit under this Policy musttherefore be limited to special events that are of limited duration , within a defined spaceand consistent with Table I

COMPETING INTERESTS :

The Chief of Police will maintain a calendar to schedule events at specific sites. This isintended to avoid overlapping requests for a scarce resource . The following rankedpriority list shall be used as a guide by the Committee in resolving conflicts amongcompeting interests:

1. Contractual obligations (leases, etc.)2 City Council, Commission, or department activities3 City-sponsored or cosponsored events4 . Permit renewals for annual events5 . Events to raise funds for City programs6 New events nonprofit organizations7 New events for profit organizations

RESOLVING CONFLICTS:

If two or more events are proposed within the same priority at the same time and place,the committee shall use the following criteria for making a recommendation on whichevent to approve:

)> Local organization vs . regional or outside organization)> Impacts of the event on the community)> Date of application)> Ease of rescheduling to another time or place

Rev . 312000 230


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COST RECOVERY:

The City shall not bear financial burdens created by private, short-term use of publicspaces unless there is a direct connection to the City through sponsorship or fund-raising.Through permit review , the staff committee will estimate direct costs (labor, equipmentand material) for Police, Fire, ambulance, trash, portable toilets, Forest and Beach,Recreation Public Works imd Administration. Pennit applications will be billed foractual staff hours, equipment, and associated costs.

Fees are established for the use of certain City facilities by Resolution of the CityCouncil. These fees, which are included in City Policy No. C90-01 and Resolution No .94-1 06, shall apply to short-term use for special events.

Exceptions : Cost recovery will not be required for City-sponsored events (e.g.,Halloween parade, Parkfest, tree-lighting) . Cost recovery will not be required for fundraising events where at least 80% of the funds raised will be donated to an approved Cityprogram .

INSURANCE REQUIREMENTS

The City of Carmel-by-the-Sea will obtain insurance liability coverage for up to thirtyfive events at public facilities per year . In determining the allocation of the thirty-fivecommunity events, first priority will be given to organizations based within Cannel-bythe-Sea, followed by those based within the greater Carmel area (Sphere of Influence),the Monterey Peninsula and Monterey County .

The determination as to whether or not a waiver of the insurance liability coverage shallapply to a requesting party is left to the responsibility and judgment of the City staff. f

thirty-five events have been held under the insurance waiver or, at the determinat ion ofCity staff, the event should not receive a waiver because of the type of activity, then thegroup using a municipal facility shall maintain proof of insurance liability coverage forone million dollars ( 1,000,000) and shall name the City, its public officials, and itsemployees as additional insureds on the insurance policy certificate. n no event will theCity's insurance waiver of thirty-five community events per year include an event atwhich alcoholic beverages are to be served, unless such events has been sanctioned bythe City Council.

CRITERIA FOR WAIVER OF INSURANCE REQUIREMENTS

n order for an applicant to receive a waiver of the insurance requirements, the followingcriteria shall be met:

1.

Rev. 312000

The event to be held in a municipal facility and/or on public property mustbe primarily a public service to the community and without a commercialobjective. The event shall be primarily educational vs . primarilycommercial, and will not be for obvious commercial gain.

231


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2. The event shall be open to the general public .

3. Events shall take the form o f meetings, speeches, discussions, forums, etc .No event which involves extensive physical exertion or activity will beissued a waiver.

4 . The event must be a one-time special event or not par t o f an ongoing serieso f activities .

5 . No admission charge , fee or donation shall be assessed for the generalpublic's participation at the event.

6 . No alcoholic beverages shall be served in conjunction with the event exceptas specified above.

INSURANCE WAIVER APPLICATION PROCESS

All request for a waiver o f liability insurance must be made on a City LiabilityInsurance Waiver ' ' form and submitted to the Assistant ·City Administrator, who shallreview all requests and determine whether the application complies with the guidelinesand criteria o f this Policy . The request for waiver shall then be submitted to the CityAdministrator for approval and/or a determination to forward the waiver application tothe City CounciL f the application is to be reviewed and determined by the CityCouncil, the Council' s action shall be approved via the adoption o f Resolution . The Cityreserves the right to deny the waiver o f liability insurance for any event or activity that, inthe City's opinion, poses health, safety or insurance risks.

For insurance requirements related to alcohol, see Policy No. C89-17 .

Rev 3 /20 232


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TABLE I

MERCHANDISE, FOOD AND ALCOHOLIC BEVERAGES N PU LIC PLACESAND/OR MUNICIPAL BUILDINGS

MunicipalLocation Merchandise Food Alcohol*

Cannel Beach No No NoDel Mar Parking Lot No No No

Parks :Improved P-2) Yes Yes NoForest Hill Park, Devendorf

and Piccadilly)

Natural P-1) No No NoMission Trail Nature

Preserve and Carmel Beach)

Sunset Center Facilities Complex:Sunset Center Yes Yes YesScout House No Yes YesCottages Yes Yes NoForest Theater No Yes YesVista Lobos No Yes Yes

City Facilities:Indoor Yes Yes YesOutdoor Yes Yes No

Commercial Streets Yes Yes Noand Parking Lots

Residential Streets No No Noand Parking Lots

Alcohol:Permittee must have a license for sales and distribution.

Rev . J 2000 232a


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I PurposeII. Community Event FeesIII. Application Process

CITY COUNCIL POLICY C12-02EVENT FEE WAIVERS

Revised July 1 , 2014

IV. Documentation Required with Waiver RequestV. Additional Documentation Required for Established EventsVI. Guidelines

I PurposeThe City supports and encourages events that have a significant economic, charitable, orcommunity benefit. The City will consider waiving certain fees in order to promote the City andspecial events. The City is regularly being approached to waive fees for Community Events.This policy is designed to outline the process and criteria for the submittal, and review byCouncil , of fee waiver requests.

II. Community Event FeesFees eligible for Waivers:

• Special Event Permit Fee• Fees associated with st reet closures• Fees associated with events on the beach or at City Parks• Parking stall fees

Fees not eligible for Waivers:• Grant writing expenses

• Damage deposits• Overtime costs for City personnel• Costs for personnel with which the Ci ty contracts in order to facilitate the event

III Application Process• n applicant shall submit in writing a request for a fee waiver to the Community

Activities Director• All special event fee waiver requests will first be considered by the Community

Activities and Cultural Commission (CA&CC) at a regularly scheduled meeting.a. In the case o f reques ts for fee waivers for new events - or established eventsthat have previously received a waiver o f fees and are within the three-yearwindow outlined in the Guidelines below - the Community Activities andCultural Commission may make a formal request to the City Administrator towaive eligible fees up to 5000 instead o f securing Council approvalb. Requests for fee waivers from events going into their fourth year or moremust come to the City Council after being reviewed by the CommunityActivities and Cultural Commission.

• The City Administrator shall be given authority to apply this policy for waivers up to5000


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• Staff or the applicant can appeal a waiver request to the City Council.• Events proposed for co-sponsorship must be placed on a City Council agenda

IV. Documentation Required With Waiver Request

• Detailed scope of the event• Proposed budget for the event• Anticipated economic impact to the City and community• Anticipated positive and negative impacts of the event on the community• What charitable contributions will be made if any), either directly or indirectly , to the

community? What is the anticipated amount or percentage of the contribution(s) and towhat organization(s) will it be made?

• Written survey of businesses and /or residents affected by the event indicating theiracceptance of the proposed event

V. Additional Documentation Required for Established Events That Have Received FeeWaivers• Past financial statements since inception of event• Documentation showing actual charitable contributions to organizations within the 93921

zip code area since inception of event

VI. Guidelines• The number of years for which an organization will be eligible for ongoing waivers of

fees for the same event shall be no more than three years from the inception of the event• Charitable contributions will be made to charitable organizations within the 93921 zip

code area• The total dollar amount of fee waivers authorized each fiscal year shall not exceed

27,500• The City shall waive no more than 5,000 in fees for a special event• Priority will be given to organizations that provide educational and/or community

programs and events that are open to the general public free of charge

Concours on the Avenue 05-03-16

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Transcript of Concours on the Avenue 05-03-16