4.J Special Events

CITY OF CARMEL-BY-THE-SEA
Council Report
May 5, 2015
To:
Honorable Mayor, Members of the City Council
From:
Douglas J. Schmitz, City Administrator
Subject:
Authorize permits with conditions and waive certain fees for the 5th
Annual Run in the Name of Love 5K and 2K event and the 2015
Concours on the Avenue
RECOMMENDATIONS:
See Attached
EXECUTIVE SUMMARY: See Attached
ANALYSIS/DISCUSSION: See Attached
ATTACHMENTS:
Attachment A:
Attachment B:
Attachment C:
Staff Report from Doug Schmitz, City Administrator

Staff Report from Janet Bombard, Library and Community Activities
Director, regarding the Run in the Name of Love fee waiver request
Staff Report from Paul Tomasi, Police Commander, regarding the
Concours on the Avenue permit application
Budgeted
Funding Source
Yes
City Council discretionary budget for fee

waivers
APPROVED:
____________________________________
Date: ________________
Council Meeting Date: May 4, 2015

Agenda Item: 4.J
Page 1
ATTACHMENT 1
Council Report
April 5, 2015
To:
Honorable Mayor and Members of the City Council
From:
Subject:
Concours on the Avenue/Run in the Name of Love Special Event

Permits
RECOMMENDATION(S):
Listed at conclusion of this report.
EXECUTIVE SUMMARY:
It is recommended that the City Council approve permits for 2015 with the listed
conditions for the Concours on the Avenue (COTA) and for the Run for Love (RFL). The
recommendation to approve is made because these are long-time quality events in the
community which have been caught up in a process that has antiquated and
contradictory policies, past failures on the part of the City to implement and to comply
with adopted Council policies and fees, and which has led to confusion and surprises for
applicants and their supporters. The contradicting policies and the lack of application of
adopted policies and fees has also led to divisions in the community.
The recommendation to approve COTA is also founded in a series of compromises
worked out between the applicant and/or his representatives with the City Staff. After
the CA&CC meeting, Mr. Douglas Freedman was still interested in using Devendorf
Park for three days; he ultimately accepted the two days recommended to Council by
the Commission after his local representatives held extensive discussions with City
Staff. COTA had originally indicated its need for sixty-nine (69) signs. Through
discussions between his local representatives and Staff, agreement was reached for a
reduction in signage comparable to the number displayed in 2014. As such, Staff
agreed to recommend to the Council that the COTA signage not be processed to the
Planning Commission as recommended by CA&CC since such routing would not
provide adequate time for the event to be assured of receiving a final permit to proceed
as well as to order materials and secure sponsorships. In addition, the Mayor has been
in conversations with supporters of the event regarding possible donations to cover
some of the expenses.

Agenda Item: 4.J
Page 2
The current state of affairs regarding event permitting is not fair to applicants, City Staff,
the Community Activities and Cultural Commission and, ultimately, the City Council.
Here are some examples:
For events, the Staff has multiple adopted City Council policies to apply. One of these,
C 95-06, is now twenty (20) years old. It states, in summation, that the City shall not
bear financial burdens created by private, short-term use of public spaces unless there
is a direct connection to the City through sponsorship or fund-raising. Contrarily, the
City has a fee waiver policy which contradicts C 95-06, for by waiving fees, some
financial expense falls upon the agency. There is also a policy from 1989 regarding
street closures which contains a process which silently excludes roles for the CA&CC
and the City Council while the Fee Waiver Policy expressly enunciates the
responsibilities of these two bodies.
Application of some requirements in some of the policies is burdensome for some
applicants. As an example, the Fee Waiver policy requires written documentation that a
.survey of businesses and/or residents affected by the event indicating their
acceptance of the proposed event. Such a requirement is easier for closing a street
such as the Winemakers event on Dolores between Ocean Avenue and Seventh.
Contrarily, it is overly burdensome for an event such as the Run In The Name of Love
whose runners pass by 200+ homes. There is no numerical threshold for what would
constitute a veto of an event resulting from the survey; 51%? 20%? 10%?
Of more current frustration are the fees. The City Council adopted new fees in July
2011. Until late 2014, those fees have not been comprehensively applied by the City
Staff. COTA 2011 was held after the new fees went into effect, yet the City only charged
the applicant $125. In 2012, COTA received a fee waiver of $7625 and paid only $1800.
The Fee Waiver policy states that by the fourth year, no waiver will be provided to
applicants. Yet, in this fiscal year, the Council has received recommendations from the
CA&CC that it grant waivers to the Art Festival, the Run for Love and COTA..all
events past their third year anniversaries of existence.
The Granting of the fee waivers for eligible expenses for the two events, COTA and
RFL, are in different fiscal years and thus will not impact the Councils adopted limit of
$27,500.
For background purposes, attached are the Staff reports that were considered by the
CA&CC as well as cover memos to those reports which list the actions of the
Commission for COTA and RFL. The recommendations to approve the two events is
The Mayor has discussed forming a committee to address the contradictions and
inconsistencies between the policies, as well as the fees. He has stated that the event
permitting process should be: 1) predictable, 2) strategic, and 3) fair.

Agenda Item: 4.J
Page 3
In view of the existing maze of contradictions within adopted policies and in recognition
of the compromises reached; and with the hope that the community can come together
on these pending applications until the current situation is addressed, it is
recommended that the City Council:
1. Endorse the Mayors proposal for the formation of a committee to analyze and
develop a new event permitting process; and
2. Approve the 2015 Concours on the Avenue permit subject to the following
conditions:
1) Accept donations pledged for the event, if any; authorize a waiver of the
balance of the fees if donations are received or of all fees if no donations
are forthcoming;
2) Authorize the use of Devendorf Park for Monday and Tuesday, 10-11
August between 4:00 am on Monday and vacating at or before 9:00 pm
on Tuesday;
3) Limit the total number of signs to fifty-nine (59) as shown in the included
application site plan. Any center median banners are not countered as
part of the fifty-nine (59) signs. Do not send the signage matter to the
Planning Commission as requested by CA&CC.
4) Authorize street closures as identified in the application;
5) Authorize the use of tents for Devendorf Park (2) and on Ocean Avenue
at Dolores.
3. Approve the 2015 Run for Love permit subject to the following conditions:
1) Authorize the Run to occur on 21 June;
2) Authorize a fee waiver in the amount of $4,052;
3) Authorize use of the Del Mar parking lot for the races finish line and postrace gathering but an auction cannot be held in the Del Mar parking lot
per the Planning Commission determination at its June 2014 meeting;
4) Secure a Coastal Development Permit from the Planning Commission;
5) Authorize the closure of San Carlos Street between 8th and 10th from 7:30
am to 9:00 am.

Agenda Item: 4.J
Page 4
ATTACHMENT 2
Council Report
May 5, 2015
To:
Honorable Mayor, Members of the City Council,

From:
Janet Bombard, Library and Community Activities Director
Subject:
Receive staff report and Community Activities and Cultural Commission

recommendation regarding a request for a waiver of fees in the amount
of $4,052 for the 5th Annual Run in the Name of Love 5K and 2K event
RECOMMENDATION:
Receive staff report and Community Activities and Cultural Commission recommendation
regarding a request for a waiver of fees in the amount of $4,052 for the 5th Annual Run in the
Name of Love 5K and 2K event.
EXECUTIVE SUMMARY:
The 5th Annual Run in the Name of Love 5K and 2K event is scheduled to take place on
Sunday, June 21, 2015. Event organizer Susan Love is requesting a waiver of event fees in
the amount of $4,052.
ANALYSIS/DISCUSSION:
The Community Activities and Cultural Commission considered the fee waiver request (see
Community Activities and Cultural Commission staff report, Attachment A) at its April 14,
2015 meeting.
The commission voted to send the following recommendation to the City Council:
Recommend that Council consider the fee waiver request even though it is not consistent
with the fee waiver policy".
FISCAL IMPACT:
If the City Council grants the fee waiver request, $4,052 will be deducted from the Councils
FY 14/15 $27,500 discretionary budget for fee waivers. Two events have received fee
waivers thus far in Fiscal Year 2014/15: the Concours on the Avenue ($4,355), and the
Carmel Art Festival ($5,000). Should Council authorize Run in the Name of Loves fee
waiver, the amount of Fiscal Year 2014/15 fee waivers will total $13,407.
PREVIOUS COUNCIL ACTION/DECISION HISTORY:
The City Council has granted a waiver of fees for the event since 2012.

Agenda Item: 4.J
Page 5
ATTACHMENTS:
Attachment A: April 14, 2015 Community Activities and Cultural Commission Staff Report on
the Run in the Name of Love fee waiver request
Attachment B: Estimated 2015 Run in the Name of Love event fees
Attachment C: 2015 Run in the Name of Love Special Event Permit Application
Attachment D: Documentation required for a fee waiver as per City Council policy C12-02,
submitted by the event organizer
Attachment E: Additional documentation regarding the event, submitted by the event
organizer
Attachment F: City Policy C12-02, Event Fee Waivers
Budgeted
Funding Source
Yes
City Council discretionary budget for fee

waivers

Agenda Item: 4.J
Page 6
AITAc
1-1 M r:; NT A
COMMUNITY ACTIVITIES AND CULTURAL COMMISSION

Staff Report
April 14, 2015
To:
Community Activities and Cultural Commissioners
From:
Janet Bombard , Library and Community Activities Director
Subject:
Consider a request for a waiver of fees , and provide recommendation to

the City Council regarding the 5th Annual Run in the Name of Love 5K
and 2K event to be held June 21,2015
ANALYSIS/DISCUSSION: .
The fifth annual Run in the Name of Love 5K and 2K event is scheduled to take place on
Sunday, June 21 , 2015. Approximately 1,500 people are expected to participate.
The event will begin at Sunset Center and finish in the Del Mar Parking Lot. Event organizers
have secured a Coastal Development Permit from the City Planning and Building Department
to close the Del Mar lot.
The event organizer, Just Run Program Director Susan Love, is requesting a wa iver of fees in
the amount of $4,052 . The event has received a waiver of fees annually beginning in 2012.
City Policy C 12-02 (Attachment A) provides guidelines for special event fee waivers. Issues
the commission may wish to consider when formulating a recommendation to the City Council
with respect to the fee waiver request include:
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 . Just Run , the charitable beneficiary of the proceeds from Run in the Name
of Love , is not in the 93921 zip code area. However, Big Sur International Marathon,
the event's sponsor, has contributed to charities in the 93921 area code. Does that, in
the commission 's opinion, satisfy the intent of the policy?
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
Sunset Center sponsored the race for its first two years: 2011 and 2012; the Big Sur
International Marathon has sponsored the race since then. The event organizer, therefore,
does not have financial statements for the first two years of the event. Letters from the
businesses affected by the event, as required by Policy C12-02, will be provided under
separate cover.

Agenda Item: 4.J
Page 7
A [TACH t'v1. EA.JT A

The checklist on the following page, using City Policy C12-02, "Event Fee Waivers" ,
was developed to aid the CA&CC in its consideration of the fee waiver request.

Agenda Item: 4.J
Page 8
ATTAcH M".JT A
DOCUMENTATION REQUIRED WITH WAIVER REQUEST- RUN IN THE NAME OF

LOVE
YES
NO
Detailed scope of the event

X
Proposed budget for the event
X
Anticipated econom ic impact to the City and community
X
Anticipated positive and negative impacts of the event on the
X
commun ity
What charitable contributions will be made (if any), either
X
directly or indirectly, to the community?
What is the anticipated amount or pe rcentage of the
X
contribution(s) and to what organization(s) will it be made?
r--Written su rvey of businesses and/or residents affected by the
X
event indicating t heir acceptance of the proposed event . Note:
this will be provided to the commission under separate cover.
~-
ADDITION:4L DOCUMENTATION REQUIRED FOR ESTABLISHED EVENTS THAT

HAVE RECEIVED FEE WAIVERS
YES
NO
Past financial statements since inception of event. *

X
Documentation showing actua l cha ritable contributions to
X
organizations with in the 93921 zip code area since inception of
event.
'------..-.---* The event was sponsored by Sunset Center for its first two years; therefore, the event organizer does
not have those financial statements.
GUIDELINES
YES
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 offee wa ivers authorized each fiscal
year shall not exceed $27,500
The City shall waive no mo re than $5,000 in fees for a special
event
Priority will be given t o organ izations that provide educational
and/or community programs and events that are open to the
general pub lic free of charge
NO
This will be
the fifth
year of the
event
X
Request is
for $4052
X

Agenda Item: 4.J
Page 9
f\ r{\ C~
H /'""'l E Nl
Estimated Fees for 2015 Run in the Name of Love

Eligible for a Fee Waiver
Not Eligible for a

Fee Waiver
Run in the Name of Love
Processing Fee
155.00
Sound permit
Damage Deposit (refundable)
$
$
27.00
200.00
Block Closures (6) $365/blk
2,190.00
Barricades (12) @ $65 each

A-frames@ $25 each (4)
$
$
780.00
No Parking/Detour signs $3 each (200)

2 off duty PD officers (4 hrs each)@ $119/hr
600.00
3-Del Mar Parking Lot/2-San Carlos bet 8-10/

(6 total)
Scenic between 8th and Ocean (1)
100.00
952 .00
1 additional Parking Officer (4 hrs) at $69/hr
$
$
2 Outside Labor Staff (4 hrs each)@ $18/hr
144.00
1,372.00
276.00
Note: Traffic cones will be provided by event

organizer
4,052.00

Agenda Item: 4.J
Page 10
FINAL
COMMUNITY SERVICES
POBOXCC
CARMEL-BY-THE-SEA, CALIFORNIA 93921
Phone: 8311620.2020
Fax: 831/624.2132
E-Mail: mmperotti@ci.carmel.ca.us; ptomasi@ci.carmel.ca.us
jbombard@ci.carme/.ca. us; srana@ci.carmel.ca. us
SPECIAL EVENT PERMIT
Race/Walk
TYPE OF EVENT
X Race
0 Parade 0 Festival
0 Film Permit
0 Fundraiser 0 Other:
EVENT TITLE:
5th Annual Run in the Name of Love 5K and 2K
DATE OF REQUEST:
January 13, 2015
DATEffiME OF EVENT: June 21,2015 - 7:30AM - 9:00AM- Sunset Center (Start)

5:30AM
SET-UP TIME:
TEAR-DOWN TIME:
11 :30 AM Del Mar Parking Lot (Finish)
SPONSOR:
The Big Sur International Marathon
CONTACT PERSON:
Doug Thurston, Race Director
TELEPHONE/CELL PHONE:
Phone: 8311625.6226; Cell: 916/802.7668

Fax: 831 /625.2119
EMAIL:
doug@bsim.org
ADDRESS:
3618 The Bamyard/PO Box 222620, Carmel, CA 93922
DAY OF EVENT CONTACT PERSON: Race Directors: Doug Thurston, Susan Love and
Mike Dove
TELEPHONE/CELL PHONE: Doug Thurston Cell: 916/802.7668; Cell: Susan Love: 831818-3989; Cell: Mike Dove: 831-905-4301
EVENT LOCATION:
Beginning at Sunset Center, Ending at Del Mar Parking Lot
ESTIMATED ATTENDANCE: Participants: 1,200 Runners/300 Walkers (approx.)

ADMISSION:
Free XX Pre-sold Ticket _Other (please specify)
_FOR-PROFIT ORGANIZATION (Please make note if there is a charity component to

your event and who would benefit).
_x_
NOT-for-PROFIT ORGANIZATION\ ID Number: 77-0048388

Big Sur International Marathon (just Run Youth Fitness Program)
Agenda Item: 4.J
Page 11
/~
T1 A c -r/ ~ Et~ -r C..
5'" Annual Run in the Name of Love 5K

Special Event Pennit
Page 2
SPONSOR EQUIPMENT: (Please list in detail all equipment utilized for the event. Ex: Tents,
tables, chairs, sound system, vehicles)
Tables at Sunset Center for : Shirt & bib pick-up, water, information, volunteer check-in
Tables and tents at Del Mar for: Food & drinks
Tables and Chairs for participants at Del Mar
Sound systems - Start, Finish-line, Ocean & Scenic & Del Mar Parking Lot
Platform at Start and Finish Area
SPONSOR EQUIPMENT, Continued:
Tables/screen for Timing Company at Ocean & Scenic
Start Ornni/Banner- Across San Carlos and at Finish Line at Ocean & Scenic and small
inflatable Omni at Del Mar Parking Lot
Fencing for food chute
Tents for computers/results; VIPs, etc.
Porta-Potties at Sunset Center (courtyard) and Del Mar parking lot (south of existing beach
restrooms ). A total of approx. , 21 units.
2- 3-yard dumpsters
STREET CLOSURES I PARKING STALLS: All Del Mar parking lot will be closed from 5:00
a.m. to 11 :30 a.m., all stalls. San Carlos gth to 1oth will open after start of race (approx. 9:00).
W /Scenic Road to Del Mar will be closed.
Parking Stalls (signs posted 48hrs in advance): Del Mar parking lot all stalls west of Scenic.
San Carlos 8t 11 to lOth both sides. 9th St. San Carlos to Dolores both sides; Dolores & 8th
Dolores & lOth to accommodate traffic detour.
Street Closures(requires council action) : Streets will be monitored by Cam1el off-duty police
officers and sponsor is providing volunteers at key locations for traffic, runner and walker control.
CITY PERSONNEL I EQUIPMENT: A two (2) hour minimum is used in order to place
equipment at their locations prior to the event, brief city personnel and handle any delays or changes
in the original plan once the event starts. Total Cost for this event is TBD.
I.
>);>
Police Personnel I Equipment

Equipment
N/A
Personnel
TBD
Mandatory 2-Police Officers Security/Traffic

Control; 4 hour minimum
$119 per hour - TED

Agenda Item: 4.J
Page 12
51h Annual Run in the Name of Love SK

Special Event Permit
Page 3
Public Works Personnel I Equipment
II.
~ Equipment: Barricades to be placed at San Carlos & 81h, Dolores & 81h, Scenic & gth ,
Dolores & 91h, Dolores & 101h, San Carlos & 101h San Antonio and Ocean; San Antonio &
81h, San Antonio & 13 1h.
~
III.
Personnel - One person to drive the city truck; two outside laborers to pick up
equipment (A-frames, cones, barricades).
Building Services Personnel I Equipment- Nl A
CONDITIONS OF APPROVAL: Approval contingent upon submittal of appropriate insurance

coverage and payment of fees stipulated by the City of Carmel-by-the-Sea (Policy C89-45 , C89-47,
C95-06).
Business License Required: Any event requiring the support of professional or service Special
business must insure that each business obtain a City Business License.
o Yes
o No
1. Insurance Policy:
o Required as stated: Organizer/Organization to be named as additional insured:
o Co-sponsored by City Council (support groups only)
o Other conditions as required:
2. Fees:
o Required as stated: Fees waived per Council Resolution
o 012-21. Fees for Police Off-Duty Assistance and Outside Labor costs will be billed to
event organizer.
o Co-sponsored by City Council
4. Other conditions as required:
o Prior notification of event to affected area
o Garbage/Recycling
o As per Municipal Code Section 8. 74, the use of single-use carryout plastic bags is
prohibited from use at any business, restaurant, corporate or individual special
event.
CJ Cups, plates, or any type of food or liquid containers made of styrofoam are not
permitted
CJ
Applicant is advised that the Department ofAlcoholic Beverage Control may summarily
revoke the Temporary Conditional License should the Department, in its discretion,
determine that the public welfare and morals are being impaired, or a law enforcement
problem is being created; and that upon notice of such, sales of alcoholic beverages at the
event for which the Temporary Wine License was issued shall cease immediately.

Agenda Item: 4.J
Page 13
51h Annual Run in the Name of Love SK

Special Event Permit
Page 4
GENERAL COMMENTS: (please describe event in detail)

The 51h annual "Run in the Name of Love" will be composed of a 5K run and a 2K walk. The
run/walk will begin at Carmel by-the-Sea's Sunset Center on San Carlos and end at Scenic Road
at Ocean Ave. Awards, raffle and refreshments will be located in the Del Mar Parking lot at the
base of Ocean Avenue. Dogs will be permitted in the Walk. Upon approval, the event will be
held on June 2I, 20I5 . The 5K, with an expected number of I,OOO participants will begin at 8:30
am and the 2K, with an expected number of 300 participants, will begin at 8:40am. Welcome,
announcements, and National Anthem will begin at approximately 8:00am. Routes and maps
are attached. The finish celebration will end at II :00 am at Del Mar, the parking lot will be open
to the general public for parking at II :30 a.m.
NOTIFICATIONS
CHIEF OF POLICE:
CARMEL FIRE DEPARTMENT:
DEPARTMENT OF PUBLIC WORKS:
FOREST AND BEACH:
PLANNING AND BUILDING:
RISK MANAGEMENT DEPT.
CITY COUNCIL READ BOARD:
DATE ADVISED
DATE REVISED
OUTSIDE AGENCIES:
MST
WASTE MANAGEMENT
APPROVED BY:
Janet Bombard, Community Activities Director
I - - - - - - - - h a v e read and agreed to comply with all conditions of this permit:

Susan Love
(Please print)
DATE: _ _ _ _ _ _ __
Susan Love
(Signature)

Agenda Item: 4.J
Page 14
Big Sur International Marathon

P.O. Box 222620 , Carmel , CA 93922
REQUEST FOR FEE WAIVER

REQUEST FOR CO-SPONSORSHIP WITH CARMEL-BY-THE-SEA
SCOPE OF THE EVENT

PROPOSED 2015 BUDGET
DOCUMENTATION
FINANCIAL STATEMENTS FROM 2013 AND 2014
BIG SUR MARATHON CONTRIBUTIONS TO ORGANIZATIONS WITHIN THE 93921
ZIP CODE AREA

Agenda Item: 4.J
----Page 15
il - ; JLJ _-- . -
/\
1 (
It
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__ -
L--
f--_j1'
SCOPE OF THE EVENT- RUN IN THE NAME OF LOVE

The Big Sur Intemational Marathon is looking forward to presenting the fifth annual Run in the
Name of Love, deemed 'one of Carmel-by-the-Sea's premier events.'' This unique event affords
runners and walkers the opportunity to honor or to pay tribute to someone who is or was a very
special person in their lives while enjoying the charm of the area, historic sites, the natural
beauty of the course (including views of sandy, white beaches, the dramatic Pacific Ocean, Point
Lobos. and Pebble Beach), and a memorable finish celebration.
Run in the Name of Love is composed of a 5K run and a 2K walk. The run/walk will begin at
Carmel-by-the-Sea's Sunset Center on San Carlos and end on Scenic Road at Ocean Avenue.
Dogs will be permitted in the Walk. The event is scheduled for June 21 51 , 2015. The 5K, with an
expected 800 participants, will begin at 8:30AM and the 2K, with an expected 200 participants,
will begin at 8:40AM. As in the past four years, the finish celebration (awards, raffle, and
refreshments) will be located in the Del Mar Parking Lot. Set-up of the announcer platfom1,
tables. porta-potties. fencing. and tents will begin at approximately 4:30 AM. The timing
company will anive at 7:00 to prepare and to set-up their equipment. At 10:50 AM the race
organizers and military volunteers from DLI will begin to dismantle the equipment, remove all
items. and insure that the parking lot is left in a pristine condition. The parking lot will reopen
for public parking at 11 :30.
Proceeds will benefit JUST RUN. the Big Sur Marathon's highly acclaimed youth fitness
program.

Agenda Item: 4.J
Page 16
RUN IN THE NAME OF LOVE

ESTIMATED BUDGET
2015
REVENUE
5K Race Entry Fees (625@ $35)
2K Race Entry Fees (175@ $30)
Sponsorships
Expected Profit f rom Dog Shirts
s
s
s
21,875
5,250
7,500
250
Expected Profit from Tribute Bibs
300
TOTAL REVENUE
34,675
EXPENSES
Coastal Developmen t Permit
362
City Fees/ Pa rking Lot Fees

Timing Compa ny
Awards
Fin ishe r Medall ions- Surplus from 2014
Shirts - Part icipant and Volunteer
Porta Poties and Fen ci ng
RRCA Insurance
Wes ite and Domain Fees
Printing and Postage
Marketing and Advertis ing
Signage/Banners
Committee Refreshments
5,425
2,104
$
$
500
s
s
$
s
$
s
$
$
600
5,165
2,106
715
400
500
2,200
500
240
Participant Refreshments
Food Bags
Med ical
445
364
50
Announcer/ Sound Systems

Truck Renta l
750
338
Table Rentals- A-Z
s
s
s
Monterey County Permit
300
Trash Containers
485
359
Misc.
BSIM Staff Overtime
s
s
1,500
TOTAL EXPENSES
24,976
EXPECTED PROFIT (100% to JUST RUN)
9,699
300

Agenda Item: 4.J
Page 17
~~
'
-rrA c HM E:Iu -r P
l
DOCUMENTATION
A professionally-conducted economic impact survey has not been conducted. However, the
goals of Run in the Name of Love are to showcase Carmel-by-the-Sea, offer a sporting event for
the community and visitors of all ages, and to have a positive economic impact on our local
shops, restaurants, and inns. During the 2014 event, 19 states were represented as well as two
foreign countries. At this early date in the registration process, 41 cities are already
represented along with four states. We are anticipating 800 to 1,000 participants this year,
many of whom will have numerous friends and family members accompanying them.
The feedback from city businesses has been overwhelmingly positive. Shops and restaurants
are frequented and many of the out of town participants make a vacation weekend out of the
event.
At one of the City Council debates, Mayor Burnett stated that "We need to give them a reason
to come back." Many of our runners and walker now make Run in the Name of Love an annual
event, some returning for their fifth year. This event clearly brings people to Carmel-by-theSea.
Publicity is afforded to our raffle donors: all local business owners. They are publically thanked
at our awards ceremony and on our website and the winners have often continued to patronize
their businesses.
Most of our sponsors are local and they have profited by the exposure on our website, in the
media, and on race day.
Carmel-by-the-Sea has been greatly promoted by the event. Carmel is showcased in thousands
of postcards distributed up and down the coast of California as well as in advertisements and
magazines, newspapers and radio and TV. The Run in the Name of Love website displays
beautiful photos of Carmel.
In the past, Carmel has been given a Gold sponsor designation in exchange for parking lot fee
waivers. These benefits included listing Carmel-by-the-Sea on the participant shirts, a link on
our website, and acknowledgements many times during pre- and post-event ceremonies. We
have been very proud to have had Carmel's support and its commitment to bring Run in the
Name of Love to our community during the past four years. We would be honored to have
Carmel remain on our list of Carmel sponsors and donors.
The organizing committee is composed solely of volunteers, committed to the goals and
purpose of Run in the Name of Love and willing to work on behalf of this city and the positive
impact it has on our community.

Agenda Item: 4.J
Page 18
The impact that th is event has on our participants as they reflect upon and honor someone who
is or was a special person in t hei r lives cannot be explained or realize unless observed. Please
join us on June 21st to see and appreciate what this event means to so many people.
Additionally, th is event encourages participation in an athletic endeavor. As Sam Farr stated in
an address during a past City Council meeting, "all cities need to insure that physical activities
and events are available to its citizens." This event encourages all ages to participate. Last year
our youngest part icipant was 2, the oldest was 88. There is a SK distance and a 2K distance to
ensure that almost anyone interested is capable of participating.
One hundred percent of the proceeds from Run in the Name of Love wi ll be donated to the Big
Sur International Marathon's youth fitness program JUST RUN . JUST RUN is free to all youth
organizations and schools. It promotes physica l activity, good citizenship, healthy eating, and
pride in accomplishment. The program relies on grants, donations, and sponsorships . JUST
RUN recently won the National Program of the Year award from Running USA, the trade
organization in running. We are proud to have this event support this highly acclaimed and
effective program for children . We can think of no greater cause.
According to Steve Rana and Joe Bouche, there have been zero complaints from residents and
businesses during the past four years . We respect the guidelines and agreed upon stipulations.
Residents affected most by the event are hand-delivered letters and postcards explaining the
event and we lcoming their comments and feedback. The impact of Run in the Name of Love is
undeniably positive.
The Coastal Commission's stipulation that we cannot conduct an auction or sell raffle tickets,
combined w ith the potential costs of the parking lot fees, equals a $6,000 negative financial
impact. Thus, we are requesting that the parking lot fees be waived to support our efforts to
continually orchestrate Run in the Name of Love and to raise money for JUST RUN. We are
hopefu l that Carmel-by-the-Sea will support us during our 2015 presentation and remain a cosponsor.

Agenda Item: 4.J
Page 19
INCOME/EXPENSES/PROFIT: 2013 AND 2014
2013 RITNL:
Contributions/Sponsors
Entry fees
16974.49
21736.42
38710.91
20552.84
Direct Expenses
18158 .07
2014 RITNL:
Contributions/Sponsors
Entry fees
13187.00
20973 .00
34160 .00
Direct Expenses
21925 .72
12234.28
The details of revenue and expenses are on the following pages .

Agenda Item: 4.J
Page 20
4:03PM
Big Sur International Marathon, Inc.
03/19/15
Transactions by Account
~
-4
As of September 30, 2013
Accrual Basis
)>
Type
4020 Run
General
General
General
General
General
General
Date
For Love Contributions

Journal
10/31/2012
Journal
2/28/2013
Journal
3/31/2013
Journal
4/30/2013
Journal
5/31/2013
Journal
6/30/2013
Total 4020 Run For Love Contributions

TOTAL
Num
1
23
26
30
34
38
Adj
..
..
.
.
Name
----
Memo
Clr
Split
Debit
Credit
Balance
---~
1002
1002
1002
1002
1002
1002
Cas h-R. ..
Cash-R ...
Cas h-R ...
Cas h-R ...
Cash-R .. .
Cash-R. ..
0.00
0.00
2,989.49
2,000 .00
78.00
6,120.00
3,711.00
2,076.00
- - - - - - --
16,974.49
-----
16,974.49
2,989.49
4,989.49
5,067.49
11 ' 187.49
14,898.49
16,974.49
----- - -- - -
16,974.49
---------
16,974.49

Agenda Item: 4.J
Page 21
Page 1
::t
~
\11
z._
-4
\1
4:03PM
03/19/15
Type
4438 Run
General
General
General
Check
Check
General
Date
For Love Entry Fees

Journal
3/31/2013
Journal
4/30/2013
5/31/2013
Journal
6/1 0/2013
6/18/2013
Journal
6/30/2013
Total 4438 Run For Love Entry Fees

TOTAL
>-i
Accrual Basis
Num
26
30
34
22663
22695
38
Adj
Name
Cash
Jann Stout
Memo
Clr
-1
Split
1002
1002
1002
1002
1002
1002
Cash-R .. .
Cash-R .. .
Cash-R .. .
Cash-R .. .
Cash-R .. .
Cash-R. ..
Debit
Credit
525.00
1,395.00
3,310 .00
)>
Balance
()
17,031.42
525 .00
1,920.00
5,230.00
4,730 .00
4,705 .00
21 ,736.42
525.00
22,261.42
21,736.42
525.00
22,261 .42
21,736.42
500.00
25.00
--
---
I
~
\T1
l.
-i
lQ

Agenda Item: 4.J
Page 22
Page 1
4:03PM
03/19/15
Accrual Basis

Agenda Item: 4.J
Page 23
Type
Date
-----6202 Run For Love Expenses
Check
10/19/2012
Check
2/21/2013
Check
3/6/2013
Check
3/18/2013
Ch eck
3/27/2013
Check
5/2 3/2013
Check
5/30/2013
Check
6/4/201 3
Check
6/10/2013
Check
6/12/201 3
Check
6/12/2013
Check
6/12/2013
Check
6/18/2013
Check
6/18/2013
Check
6/18/2013
Check
6/18/2013
Check
6/18/2013
Check
6/24/2013
Check
6/24/2013
Check
6/24/2013
Check
6/24/2013
Check
6/26/2013
Check
6/28/2013
Check
7/2/2013
Check
7/3/2013
Check
7/8/2013
Check
7/10/2013
Check
7/12/2013
Check
7/25/2013
Check
7/25/2013
Check
7/25/2013
Check
8/22/2013
Total 6202 Run For Love Expenses
TOTAL
:?
~

Num
- - 21697
22090
22118
22156
22195
22613
22638
22652
22661
22668
22671
22672
22694
22696
22698
22699
22701
22703
22704
22714
22715
22722
22728
22732
22743
22745
22753
22760
22780
22791
22792
22877
Adj
Name
- - - - -Susan Love
Keri Marion
Monterey County P ...
Susan Love
Chase Bank
Carmel Community ...
B. I. G.
A-Z Rentals
San Francisco Exa...
Pacific Etched Glas ...
Carmel Pine Cone
Geiger
Susan Love
Monterey Signs
Doug Thurston
South Valley Endur. ..
Rudy Novotny
B.I.G.
Carmel Pine Cone
Penske Truck Leasi. ..
Penske Truck Leasi. ..
Capital One
Kevin Smith
Geiger
Chase Bank
Carmel Marina Corp
Carmel Pine Cone
Golden State Porta .. .
Carmel Pine Cone
Capital One
Capital One
Active Network
Memo
-
Clr
Split
Debit
Credit
Balance
()
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
1002
Cash-R. ..
Cash-R. ..
Cash-R. ..
Cash-R .. .
Cas h-R. ..
Cash-R ...
Cas h-R. ..
Cash-R ...
Cash-R ...
Cash-R ...
Cash-R. ..
Cash-R. ..
Cash-R .. .
Cas h-R. ..
Cash-R .. .
Cas h-R ...
Cash-R ...
Cash-R ...
Cash-R .. .
Cash-R. ..
Cas h-R. ..
Cas h-R. ..
Cash-R. ..
Cash-R. ..
Cash-R ...
Cash-R ...
Cash-R ...
Cash-R ...
Cash-R ...
Cas h-R ...
Cash-R ...
Cash-R. ..
500.00
200.00
300.00
15.00
748.01
1,118.00
715 .36
369.2 7
625.00
515.54
22 5.00
162.16
521 .27
606.52
35.00
3,129.00
750.00
5,601.43
112.50
205 .36
161.43
206.46
278.67
85.82
400 .46
169.00
225 .00
1,624.13
600.00
166.60
12.74
168.11
500 .00
700.00
1,000.00
1,015.00
1.763.01
2,881 .01
3,596. 37
3,965 .64
4,590.64
5,106.18
5, 33 1.18
5,493 .34
6,014.61
6,621 .13
6,656.13
9,785.13
10,535 .13
16,136.56
16,249.06
16,454.42
16,615.85
16,822.31
17,100.98
17,186.80
17,587.26
17,756.26
17,981.26
19.605.39
20,205.39
20,371 .99
20 ,384.73
20,552.84
20,552.84
0.00
20,552.84
20,552.84
0.00
20,552.84
Page 1
J:
~
\TI
-4
'CJ
4:00PM
03/19/15
-!
)>
Accrual Basis
Type
4020 Run
General
General
General
General
General
General
General
Date
For Love Contributions

Journal
10/31/2013
Journal
2/28/2014
Journal
3/31/2014
Journal
4/30/2014
Journal
5/31/2014
6/30/2014
Journal
Journal
7/31/2014
Total 4020 Run For Love Contributions

TOTAL
Num
1
16
19
23
29
33
38
Adj
Name
Memo
Split
Clr
1002
1002
1002
1002
1002
1002
1002
Debit
Credit
--------
Cash-R .. .
Cash-R .. .
Cash-R. ..
Cas h-R. ..
Cash-R ...
Cas h-R. ..
Cash-R .. .
->:
Balance
82 .00
106.00
2,534 .00
3,625.00
4,750.00
955.00
1.135.00
82.00
188.00
2,722 .00
6,347.00
11,097.00
12,052.00
13,187.00
0.00
13,187.00
13,187.00
0.00
13,187.00
13,187.00

Agenda Item: 4.J
Page 24
Page 1
t--\
v
4:00PM
03/19/15
1>
-l
-\
Accrual Basis
p
Type
4438 Run
General
General
General
General
Check
Check
Check
General
Date
For Love Entry Fees

Journal
2/28/2014
Journal
3/31/2014
Journal
4/30/2014
Journal
5131/2014
6/11/2014
5/16/2014
5/1 6/2014
Journal
6/30/2014
Total 4438 Run For Love Entry Fees

TOTAL
Num
16
19
23
29
24053
24066
24069
33
Adj
Name
Cash
Lorri Sullivan
Andrea Blanco
Memo
Clr
Split
Debit
Credit
Balance
:c
1002
1002
1002
1002
1002
1002
1002
1002
Cash-R. ..
Cash-R .. .
Cash-R. ..
Cas h-R. ..
Cash-R ...
Cash-R .. .
Cash-R ..
Cash-R. ..
335.00
685.00
1,130.00
3,690.00
400 .00
35.00
40.00
-475.00
- ----- ---
475.00
15,608.00
21,448.00
335.00
1,020.00
2,150.00
5,840.00
5,440 .00
5,405.00
5,365.00
20,973.00
20,973.00
- ~ --- -----
21,448.00
20,973.00

Agenda Item: 4.J
Page 25
Page 1
~
\11
r..
--\
tJ
4:01PM
03/19/15
Type
Date

Agenda Item: 4.J
Page 26
6202 Run For Love Expenses

Che ck
1/13/2014
Check
1/21 /2014
Check
2/1812014
Check
211912014
Check
2/26/2014
Check
5115/2014
Check
5123/2014
Check
6/312014
6/4/2014
Check
Check
6/9/2014
Check
6/10/2014
Check
6/13/2014
6/16/2014
Check
Check
6116/2014
Check
6/1612014
Check
6/23/2014
Check
6/23/2014
Check
6/23/2014
6/23/2014
Check
Check
6123/2014
Check
6/2312014
6/23/2014
Check
Check
6/30/2014
Check
6/30/2014
Check
6/30/2014
7/2/2014
Check
717/2014
Check
7116/2014
Check
Check
7121/2014
Check
7/30/2014
7/30/2014
Check
7/31/2014
Check
Check
8/11/2014
Check
9/29/2014
General Journal
9/30/2014
Total 6202 Run For Love Expenses
TOTAL
)>
Accrual Basis
Num
--23420
23436
23502
23507
2351g
23980
23gg8
24026
24035
24044
24048
24056
24068
24070
24071
24072
24075
24077
24083
24085
24087
24088
24103
24106
24109
24117
24132
24149
24164
24168
24169
24190
24227
24414
47
Adj
Name
-- --
Keri Marion
Road Runners Club ...
Monterey County P ...
Keri Marion
Capital One
Active Network
City of Carm el
Capital One
Ron Scardera
Moshay. Inc
Kevin Smith
Pacific Etched Glas ...
South Valley Endur...
Rudy Novotny
Carmel Pine Cone
Carmel Pine Cone
Golden State Porta .. .
A-Z Rentals
Omni Promotional
Monterey Signs
Penske Truck Lea si. ..
Penske Truck Leasi ...
Chase Bank
Capital One
Geiger
Capital One
Susan Love
Active Network
Offset Project
Geiger
Monterey Signs
Carmel Pine Cone
Active Network
BMI
*
Memo
Clr
-
--,j
Split
1002 Cash-R. ..
1002 Cash-R.. .
1002 Cash-R.. .
1002 Cash-R...
1002 Cash-R ...
1002 Cash-R.. .
1002 Cash-R. ..
1002 Cash-R .. .
1002 Cash-R .. .
1002 Cash-R. ..
1002 Cash-R. ..
1002 Cash-R. ..
1002 Cash-R ...
1002 Cash-R .. .
1002 Cash-R .. .
1002 Cash-R ...
1002 Cash-R. ..
1002 Cas h-R ...
1002 Cash-R ...
1002 Cas h-R. ..
1002 Cash-R ...
1002 Cash-R ...
1002 Cash-R .. .
1002 Cash-R ...
1002 Cash-R ...
1002 Cas h-R .. .
1002 Cash-R.. .
1002 Cash-R. ..
1002 Cash-R. ..
1002 Cash-R. ..
1002 Cash-R .. .
1002 Cash-R. ..
1002 Cash-R .. .
1002 Cash-R .. .
1200 Accoun ...
--
Debit
Credit
----
200 .00
715.00
300.00
200.00
1.029.22
85 .79
1 ' 118.00
194.45
35.00
5,165.00
17.47
8g5.13
2,104.89
750.00
225.00
225.00
2,106.22
359.07
465.27
545.76
271 .16
214.98
274.09
139.49
2,313.02
110.67
157.79
204.47
338.00
364.46
135.63
600.00
3.83
19.00
42.86
---1
Balance
-- ----
200 .00
915.00
1.215.00
1.415 00
2.444.22
2,530 .01
3,648.01
3,842.46
3,877.46
9,042.46
9,059 .93
9,955.06
12,059.95
12,aog_g5
13 .034.95
13,259.95
15,366.17
15,725.24
16,1g0.51
16,736.27
17,007.43
17,222.41
17.496.50
17,635.99
19,949.01
20,059.68
20 ,217.47
20.421 .94
20,759.94
21 '124.40
21,260.03
21,860.03
21 ,863 .86
21,882.86
21 ,925.72
21,925 .72
0.00
21 ,925.72
21,925.72
0.00
21,925.72
Page 1
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AITAC
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Big Sur International Marathon

P.O. Box 222620 , Carmel , CA 93922
April 8, 2015
Dear Doug,
It was a pleasure meeting you on Wednesday and I certainly appreciated your time and interest
on behalf of Run in the Name of Love . Thank you for your guidance on how to proceed with the
additional requests in regards to the fee waiver application.
Accompanying this letter is an acknowledgement from the only two "businesses" affected by
the event. As discussed, it is not possible to survey the affected residents. However, as stated
by the Carmel Pol ice Department, there has never been a complaint issued by any resident
during the past four years. They have always been notified in advance and welcomed to call
with questions or concerns. Residents have been extremely supportive and accepting of the
event; many have participated.
Run in the Name of Love was under the umbrella of the Sunset Cultural Center during 2011 and
2012. I do not have access to their financial statements nor their charitable contributions to
93921 during 2011. Thus, those "pieces of documentation" are missing from the application.
Please let me know if there is anything else that I may do to assist in the completion of the
event's fee wa iver application.
Sincerely,
Susan Love, Race Director

Agenda Item: 4.J
Page 27
A -rr Pvc H ~t E- "xr D
CARMEL MISSION
BASILICA
April 8, 2015
Susan Love
Big Sur Marathon
Susan,
I wanted to let you know that Run in the Name of Love has never adversely affected your Sunday
Masses and we have never received any complaints from staff, guests or parishioners during the past
four years. We at the Carmel Mission Basilica are big supporters of this positive community event. Thank
you for all you do for the community.
Regards,
~/c2er
Nicki Pasculli
Coordinator of Pilgrim & Guest Services
Carmel Mission Basilica
3080 Rio Road
Carmel, CA 93923
(831) 624-1271 X 214
nicki@carmelmission.org

Agenda Item: 4.J
Page 28
3080 Rio Road, Carmel, CA 93923 (831) 624-1271 Fax: (831) 624-8050
'
'
April 9 - ~OJ;)
RE: Run in th e .\amc of LoYc [,c nt

To Who m It !VIa:. Concern:
This let te r is in regards to the Run in th e .\arne o f Low EYent. In th e pas t. ,,-e h::1\e no t had any issu es
''ith th e c ,e nt o r its partic ipant s .
If you haYc a n_'> htrthe r q uestio ns o r conce rns , please feel free to co nta ct me at 831-62~-6436 Ext. 2750.
Or via e mail me at Luev@rniss ionranch carm el. com
Since re h.
Lucy Tra n
Human Reso urce :-.Ianagc r

Agenda Item: 4.J
Page 29
BIG SUR INTERNATIONAL MARATHON CHARITABLE CONTRIBUTIONS TO

ORGANIZATIONS WITHIN THE 93921 ZIP CODE AREA
2012-2014
American Red Cross
$6,000
Carmel High Track & Field/Cross Country
$3,300
Carmel Host Lion Club
$5,350
Carmel Mission Catholic Youth Ministry
$6,400
Carmel Mission Foundation
$2,500
Junipero Serra School Washington Program
$9,000
Knights of Columbus Carmel
$4,200

Agenda Item: 4.J
Page 30
SK Course
(/)
_ C.ume!-by-the-Se.'3
u
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Agenda Item: 4.J
Page 31
2K Course
.~Carmel-by-the-Sea .
. ...
:-J
i.:1
l)c e~"i 1 A\' ~~
7tn ,.:; ,,.:_

Agenda Item: 4.J
Page 32
March 30, 2015
Dear Community Activities & Cultural Commission,

This letter is to express my support for the Run in the Name of Love held each June in
Carmel by-the-Sea. This is a fantastic event. It is the only run/walk event held in Carmel
and it is held at a great time- Sunday morning. The impact is mild and we have never
received any complaints at the Chamber of Commerce about it. Many people participate
year after year- either because it is a nice training-run length or to honor a loved one or both.
The event is completely volunteer-run and it is always very organized - I know because I
have volunteered each year since it started. I hope you will lend a hand in any way you
can for this great home-grown event.
Thanks for all you do.
Manta M. Potter
President/CEO
Carmel Chamber of Commerce

Agenda Item: 4.J
Page 33
The original RUN IN THE NAME OF LOVE was held in Charlottesville, VA, a benefit race memorializing
rian James Love, an outstanding young man from Carmel, CA. Brian was a scholar, musician, athlete, and
leader. He was captain of the University of Virginia's snowboarding team. During team practice one afternoon
he hit a tree and died instantly, three months prior to graduation.
Brian had been secretl y training to run his first marathon to surprise his "marathoner mom." In an effort to
capture his generous spirit and contagious energy, the students honored Brian and his dedication to the
university and the community by organizing and participating in the first Run in the Name of Love SK.
The proceeds were donated to the Arc of the Piedmont, an area charity with which Brian had been associated in
life. The Arc of the Piedmont is a non-profit organization providing advocacy, hope and support for people of
all ages with intellectual and developmental disabilities. Significantly, Brian had volunteered his time and
services to this organization and had risen money through student government to further its cause.
Brian's mother, Susan Love, traveled to the university to lead the students in the race every year of its existence.
However, she had a dream and a goal to move the race from the East Coast to Brian's hometown. Due to her
detennined efforts, the overwhelming support of Cannel-by-the-Sea, and a generous community, her dream is
now a reality. Significantly, Run in the Name of Love expanded in scope. All participants are encouraged to
"Run in the Name" of someone they love, either as a memorial or as a tribute to someone who is loved in life.

Agenda Item: 4.J
Page 34
WHAT OUR PARTICIPATS HAD TO SAY

A delightful event! I plan to do this next year and bring along even more friends :)
Wendy C. Carmel, CA
Once again, perfectly done!!! Thank you.
Karen P. King City, CA
Most well run and organized race I've ever taken part of. See you next year!
Alison S. San Rafael, CA
It's so nice to have a small, local race that is as well-run as a huge, international event - it's a
treat for your locals.
Ben G. Marina, CA
I have conceived, planned and executed hundreds, if not thousands, of events over the past 30+
years and I think everyone involved in Run in the Name of Love deserves a huge pat on the back
and a resounding "well done!" I thoroughly enjoyed participating and look forward to doing so
again! I love the concept, your mission, your passion - I applaud you for creating something
meaningful and positive from a basis of tragedy and utilizing the opportunity to benefit others.
Nancy L. Lawndale, CA
You all did a great job and I truly enjoyed it. My sister and mom went for support and even they
enjoyed the whole event! Lope T. Salinas, CA
Running in tribute to someone was a touching experience. It set a beautiful tone for the race.
Michael M. Carmel, CA
Love the course and the cause. Well done!
JeffS. Corral de Tierra, CA
One of the most beautiful race courses I've ever run!
Arica J. Hayword, WI
We thoroughly enjoyed the whole experience from start to finish. Great goodie bags, beautiful
course, great energy. If we lived in the area, we'd do this race every year without question.
Wendy H. Frankfort, IL
Great event, great area, great people. Thank you for making this a fun event for the entire family
to enjoy!
Sonny P. Salinas
As a runner of many years, its beautiful races like this one that remind me how great it is to RUN
IN THE NAME OF LOVE.
Victoria L. Marion, KY
! / .........1
4!

Agenda Item: 4.J
Page 35
i ......'. ;.
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.\ ;
PHOTOS BY DAVID ROYAL- MONTEREY HERALD
Runners take off at the start of the Run in the Name of Love in Carmel on Sunday.
Hundreds participate in tribute of loved ones

By Dennis Taylor
dta.ylor@montereyherald.com
@MCHDennisTa.ylor on Twitter
CARMEL The finish line feels a
few strides closer if you're running in tribute or memoriam,
which is the whole point behind Run in the Name of Love,
an eight-year-old event that attracted a record 750 participants (and a bunch of happy
dogs) for a Sunday-morning
romp through some of the
most beautiful scenery in the
world.
The annuai event, a fundraiser for the Big Sur International Marathon's Just Run
youth fitness program, offered
a time-certified 5K race for
the fitness buffs, along with a
non-competitive 2K walk/run
for oeoole (and their dosz:!'l) whn
prefer a gentler challenge,

Both courses began at Sunset Center in Carmel and
ended in the Del Mar parking
area for Carmel Beach, where
volunteers waited. with medallions for two-legged participants, dog biscuits for the
four-legged types.
Monterey Peninsula resident Susan Love started Run
in the Name of Love in 2006
to honor her son, Brian, who
was captain of the snowboarding team at the University of
Virginia when he struck a tree
during practice and was killed.
The first four runs were held
on that campus. The last four
have been on the Monterey
Peninsula. This is the first year
the race was been in Carmel.
Because the race is always
Hattie Engel is flanked bv her sons Mason. left, 5, and Wyatt. 4.

while signing a message In memory of her late husband, Curt,
near the finish line of the Run in the Name of Love In Carmel on
Sunday. Curt Engel passed away from colon cancer. At far left is
family friend Georgia Stahl- Ricco, 6.
ft ~~~~~=-~._P_h~~~ ~allery
and video
Council Meeting
Date:from
May Sunday's
4, 2015 race.
Agenda Item: 4.J
Page 36
'D
;
- '
- t .: :: ;;,;
sister and my father a lot I needed to get out of the .

today."
house. Running has made,

Joey Nln (yes; ~ a. {lame:, .
Withou( VOWelS), ~i COm~ :my: HUU
FROM PAGEl
pleted the 5K course in 22 .more." .
held on Father's Day, many minutes; 7 seconds,' wear-. .;' Pattie
participants ran to honor .. ing'pinkhairand'aglitter-' Monter"~' ''' "'"''"
their dads. Others dedi~ ingtiaraL ' adornmeJits
cated the run to friends, dons for every 'race ~ .
relatives or acquaintances ran ;itd 1onorof a
who have passed away, or . olq
to a living person who has
faced hardship or provided
inspiration.
.: .
~'In May of 2011 I lost my '.
.. . .. .
sister, Eva Childs, in a car :'Itake
crash, and in September of his rianri:t ...../an(FI ran for, : ~'[)qri.l:"':"""v"''':"":V
that year my dad, Garry hili). t9d.4y," mrf saii1:.;~boc~ :>'
Childs, passed away from tors actuallyh'a dto''iiuthis.
cancer. Hopefully I'll al- heart pac~ipside, his.~ bo~~ ':Ye'ar,s /8'<,)' ~
ways be able to call that the when h.e .was. botri>'theh <: rememb
worst year of my life," said ha,d ..- t~ do 'sev.e~~l>ot~er> 'fqday/;'.
Detroit native and Carmel heart' surgeries :when .he '; them i
Valley resident Amanda was still a newboni I run
Childs, who ran the 5K abo'!lt 6 ..,
in memory of both family '.:
members. "I just stumbled i:l..uuu.~o:.J ~
upon this race - Itry to
keep track of events in the .
area __; and decided to run .
today because it's Father's
Day and to remember both
of them.
"The run was tough ....:
I haven't been running
much," she said. "But I
achieved my goal today,
and that was to keep running, keep going, kind of
like what I did when I lost
them. I thought about my
Run~ing

Agenda Item: 4.J
Page 37
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I
CITY COUNCIL POLICY C12-02

EVENT FEE WAIVERS
Revised July 1, 2014
I.
II.
III.
IV.
V.
VI.
Purpose
Community Event Fees
Application Process
Documentation Required with Waiver Request
Additional Documentation Required for Established Events
Guidelines
I. Purpose
The City supports and encourages events that have a significant economic, charitable, or
community benefit. The City will consider waiving certain fees in order to promote the City and
special 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 by
Council, of fee waiver requests.
II. Community Event Fees
Fees eligible for Waivers:
Special Event Permit Fee
Fees associated with street 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 City contracts in order to facilitate the event
III. Application Process
An 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 of requests for fee waivers for new events - or established events
that have previously received a waiver of fees and are within the three-year
window outlined in the Guidelines below - the Community Activities and
Cultural Commission may make a formal request to the City Administrator to
waive eligible fees up to $5000 instead of securing Council approval
b. Requests for fee waivers from events going into their fourth year or more
must come to the City Council after being reviewed by the Community
Activities and Cultural Commission.
The City Administrator shall be given authority to apply this policy for waivers up to
$5000

Agenda Item: 4.J
Page 38
A -r-r rf\.Cf( 10-_C i-JT
+=
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

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 to
what organization(s) will it be made?
Written survey of businesses and/or residents affected by the event indicating their
acceptance of the proposed event
V. Additional Documentation Required for Established Events That Have Received Fee
Waivers
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
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

Agenda Item: 4.J
Page 39
ATTACHMENT 3
Council Report
May 5, 2015
To:
Honorable Mayor and Members of the City Council

From:
Paul Tomasi, Police Commander
Subject:
Receive staff report and Community Activities and Cultural Commission

recommendations regarding the Concours on the Avenue permit
application and provide direction
RECOMMENDATION(S):
Receive staff report and Community Activities and Cultural Commission recommendations
regarding the Concours on the Avenue permit application and provide direction.
EXECUTIVE SUMMARY:
Motor Club Events, LLC; Event Organizer Douglas Freedman, has submitted a Special Event
Permit application to hold the 9th Annual Concours on the Avenue on Tuesday, August 11,
2015. The following items, which require Council approval are being requested:
A waiver of all fees - both eligible and ineligible as per policy C12-02 - associated with
the event in the amount of $29,514.65.
Permission to erect five to six tents; specifically three at the intersection of Dolores &
Ocean Avenue and two or three in Devendorf Park.
Staff requested direction from the CA&CC regarding specific conditions of the application and
were provided recommendations for Council to consider.
The event application requests use of Devendorf Park for three days (Mon-Wed)
Recommendation regarding the request for approximately 90 signs in the event area
for brand partnership.
The attached staff report (Attachment A) was presented on April 14, 2015 to the CA&CC and
the following recommendations were provided by the commission:
Recommend to Council that the City underwrites the event fees in the amount of
$29,514.65 this year, and that it reviews the COTA event costs for 2016.
Recommend that the Council reviews the fee waiver policy in order to take into
consideration the sizes of events, and net revenues and benefits to the City that the
events provide.
Agenda Item: 4.J
Page 40
Recommend to Council that the sign plan for the Concours on the Avenue be sent to
the Planning Commission for review.
Recommend that Council takes City staff recommendation regarding giving Devendorf
Park a day of rest between events; allow event organizer to use the park on Monday
and Tuesday.
ANALYSIS/DISCUSSION:
The following City policies are in place to guide staff who facilitate special events within the
City, and to assist in making recommendations to the City Council regarding those events:
City Policy C95-06: Short-Term Use of Public Spaces and Municipal Buildings for
Special Events (Attachment B)
City Council Policy C12-02: Event Fee Waivers (Attachment C)
City of Carmel-by-the-Sea Policy/Procedure C89-45: Establishing a Policy on
Temporary Street Closures for Residential and Community Events (Attachment D)
FISCAL IMPACT:
A full fee waiver of both Eligible and Ineligible fees would be $29,514.65
A Fee waiver of Eligible Fees would be $18,347
Budgeted (yes/no)
No
Funding Source( general fund, grant,

state)
General Fund
PREVIOUS COUNCIL ACTION/DECISION HISTORY:

This event has received some administrative fees waived in all of the previous eight years.
ATTACHMENTS:
Attachment A: CA & CC Staff Report April 14, 2015
Attachment B: City Policy C95-06, Short-term Use of Public Spaces and Municipal Buildings
for Special Events
Attachment C: City Council Policy C12-02, Event Fee Waivers
Attachment D: Event Fee waiver Checklist.
Attachment E: City of Carmel-by-the-Sea Policy/Procedure C89-45: Establishing a Policy on
Temporary Street Closures for Residential and Community Events
Attachment F: 2015 Concours on the Avenue Special Event Permit Application
Attachment G: Documentation required for a fee waiver as per City Council
Policy C12- 02 as submitted by event organizer
Attachment H: Estimated 2015 Concours on the Avenue fees
Attachment I: Photographs of signs from last years COTA event
Attachment J: Public Comment regarding events in Carmel-by-the-Sea
Agenda Item: 4.J
Page 41
COMMUNITY ACTIVITIES AND CULTURAL COMMISSION

Staff Report
April 14, 2015
To:
Community Activities and Cultural Commissioners
From:
Paul Tomasi, Police Commander
Subject:
Review proposed 2015 Concours on the Avenue event and make

recommendations to the City Council regarding said event
ANALYSIS/DISCUSSION: The following City policies are in place to guide staff who facilitate
special events within the City, and to assist the Community Activities and Cultural
Commission in making recommendations to the City Council regarding those events:
City Policy C95-06: Short-Term Use of Public Spaces and Municipal Buildings for
Special Events (Attachment A)
City Council Policy C12-02: Event Fee Waivers (Attachment B)
City of Carmel-by-the-Sea Policy/Procedure C89-45: Establishing a Policy on
Temporary Street Closures for Residential and Community Events (Attachment C)
Motor Club Events, LLC; Event Organizer Douglas Freedman, has submitted a Special Event
Permit application to hold the 91h Annual Concours on the Avenue on Tuesday, August 11,
2015. The following items will be requested by the event organizer or representative for the
Concours on the Avenue at the May 51h, 2015 City Council meeting:
Permission to close Junipero Avenue for the event, which is required per policy
C89-45.
A waiver of all fees- both eligible and ineligible as per policy C12-02- associated with
the event in the amount of $29,514.65 .
Permission to erect five to six tents; specifically three at the intersection of Dolores &
Ocean Avenue and two or three in Devendorf Park. The use of tents requires City
Council approval per Municipal Code 12.32.060.
Some issues for consideration by the commission regarding the fee waiver request include
the following:
There are specific costs associated to events that per City Council Policy C12-02 are
deemed both eligible and ineligible for a fee waiver. Ineligible includes; Permit
Processing Fees, Damage Deposits, Tent Inspection, Trash and Restroom Fees, and
Overtime for Personnel.
The requested fee waiver is for $29,514 for both eligible and ineligible fees. The total
dollar amount for all fee waivers budgeted by the City Council for a fiscal year is
$27,500. At its last meeting , the CA&CC recommended to Council a fee waiver in the
Agenda Item: 4.J
Page 42
amount of $1072 for the Chamber of Commerce Concours Cafe, which Council
authorized at its April 6, 2015 meeting.
The City Council receives other requests for fee waivers and this year granted a $5000
waiver of fees to the Carmel Art Festival.
The Council's adopted Fee Waiver Policy states that the applicant will provide "Past
financial statements since inception of event." The event is going into its g th year. The
applicant has provided its past two years of financial information as well as anticipated
financial information for 2015.
The Fee waiver application requests both the anticipated amount or percentage of
contributions and the name of the organization where the contributions are being
made. The Concours on the Avenue has presented a total amount of donations for the
past eight years as well as the recipient.
A written survey of businesses and/or residents affected by the event indicating their
acceptance of the proposed event.
A checklist (Attachment A) has been developed using Policy C12-02, "Event Fee Waivers", to
help the CA&CC in its consideration of the fee waiver request.
In addition to making a recommendation to the City Council regarding the fee waiver request,
there are other details of the Special Event Permit application about which the commission
may want to make recommendations:
The event application requests use of Devendorf Park for three days. At the
recommendation of Street Supervisor, Time Wood, who is responsible for the park,
The Park should have at least one day between events. There is an approved Permit
Application for an event on Thursday. What recommendation does the Commission
make to the Council on the number of days the Park should be used by The Concours
on the Avenue?
The explanation at the bottom of the eighth page of the application - labeled "Carmel
Projected Sign Map" - states that the event organizer wishes to place approximately 50
signs, approximately12 flags of varying sizes, and approximately 8 signs for a "brand
partner" in locations throughout the event. The application also indicates that the event
will again apply for banners on Ocean Avenue. COTA applied for, and received 10
double sided banner poles in 2014, which is 20 banners total. Cumulatively, this totals
approximately 90 signs, banners etc. in the event area. The attached site map does
give a general location for the placement of most signs however it is not specific as to
location, size, and type. There are pictures attached to the application of possible sign
types; however these are not the exact signs and the actual signs may vary from what
is shown in the application. The following are possible options that the commission
may wish to consider with regard to a recommendation to Council:
1. Recommend approval of the proposed sign age request
2. Recommend that the event organizer go before the Planning Commission to
secure approval for the proposed signage
3. Recommend either no signage, or a reduced number of signs
Agenda Item: 4.J
Page 43
4. Recommend that the City Council make a decision on the proposed signage
Page 7, number 7 states that "Devendorf Park will utilized for brand partnership
presentation. The use of the park is detailed in the permit application ; however the set
up pertaining to the use of the park has not identified with the use of a site map. The
Commission may wish to suggest that the event organizer delivers to the City Council
an actual plan detailing exactly how the park Will be used.
ATTACHMENTS:
Attachment A: Policy C12-02, "Event Fee Waivers checklist
Attachment A: City Policy C95-06, Short-term Use of Public Spaces and Municipal Buildings
for Special Events
Attachment 8 : City Council Policy C12-02, Event Fee Waivers
Attachment C: City of Carmel-by-the-Sea Policy/Procedure C89-45: Establishing a Policy on
Temporary Street Closures for Residential and Community Events
Attachment D: 2015 Concours on the Avenue Special Event Permit Application
Attachment E: Documentation required for a fee waiver as per City Council
Policy C12- 02 as submitted by event organizer
Attachment F: Estimated 2015 Concours on the Avenue fees
Attachment G: Photographs of signs from last year's COTA event

Agenda Item: 4.J
Page 44
POLICY NO. C95-06
SHORT-TER.i\1 USE OF PUBLIC SPACES AND
M!JNICIPAL BUILDINGS FOR SPECIAL EVENTS
Ti:c Cit)' of Cannel-by-the-Sea provides for the short-term use of municipal facilities and
public property by groups and individuals. Facilities and public properties will be made
z.vailablc at no fee if the evenr is sponsored or cosponsored by the City. Co-sponsorship
with corr.m uni ty groups shall be determined on a case-by-case basis by the City Cound!.
Activi ties may be conducted in or on municipal facilities and public property subject to
the permit process and criteria established herein. This policy also applies to the
following:
1.
Support Group as 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 also
governed by adopted policy.
EVENTS REQUIRING PERMITS

Conditions that require a formal permit for use of public property in the City of Canne!oy-the-Sea are rhose that include any of the following:
1.
A <equest for the exclusive use of any portion of any City property to the
exclusion ofthe general public; or
2.
Any request that involves the support of any commercial enterprise, e.g.
caterer, porta-potties, etc.; or
3.
A reo 'Jest that involves sound equipment greater than a 12 volt system; or
Any request that ir.volves the erection of any structure, e.g. stage, tents,
e ~ c.;
5.
or
Ar:y reqJ es t that involves special outside or City support, e.g. traffic
con tro l, traffi c cones, barri cades, signagc, extra trash pick up, etc. ; or
G.
:\..Tiy request :ha: involves a ga thering or assemblage of more than 50

:;eop.e; or
'7
A r.y request that involves the use of any internal combustion engine, e.g.
gas generator; or
8.
Any request fo: exemption from current City codes, rules, regulations,
:es r:ri:;tions, ~nd pol icies governing activities on City property.
- ------ --- - --
- - --
- - -- - - -- -

Agenda Item: 4.J
Page 45
?ERMIT PROCESS
On forms provided by the City, a common activi:y group or individual may make
application to Lhe City to hold a special event using public property. Applications are to
be submitted at least sixty (60) days in advance of the event and be evaluated by a staff
ccmmittcc, which shall forward its recommendation to the City Administrator for action.
T:-.c decision of the City Administrator is appealable to the City Council. The application
may be approved, denied, or app roved with conditions . The staff committee membership
is as follows:
"' Risk :Vfanager - Chainnan
"' Fire Chief
* Police Chief
* Principal Planner
T he corr.mittee may be expanded at the discretion of its chairman by enlisting the aid of
Other City personnel. For example, if the proposed use would occupy a park, the Forest,
Par::Cs anc Beach Director would be p art of the committee.
ff the proposed use is deemed, by the committee, to potentially impact a certain segment
of the com:nun ity or the general public's we i! being, the committee shall provide pub lic
!1otice an~ an opporruni ty for comment prior to making its recommendation.
For annual or continuing events (e.g. Surfabout) the permit would be renewable.
However, foilowing each event, the staff conunittee would evaluate the activity and
determtne if permit conditions should be amended before the next renewal.
For e vents subj ect to special City permits (e.g. , usc permits) or subject to environmental
r~view, the staff committee would make its recommendations to the appropriate City
decision-milking tody. All environmental reviews would be forwarded to the Planning
Commission.
PERMTT CONSIDERATIQN REVIEW GUIDELNES:

i;. reviewilig permits , the Committee would consider the follO\ving issues (and may add
r;ew issues raised by the particular application):
: "staging" requ irements (space, specie.! equipment, etc.)
. parking
: street closJ.res
! DO!S e
! lights
veh icles (trucks/number of vehicles)

season of y ear/time of day/d uration of activi ty
: con flicts with other events
.;. advcnjsing and sinage
~ale
of merchar;dise
: Generai Plan
consi~rency
<.c:. 3 .OC

Agenda Item: 4.J
Page 46
-In rcv:ewin g permits, t:'le Comrnir.ee shall neither discriminate nor infringe on rights
related to free speech, protected classes or other Constitutional issues. If such issues
arise, the City Attorney would be c;:msulted. The Committee may determine that public
no tice to the surrounding neighborhood is required prior to reaching a decision. In such
C1!ses, L"'l.e applicant shall be responsible for distributing such notice.
MERCHANDISE AND ALCOHOLIC BEVERAGES:

There is no distincti on bem'een "direct sa les" and "sale by donation". Table I hereof
shall be used as a guide to detennine where such sales would be appropriate. In all cases
'.': here :<lcohol is so td or distributed, the operator must have all of the appropriate licenses,
pez-:nits and in s'.lrance cover2.ge.
Authorizatio n to seil merchandise or food/beverages at locations outside the commercial
dis trict a:1d ours ide a fixed. place of bus iness are usually prohibited by the Zoning Code,
the Bus iness Licen se Code or the General Plan . Granting a permit under this Policy must
therefore be limitec to special events that are of limited duration, witbn a defined space
and consistent with Table L
.COMPETING Il\'TERESTS:
The Chief of Police will maintain a calendar to schedule events at specific sites. This is
intended to avoid overlapping requests for a scarce resource. The following ranked
priority list shall be used as a guide by the Committee in resolving conflicts among
competing inte rests:
j
l .
Contractual obligations (le3ses, e1c. )
2.
City C ouncii, Commission, or department activities
3.
City-sponsored or cosponsored events

Permit renewals for annual events
Events to raise funds for Ciry programs
New-evenrs --nonprofit organizations
~ ew events - for profit organizations
I.
K.LSQL V I~G CQ(':FLICT~:
If r:v...o or more cve:1lS arc proposed within the same priority at the same time and place,
the comrr.ittee shall use :.he following criteria for making a recor:Jmendation on whic h
event to approve:
>
r
>
>
Local orgar1ization vs. regi o-:1al or outside organization

Imp~cts of the event on the community
Dat: o: application
.=:ase of rescheduling to another time or place
. "

Agenda Item: 4.J
Page 47
COST RECOVERY:
The City sZ1all not bear financial burdens created by private, sbort-tenn use of public
spa.:es unless there is a direct connection to the City through sponsorship or fund-raising.
Through permi t review, the staff committee will estimate direct costs (labor, equipment
a:-tci material) for Police, Fire, ambulance, trash, portable toilets, Forest aJJd Beach
.
'
Recreation, Public Works and Administration. Pennit applications will be billed for
actu al sto.ff hours, equipment, and associated costs.
Fees are established for the use of cenain City facilities by Resolution of the City
Councii. These fees, whi ch are i:J.cluded in City Policy No. C90-0 1 and Resolution No.
94- ; 06, snall apply to short-term usc for spec ial events.
Cost recovery will not be req~ired for City-sponsored events (e.g.,
Halloween parade, Parkfest, tree-lighting). Cost rec overy will not be required for fundraising events where at !east 80% of the fur.ds raised will be donated to an approved City
program.
Exceptions:
IK'URA\TCE 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-five
co:nmunity c v~nts, first priority will te given to organizations based within Carmel-bythe-Sea, followed by those based within the greater Carmel area (Sphere of Influence),
the Monterey Peninsula and Monte.-ey County.
The determination as to wi1ether or not a waiver of the insurance liability coverage shall
apply to a requesting party is left to the responsibility and judgment of the City staff. If
t!:irty-five events have been held under the ins'J rance waiver or, at the detennination 0f
City staff, the event should not receive a waiver because of the type of activity, then the
group using a municipal facility shali maintain proof of insurance liability coverage for
on~.: rr:il!ion doll ars ($1 ,000,000) and shall name the City, its public officials, and its
employees as additional insureds on the insurance policy cenificate. In no event will the
City' s insurance waiver ::1 thirty-five communi.ry events per year include an event at
which ako!'lolic beverages are to be served, unless such events has been sanctioned by
~he City Council.
. _G:UTERIA FOR \VAIVER OF INSURAKCE REQUIREMENTS

1:1 orde;: for an applicant to receive a waiver of the insurance requirements, the following
criteri3 shall oe met:
<.
~he event
to be held in a municipal facihty and/or on public property must

be primaril y a pub lic seLVice to the community and without a commercial
objective.
The event shall be primarily educational vs. primarily
:;:::rr.mercial, a~d ,,:ill no: be for obvious commercial gain.
.:.: CX:

Agenda Item: 4.J
Page 48
2.
The event shall be open to the general public.
3.
Events sha:ltakc the form of meetings, speeches, di scussi ons , forums , etc.
~o event which involves extensive physical exertion or activity wilT be
i ssuc:d a waiver.
4.
The event must be a one-ti:ne special event or not part of an ongoing series
/ '1
'
I'
<:>: .... Ctl V I t.:CS .
5.
No admiss:on charge, fee or donation shall be assessed for the general

publ ic 's participation at the evcr.t.
6.
No alcoholic beverages shall be served in conjanction with the event except

zs specifi ed above.
fNSURANCE W AT VER APPLTCATION PROCESS

All request fo r a waiver of liability insurance must be made on a Cj ty "Liability
Insurance Waiver" form and submined to the Assistant City Administrator, who shall
review all re quests and derermine whether the application complies wi th-the guidelines
and criteria of this Policy. The request for waiver shall then be submi tted to the City
Acirninist::-ator for approva: and/or a detennination to forward the waiver applicat ion to
tl:e City Council. If the applicatioi:i is to be reviewed and determined by the City
Council, t:.c Counci~'s action sha:J be approved via the adoption of Resolution. The City
rescr1es chc ri gh r to deny the waiver ofliabi~ ity insurance for any event or activity that, in
the City's opinion, poses health, safety or insurance risks.
For ins1.:ran:e rcquircrr,en ts rela:ed to alcohol, see Policy No. C89-17.

Agenda Item: 4.J
Page 49
TABLE I
MERCHANUISE, FOOD A)<1) ALCOHOLIC BEVERAGES IN PG13LIC PLACES

AND/OR :VH.JNICIP ALB UILDINGS
Mu nici p al
Merchandise
Food
Alcoho l*
Nc
l<c
No
No
No
:\:o
Improved (?-2)
(Fo;esr Hi il Park, Dever;dorf
and P:ccadilly)
Yes
Yes
No
i\at'ura i (P- !)
(Mission Trail Nature
Preserve 2nd Carmel Beach)
No
"\"o
No
Yes
Yes
Yes
Yes
Yes
Cottages
Yes
j\;o
Yes
Fa res~
~0
Yes
Y es
Vis:a L obos
No
Yes
Yes
City Faci:i tics:

indoe r
Outdoor
Yes
):' cs
Yes
Yes
Yes
No
Cr.;nrr.e:-cial Streets
::.~d p~,ri\: ing Lars
Yes
Yes
No
;<..e~iccntia:
No
1\o
No
Loca tion
=:::mnel Beach
Del Mar ?a rki ng Lot
?arks:
Sunset Center Faciiities Complex:

Sunset Cente r
Scout House
Theate:-
Streets
and Parki:-:g Lots
..1J2or.ol:
Pcnnittec rr:ust have a iicense fer s:!lcs and
No
distribu~ion .

Agenda Item: 4.J
Page 50
CITY COUNCIL POLICY Cl2-02

EVENT FEE WAIVERS
Revised July 1, 20 14
I.
II.
III.
IV.
V.
VI.
Purpose
Community Event Fees
Application Process
Documentation Required with Waiver Request
Additional Documentation Required for Established Events
Guidelint:s
1. Purpose
The City suppo/ts and encourages events that have a significant economic, charitable, or
community benefit. The City will consider waiving certain fees in order to promote the City and
special events. The City is regularly being approached to waive fees for Community Events.
This policy is designed to outline the process and c1iteri.a for the submittal, and review by
Council. of fee waiver requests .
II. Community Event Fees

Fees eligible for Waivers:
Special Event Permit Fee
Fees associated with street 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 City contracts in order to facilitate the event
III. Application Process
An applicant shall submit in writing a requestfor a fee waiver to the Community
ActiYities Director
All special ~vent fee waiver requests will first be considered by the Community
J.ctivities and Cultural Commission (CA&CC) at a regularly scheduled meeting.
a. ln the case of requests for fee waivers for new events- or established events
that have previously received a waiver of fees and are within the three-year
windov,; ,)utlined in the Guidelines below- the Community Activities and
Cultural Commission may make a fom1al request to the City Administrator to
waive eligible fees up to $5000 instead of securing Council approval
b. Requests for fee waivers from events going into their fourth year or more
must come to th~ City Council after being reviewed by the Community
Acti\ itics and Cultural Commission.
The Cit;. -\dministrator shall be given authority to apply this policy for waivers up to
~5000

Agenda Item: 4.J
Page 51
Staff or the applicant can appeal a waiver r~quest to the City Council.
Events proposed for co-sponsorship must be placed on a Ci ty Council agenda
IV. Documentation Required With Waiver Request

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? \:Vhat is the anticipated amount or percentage of the contribution(s) and to
what organization(s) will it be made?
Wri tten survey of businesses and/or residents affected by the event indicating their
acceptance of the proposed event
V. Additional Documentation Requi red for Established Events That Have Received Fee
Waivers
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
Tht: munbcr 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
code area
The total dollar amount of fee waivers authorized each fiscal year shall not exceed
$27,500
fhe City shall waive no more than $5,000 in fees for a special event
Priority v.ri ll be given to organizations that provide educational and/or community

Agenda Item: 4.J
Page 52
' ,.4
DOCUMENTATION REQU IRED WITH WAIVER REQUEST- COTA
__ __________ _______
YES
NO _ _
--------- ..------+-~=-____,;--__:__:..::_
_ g.~~~IIe?. s~~e _o_f-:th_e_e
_v.....:e:._n_:t_ __ __ _ _ _ _ _ _ _ __ l--__.:_:X:___.J-_ _ _ _ _j.
........
i Proposed budget for the ev~!l_t:.___ _ _ _ _ __ _ _ __
+-_...:_X.:___
_ J _ _.
__j
X
X
Anticipated economic impact to !he City and community

' An t icipated positive and negat ive impacts of the event on the
; community .
/ Wh~t~haritable contributions. will b~ made (if any), either
directly or indirectl y, to the community?
_j
'
. What is the an ti cipated amount or percentage of the

X
!,_:..:.__
contribution(s)
and
t
o
what
organization(s)
will
it
be
made?
_ __:.__~_
_ ___:_.:_:_~__:.___:._::___c~___:___:___:___:_:.:..:._:__:.__+---------;- - -- ----i
! Written survey of businesses and/or residents affected by the

! event indicating their acceptance of the proposed event. _
L-- - --__:_:._::.::...:.:..:~:.....:..::_:__:::..=.:..=.!:....:~~:___::.:_:_::__!:_.:._.=...r:._.::...::__::..:::_:._:...::..:_:_:_:.__
X
_ _ l_ _ __
___;__ _ __
_:.__
ADDITIONAl DOCUMENTATION REQUIRED FOR ESTABLISHED EVENTS THAT

HAVE RECEIVED FEE WAIVERS
---
- - - --- ----------..
Past f ~an_c ia l statements since in ception of event. *

Do cum entation showing actual charitable contributions to
organ izations within the 93921 zip cod e area since inception of
i eve nt
YES
NO
X
---~- -
_,
* Last 2 years provided
GUIDELINES
- - -- - - - - - - - - -...
YES
NO
- - - - - - - -+ - -::.::...--t--.,:...:.
....._......._;
1
The number of years for which an organization will be eligible
' for ongoi ng waivers of fees fo r the same event shall be no
year
more tha_~.!~ree years from the~in._c.:..c

: ep,_t_io:._n_of_t._h_e_e_v_e_n_
t _ _ _-t-- - - - r ' ------l
Charitable contributions w ill be made to charitab le
X
i
' orga nizations within the 93921 zip
~o_d_e_a_r_e__a ________--1'------~--- ----
;- :rf~;t~i~l do llar amoun t of fee waivers authorized each fiscal

1__~a r
?_t_laII not ~~~-~-~~ __g7 ,50~
- -- - - - - ---'-- - - - + - --
i The City shall waive no more than $5,000 in fees for a special
1
even t
!-Pr iority w ill be give-~-t;-~-~ganizations t hat provid~-~ducational
Request
-----.j
for
$18,347
X
! andhr com m un ity progra ms and events that are open to t h e
gene ral public__ !~~ o_~__;_c_ha_r.::.g.::..e_ _ _ ___
- - - -- -----'-- - - - - - - -------- --'

Agenda Item: 4.J
Page 53
CITY OF CARMEL-BY- THE - SEA

POLICY/PROCEDURE NO. C89-45
ESTABLISHING A POLICY ON TEMPORARY STREET CLOSURES
FOR RESIDENTIAL AND COMMUNITY EVENTS
The City o f Ca rmel - by- the-Sea currently has a " Special Event
Permit".
This permit is issued by the Police Department for
events, such as parades, occurring i n t h e commercial districts .
In order to have a consistent application of City policy for
spec ial ev en ts , whethe r occurring in the res idential or the
comme rcial districts , the City Council does establish the
:allowing policy:
1.
For all special events, such as parades , neighborhood

block parti~s and othe r ac tivities, an applicant shall
submit a completed applicat ion for a "Special Event
Permit " to the Chief of Po lice.
2.
The Chief of Police shall route the request to the

City Administrator, Fire Department, Department of
Public Works, Mo nterey/ Salinas Tran si t, and any
other agency or o rganization which might be affected
by the closure .
3.
If, in the opin ion of the Chief of Police , ther~

would be no major impact in the concerned area, the
permit will be approved .
4.
Permits will no t be issued for s uch thoroughfares

as San Antonio Street, Junipero Avenue, Carpenter,
Santa Lucia , or the bus/ t ruck r o ute . Depend ing upon
the type of event and/or its location, the City
Administrato r may req uir e that the City's usual
insuran ce polic ies be appl icable .
5.
I f the pe rmit is approved , t he Chi ef of Police shall

not.i .fy the City Administrator in wr iting so that such
no~if ication can be for warded to the City Council .
6.
A deni a l o: an
Cit y Co uncil .
a~plicatio n
shall be appealable to the

Agenda Item: 4.J
Page 54
[l
CJTY OF CARMEL- BY-THE-SEA
COMMUNITY SERVICES
POBOXCC
CARME L-BY-THE-SEA, CALIFORNIA 93921
Phone: 831/620.2020
Fax: 831/624.2132
E-'" 1ai I: f'IO/Jlif\f,tl ~ i. cmmel.ca. w .
~raJutf.t ci.carmel.ca.!ls
and jbmn harrl'a ci.caF n~f!.!. ca.11 \'
SPECIAL EVENT PERMIT

T YP OF EVENT
_ Race
Parade
EVENT TITL E :
- Festival
Film Permit
. Fundraiser + Other: Car Show
9't' ANN t'AL CARM E L-BY-TH E-SEA CO.\! CO URS ON THE AVE!XUE
DATE OF R E Q UEST :
.January 30, 2015
DATE/TIME OF EVENT: Tuesday, August 11. 2015 8:30 a.m.

ST AGING TI.ME:
8:30 a.m. - 11 :00 a.m.
SET-UP TIME:
4:00a.m . (Stage area construction to begin at midnight on
8/10/ 15 at Ocean & Lincoln)
TEAR-DO\VN TIME:
Completed by 9:00 p.m.
Various, on-going negotiations
S PONSOR:
CO NTACT PERSON : DouglasS. Freedman

TE LE PHONE/CE LL PHONE /FAX: P : 404/237.2633/C: 404/805.1650/ F: 404/237.2644
ADDRESS : 2575 Peachtnc Rd., NE, Suite 305, Atlanta, GA 30305

DAY OF EVENT CONT A CT PERSON :
T E LEPHONE/CELL PHONE :
Doug Freedman
T': 404/23 7.2633
C : 40-1:/805.1650
F: VE NT L O C AT IO-':
O cea n Avenue, Ju nipcr o to Monte Verde E a st and West bound
la nes (incl u di ng pa r kin g), M ission , Dolores, ~ an Ca rlos, Lincoln from Ocean to 6 111 and
Dolon.'s and Lin co ln from O cean to 7 1h u ntil 9:00P.M., or \>rhen all ca rs have left the venue,
" h ich enr co m es firs t; S a n Cnrlos to 8 111 un til 11 :00 A.M. Based on applications accepted
we " ill usc a po r tion of San Carlos a n d \'fission to the entrance of Red Eagle Alley.
STMA T ED A T T F :\"DANCE:
. \Ol\:HSSJO ~' :
__
'
I 0,000+
j\;o-C ha r ge-Opcn to th e p u blic
o f -Lr-PROFl r O RGA :\lZ.\. TlO N \ ID :\ um ber: CAR Vl EL FOl'XDATI 0~/2 0-837775

: !t
! C ~r
. \.. ! -~"': - .i~ -- S ...

Agenda Item: 4.J
Page 55
( \ 1. !
I
,
I' { ~. ~ '-f{:
'
SPONSOR EQUIPMENT: In progress: rricord Tradeshow Services, Glastonbwy, Inc.

PARKIXG STALL.'>: (signs posted 48/rrs in ad1-ance):
All parking sralb on the norrh side of Ocea n Avenue bet\\'een Junipero and Monte Verdi! (B)
All parking stalls on the south side of Ocean A\enue bct\\een .l unipero and Monte Verde (B )
All parking stalls on the north side of 61" bet\\een Junipcro and Monte Verde
.\ll parki ng stalls on both sides ofJunipero betv,rcen 61h and Ocean Avenues (MST)
.\ll parking sta!Jc; on Mi::.sion Street between Ocean and 61h Avenue
All parking stal ls on .\1ission Street between Ocean A venue and T h
All parki ng stalls on San Carlo benveen Ocean Avenu~ and 6111 A venue
111
,\ JI parking stall s on San Carlos bet\\een 8 & 101" Avenue (6am-Noon only 8/11/15)
_\!I parking stalls on San Carlos bet\\ een Ocean /\\ enue and 7111
.\11 parking stalls on San Carlos between 7 th and 8111 61-\. .\.1-Noon
All parking stall s on Dolorc.:s Street between Ocean Avenue and 6 11:
/\IJ parking stalls on Dolores bet\veen Ocean and 7 111 ( B)
:\ll parking stall::; on Lincoln bctw<.cn Ocean and 6111
All parking stalls on Lincoln between Ocean and 7'11 (B)
All parkin~ stall s on the North Side of7' 11 between .Junipero and Monte Verde
.\11 parking stalls on Monte Verde between Ocean and 6th (for MST)
All parking stall s east side of Casanova betv,:een Ocean and 7th (t()r MST)
Designated Handi cap Parking will be on E/S Junipcro between Ocean and Th
S/B c~mcr isle Juni pero btwn 3rJ & 4 th (For Doug's truck:s)
Any !\o Parking Signs. barricades inside the event will be removed by 8:00am
STREF:T CLOSV RES

?vfi ssion Street bdween 6 1" and Ocean A,enue
:vii sion Street benvcen Ocean Avenue and 71h
(Accc.:s~ will rl.!main to Well Fargo parking lot and the Carmel Plaza parking garage during
~ vent)
\V/8 Ocean A.wnuc from .Junipero Avenue to l\1onte Verde

E/B Ocean 1\\.cnuc from Junipero A venue to Monte Verde
San Carlos bet\\ccn Ocean A, enuc and T 11 BARRICADE AT WE LLS FA RGO BA!\K
(Access will remain to \Veil Fargo parking lot and rhe Carmel Plaza parking garage during
e\cnt l
San Carlos h :tv,:c>c:n 6 th and Ocean Avenues
Dolores Strt>l't h e tv. ~L'n Ocean A ,cnue" and 7111
Dolores Strec't bt:t\\ c~:n 6 1:: anJ Ocean A' enue;)
Linco ln bem~t:n Ocean and 7111
Lincoln b d\~ccn (i 111 and Ocean
l'
_ i
\ 11:1 .d ( ",:i . .~i -i':- lh: ~'. '. n1n. 1u r-' tlll lh l \ \ ..nL, ~,;
15 'p,,,J J I:I lot 1\:t. .li,
i> ~' ~

Agenda Item: 4.J
Page 56
/ ..
~~-'
.,
l.
-~
_ ....
C ITY PERSONNEL I EQUIPMENT: .'\ rwo (2) hour minimum is used in order to place
equipment at their locations prior to the event , brief city persmmel and handle any delays or changes
in the original plan o nce the t.>vem starts.
l.
Police Personnel I Equipment
Th is eYen t requires a number of City s taff to provide traffic control, security, movement of
harricade~ and response to ca lls for service related to the event. This event requires the
fo llo wing personnel assigned to the eHnt above and beyond normal s taffing.
6 Police Oft!cer~ fcr a total of 58 hours (assigned to event)
2 Communi ty Sen ice Officers or Police Services O fficers fix a total of 12 homs (assigned to
ev.:nt)
rhe costs a.:>sociatcd to the use of City staff will be included in the fees section ofthc permit.
rr. Public \Vorks P e rsonnel I E quipment

4 Public Works:rorcsrry for a total of 32 ho urs (Alread} on Juty and assigned to event)
III.
Planning and Building:
Personnel: Sponsor has banners for center median s. Carmel contracts to ha ve banners
installed and removed prior to and after the event. Event Coordinator will contact the
Planning and Building Department to arrange approval, placement an<.l remova l of the
banners, signs and make payment directly to them for this ser vice.
C O~DITIONS
OF APPROVAL: Appro\ al contingent upon submittal of appropriate insurance
CO\-erage and payment of fee stipulated by the City of Carmel-by-the-Sea {Polic;- C89-..J.5, C89-47.
C95-06). Pwol' of insurance rc:quircd 30 days pri or to event.

l. Business License ReguJred: Any e\cnt req uiring the support of profession al o: :>~rvice
business must insure that each bu~iness obtain a Cit; Business License.
2. In su ra nce Policy:
.J
Req ui red as stated: Organ izer/Organization to b e named as additional in sured :
Insu rance'' ill be for u minimum of S 1,000.000 in liability coverage. Proof of insurance
requi red 30 days pri1)r to event date.
( 1) -sp(m ~orcd by City Council (support group<; Clnl y )
Other co nditi on~ us requ ired:
::J
:::1
.J
3. Fees:
:J
Required as s tated: C ity Staff O\'e rtimc a s listed above and listed in fe e section of
permi t application. F~es me required 30 day~ prior to event.
f' .. c: _;

Agenda Item: 4.J
Page 57
,.
'
I~ '..,. _
~.
,_.'
Required as s tated: Devendorf Park three days usage (Monda} , Tuesday, and
Wednesday).
:J
The usc or De, endorfPark vYill include t\vo to three tents set up hy a : ponsor. There
will bt' :-~u tomobil e. on display in the park along with various signage. The use of the
park \\ ill be limited to showcasing vehicles only. There will be no sales of vehicles. or
any other items taking place. The vehicles 1)!1 display wi ll be placed in a manner so not
t~> disrupt the lawn. trees. benches or memoria ls in the park. A deposit wil l be left by
th~ sponsor a-- defined in the fee section to cover any damages done by any activ ity
dec:med the responsibility of the ev"'nt coordinator ro in clude an) additional items
brought into the park not idl:ntificd in this applica tion. The event coordinator is
responsible for the security of items in the park at al l times during the permitted usage
::1
nfth~
park.
4. Oth ('r conditiom as required :

:J Prior noti fie at ion of event to affected area (commercial district)
:J Traftic Plan (See Attach ed Police Operations Plan )
:::1 Parking Plan (See Attached Parking Plan)
: J DiS<lbility Access/Des ignated Parking (.Junipero in front of Carmel Pres. C hurch )
o Waste Management Plan

b ent organizer vi!I provide their own dumpster and personnel to clean during the
event and immediately after the conclusion of the en~nt . The trash plan includes:
The USi..' on ricord Trade Shovv Services (Larry Be ll, 738 Neeson Road, (831) 883-8600
Marina Calitomia)
T\\ l) personnel hired by the evem coordinator responsible for picking up and
emptying trash during the ev ent. Trash will be hauled away flom the event v.ith the
liSt. of::~ pic l-up truck provided by Triccrd. The ev enr co~Hdinator agrees to
maintai n con trol of trash throughout th~ event and ensure proper clean-up of area
immediately t~Jllowing the conclusion of the event. The eYent coordinator agrees to
be the primary conract for Tricord should there be a need to coordinate additional
trash ~.:ollection during the event. In addi tion. fo ur (3yJ) dumpster \Viii need to be
:.upplied for the f l'l1l0\ al or trash from the C\ 'Cllt. These dump<;ters \Vill be placed
outside the immediate event area and used throughout the eYent for immediate
r\'mm al of trash .
.J
=I
_I
"'lj,
:.
ol
E \'ent org.1nizcr to maintain publ ic rcstrL)Ol11S faci litiesL:.vcm OrganiLcr will provide at a minimum I 5 portabk public r~stroom faci li ties
(tJ\C \,f ,,hich \vill be AD:\ complaint) and fi\e hand wosh ing stations. City staff
will as~i:oL \\'ith plannin:; th~ appropri c1te location nfthe lacilities b) \\orki ng \.\ith
-b~ c\ em coor..:linator. En~ nt coordinator has agreed 10 hire contrac ted cl~aner .
.k mifi..r .\1\\c!l to maintain th . . City r~stroom s in both cleanlint!;-,s nnd supplies
luc ;:n~d at DeVl:nd())'f Pml. l. inco!n and Si'<.th :.mel Picadilly Park.
,_j,l?
J.

Agenda Item: 4.J
Page 58
~1 - y . :
'
'
-L Other conditions as required: (Continued)
:J
Styro-foam cups, pl ates, o r any ty pe of food or liquid contain ers made of

sty ro-foam i not allowcu.
.:\.s per \.funici pal Code Seciion 8. 74. the u. c of single-usc canyout plastic bags is
prohibited !'rom use at any business. restaurant. corporate or individual special
event.
GENERAL CO:VtMENTS : (please descri be event in detail)

The l'\imh Annual Concours-on-the-!\ \cnuc scheduled for Tuesday, August ll. 2015. wi ll feature
Eun)pean Classics (such as \'intage German. 1-rcnch or British automobiles) and Classic American
I\1usde C arc:; . The\ chicles\\ ill be displayed on both sides of Ocean .'\\ enue. allowi ng for pedestrian
viewing of the vehick:;, . Ocean Avenue and will require certain street closures to all ow for the
parking of the vehic les nnd pedestrian traftic. ] he road ch urcs n~eded include: Ocean Avenue
betw~cn Junipero and Monte Verde; \1ission. Dolores, San Carlos, and Lincoln between Si xth and
Ocean and Dolores and Lincoln between Ocean and 7th. The shovv cars will be staged on San Carlos
bel\veen 8:00AM and 11 :00 AM and then systematically parked within the venue. The parking of
the vehicles on Ocean t-' henue will invohe parking the vehicles side by side along the curb line at 60
degree angles. The \ ehi-.: lcs will parked in a single rov. allowing for emergency traffic along the
center m~di an lane of traffic (referred to as the: #3 lane of traffic). An awards pavilion will be
located at the intersectio n of Ocean A venue and Lincoln A \enuc. (See attached diagram). The event
will be free and open to the public to benefit the Carmel Foundation . Off-site parking for trucks and
trailers. \\ill be provided by the event organi zer. A total of two security guards will be on duty at
.lunipero & Ocean as v.-ell as at Monte Verde & Ocean during rhc course of the event.
F, pcnses incurred bv Cannc l-by-the- S.~P. du(: to anv number of event related issues v.ill be
reimbursed by event on:anizer. Event orgaruze r \Vill be seeking sponsorship to assist in defraying the
cosTof the event ho \\'cn~r ewnt organizer will abide by all Carmel-b:y -the-Sea rules and regulations
goveming signage and Cl)rporatc sponsorship. No food or beYerages vvill be &old within the venue.
Time Iine for the day v. ill be prov ided closer to thee\ ent. it will include set-up, tL'ar dO\.vn. judging
times and ~ward presentations. E\'ent organizer \\ith The Carmd f-oundation ,.~,- ill notified all
businesses in the comm~rcial di strict of the event in the days leading up to the event.
The C'\ Cllt will include the follo v,;ing:
1.
C lo sw e of[a :,t and \Vt:st bounJ Ocean Avenue from Junipero to V!onte Verde. Cl osure of
\ lission. Dolores. San Carlos and Linco ln bet "een 6111 and Ocean and Do lores and Linco ln
bl:tm.:cn Oce-an and 7th. Each of1he ~ vent streets will be hu t J o,-~,n fro m 4:00Af\.1 the moming
ofthl..' event until \ 'lidnight. 1 he oftici al evem hows ''uulcl be 8:30AM to 6:00PM. Access
r'ur emergency ,chic.lc:s will be maintained' ia Ckean A' cnuc throughout the venue . The #3
lane: (closc~ t to the cen ter m~dian ) will be open in both directions thmughout the event.
rl tc:n..: '" il l b~ c lear intcrse.:tions for emergency vehicles to p<l s through the . .: venr at Junipero
..md \ -lo nte Verde. 1 he peri meter of the l'\ cnt wil l be blocke i by tem porary batTicadcs that can
be nw , ..;,j ..:a~i ly h) l'\Cnt stalTo f-:mcrgcncy p.. : rsonncl should it be rl..!quired.

Agenda Item: 4.J
Page 59
-.--.'
t...
I
A pp roved by Cit~: Council Resolution
E'v en! i\1erchandise. The organizer may or may not be selling event programs and posters at the
event. Po licy C95-06 allovvs the sale of eve11t merchandise.
Audio -;) stem speakers will be located in Lincoln, Dolores. San Carlos and Mi ssion
interscctitms \\ ith OceaJl A venue and can be operated together or independently. A sound
system \viii be utilized in the venue tor the purpose of annow1cements. background music.
l\atiunal Anthem, a\,ards presentation :md staff' \\ill work wi-th police officers assigned to the
interior or' thL event monitorin g the volume throughout the day and adjust if necessary.
E\ ent sig11agc \\ iiI bl.' located at various intersection corners throughout the event location.
The signs arc intem.!cd to be the same as in previous years. consisting of Meter boards 3.2 feet
,,ide and six k c t high standing up in bases. There Y.'ill be no lights. balloons or streamers
attached to the signs.
-r .
The type of signage fo r thi.s ev~nt is not a pan of the general plan oft he City, hov.. ever the C\ ent
requires this type of signage to enhance the sponsorship and

~ec
anachcd
~ign
O\ erall
quality of the e\ent.
Mnp, ' "hich des~ribes and depict!-> nuntbers and locat ions of signs for
e\cnt.
Possib le midpoint signagc may occur by sponsor. lt is anticipated to have sponsor signagc
on each corner of the interior of the event. The total num ber of signs placed on corners or
street area with in the event shall not exceed 50. The number of signs and banners in
Dc\-endori' Park shall not exceed 12.
5.
Temporary awards pa' il ion will be located at the intersection of Lincoln and Ocean. The
a\\Mds pa\'ilion wil l be utilized for mmouncements and a\Yards presentations. (See attached
diagnu11 of 3'-\ards location). A smaller staging center will potentially be located in the
inrer.~ection of Mission and O cean for further commentary and announcement on displayed
n~h ic ks. This staging area \Vi ii consist of an elevated platform to display selected cars, a
podium and a microphone for the speaker.
6.
,\ thrct? tent cl i::;play area \Viii be created by an L'vent sponsor at the intersection of Dolores &
Oct!an. Coordination \Vith the tire department wi ll rake place fhr the inspection of the tents
prior tv tile cwnt and the tents \\'i ll not be secured to the ground hy the use of stakes or any
,nher d~..:,i<.:e that may da mage the road,\ay.
1'
.\ttl. 1 J ( . ' ... :-1 _ ~ : ' ~ S ..
~t.1 ! .:" ~p.::-.:: . 1' l. \c"1!
'C l :' ..
qr...:
'r, t;;e
. \ \.-.:nu~
P, :tlit
,)d~ .. , ,
1_
Dc,~nd orf Park
\\'ill bt: utiIized lt)r brand partnersh ip
pres~ ntation .
Pe rmit Park Tor use Monday, Tu esday and We dnes day Augu st 10,11,12
Erect a 20' x 40' tent and outfit w ith genera l fu rnis hings
Erect a 10' x 10' tent for general storage

Agenda Item: 4.J
Page 60
'..
Tents will use water barrels and or we ights for tie downs not sta kes
Display six vehicles an d two motorcycl es
Twelve signs of various types (no lights, ba lloons or stre amers)
Set up time will not begin before 4:00am on 8/10/ 15. Bre akdown of th e pa rk, including
remova l of all event it ems and cleaning will be completed by 8:00 pm on Wednesd ay
8/12/15. Any tents placed in the park an d even t wil l need t o be ins pect ed by the fire
dep artment prior to use. This can be arranged through th e Mont erey Fire Depa rtment via
th e Commun ity Activitie s Depart ment.
rl.
f ,cnt headquarters. information will be ~et up ar Cyprcs::, Inn on Lincoln & 7'". This "viii be
contained tc, a small an:a within the Cypress Inn.
9.
Handicap Parkin,g will be provided on E/S Junipero ben.veen Ocean and 7t 11 Designated
p3rkine. s ign ~ '' ill be posreJ the morning of rhe event. 1 he parking area will extend from
the corner of Ocean A v~nue south to Seventh Ave.
l 0. Temporary clos ure of San Carlos het\.veen Ocean and Eighth to stage the cars before entry into
the n :nue. Vehicles will be arriving at about 0830 hours. Vehicles \Viii enter the venue from
the south and use ::,an Carl.os Street to stage. Vehicles will be checking in at San Carlos & 81h.
rhcy \\ill th~.: n stage on San Carlos b~tv.. c~n T" & grh Periodicall). rhe~ vehicles will bt! sent to
San Carlos and Oce an where they will be guided to their respective stall on Ocean A\enue
II . Fires Extingui shc;>rs as well as kitty litter (in case of spills) will be m-ailable during the event.
11. Designated deliver) l.oading zones will be coordinated through the CPO.
r
Approved: Adm inistrative approval, pending receipt of insurance and payment of

fees.
1' . illil.il' 1r.: i-lr -ll ;~: 'l CJih:-lur' ' 11 l h, . h t'llll ,'
211 15
j
.., ,~-:~ i!!
\ ~ Ill r ~ nn i t
~~ .

Agenda Item: 4.J
Page 61
Oate
Advised
NOTIFICATIONS
CHIEF OF POLICE
CAR!VtEL FIRE DEPARTMENT
DEPARTME!\T OF PUBLIC WORKS
FOREST AND BEACH
PLANNii\G AND BUILDING
RISK MANAGER
CITY COLNCIL READ BOARD
OUTSIDE AGENCIES
MONTEREY SALINAS TRANSIT (MST)
\VASTE-MA:\. AGEMENT (WM)
APPROVED BY:
Date:
------------------------------------------------------Janet Bombard, Director of Community Activities
_ _ _ _ _ _ _ have read and agreed to comply with all conditions of this permit:
Douglas S. Freedman
--------------- - - - - -- ---nate: _ _______ __________

Do uglasS. Freedman, Etent Orgauizerfor l14otor Club EJ.'ellts, LLC, its Presidem
-~ ID'I
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1
;.: 1- i>:- - lh~:-S .

'' II
1 L.<'ll~\
ur.; n
til ~
. \ \\~llUl'
l'e1 ,11 it
''i

Agenda Item: 4.J
Page 62
Revisi on
Date
CARMEL PROJECTED SIGN MAP
xx
'X
X.
X
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== 40 signs on street corners, see map
== up to 10 signs mid-blo~S north and 5 south) Monte Verde to Junipero
XX
== up to a variety of 12 flags of varying sizes but to human scale or smaller in Devendorf actual
plan will depend on who is assigned that space
XX
== if brand partner is approved for Dolores and Ocean, 6-8 signs at the intersection
Agenda Item: 4.J
Page 63
IJIItlM;nm!-~
CITY OF CARMEL BY THE SEA
DEPARTMENT OF COMMUNITY PLANNING AND BUILDING
APPLICATION FOR.BliffHER:S ON PUBLIC PROPERTY
51~11./S
~ /
Date
:? 3 / .sApplication # BA _ _ __
Organization
Contact Person:
'/!J tf- .2 3 l - 7.. 6. 3 3 Email r~ F o @ C ,'\-1 11 .;: {... u 1t\.J c u(./1(3,

~s
/JJ..=A <!. tf TREF" if.h. f\/1?' t s e./ l
3 cs7
Phone
rs-
Mailing Address
/ .!'
I} T .1-.. 11-"/JI 1,4,
City, State, Zip
c /}-I{ /ki.FL- IS V -r-He- ;
Name of Event:
A-.
t-=-4 C o1.J<"" o
3 c s:J ~S
ON 1 ,.-ft.c..,..
4-vt;
s /(, fl/'.1
Requested b8Mor display dates 1:
-P
Install
A1.) C
Remove
11 i/ ~ I I
pe t/L:J:" N
..b C' vQ.. r::::::.
/ tJ
9- 1
/"~ Srf.i. L'J{fi!FKift ' ~ /j- t.l<;
2....
/ft!L-..::rll/ c..J ~
t
4- r 4- 7/ tJ.-v .s
1 /2-J "t> E ,:./&?';z.,. b tf1 ~ 1-:::::
p,e kS"s e
/0
If eY c P(Pursuant to Policy C95-07, no more than 7 days prior to event)

--:J) E r/t.- f{; .i:::. c; ( 1:=- 12. E/f/1{) c/ L- 4 c./t;;, I )._
,t'jC..-(>-r-
c orlj
(Pursuant to Policy C95-07, no more than 3 days following the event)
!+ ,6 t.Lt/f..,.: I
Total number of days displayed2 :_(__J_c_:_c;;_____1_ _ __
~~E"V~/1-- ~ il 4
t=
Description of Banners3 (Applicant to provide banner description of design, size, and material. Note, vinyl material is prohibited
pursuant to Policy C95-07, which is attached to this application. Include a rendering or color photograph of the proposed banner.
Refer to the diagram on the third page of Policy C95-07 for additional guidance.)
o A-1
Notes:
1
Requested dates subject to sharing with other events requesting banner space during the same time period (see Policy C95-07).
2
Total number of approved days for display subject to approval by the Department of Community Planning and Building.
3
An application will not be approved without a banner description and rendering or photo.
1
Agenda Item: 4.J
Page 64
~; ( (." ft/ c;:
Desired number and location of banners:
P-t:H~ withSingte-.:Bamrers
l t .r)
c~GG
Ocean A venue4
71
J.l
~ners
JA14 p
'T
pi/6 r o >
Sunset Center
N/A
Devendorf Park
Harrison Memorial Library
(library-sponsored events)
N/A
N/A
Other (specify):_ _ _ __
N/A
N/A
Ocean A venue Display D~mBflftflef..P.Gi@
L~ion-s
(Indicate ("X") for each requested street intersection banner location in the Ocean Avenue median.)
5 ~
k-
1/ 7
I 'D f/11 / I P t=-of.!
s;/
e k s---
JUNIPERO STREET
1
2
M1SSION STREET
4
SAN CARLOS STREET
6
DOLORES STREET
7
8
LINCOLN STREET
9
10
MONTE VERDE STREET
(Numbers indicate stanchion number.)
By signing this application, the applicant acknowledges receipt of a copy of the City's Policy C95-07, "Banners
on Public Property" (attached) as a component of this application as well as the Specifications of Work (below),
and agrees to abide by all the terms and conditions set forth therein.
Notes:
Applicant must complete Ocean Avenue Display Diagram of this application.
2
Agenda Item: 4.J
Page 65
~~ ~r&:J !--~,~,_..~-:./:,t.L -
:!) c -{,JA 5
signature of Representative
I::J
./--vf
>
E c: DA11/1U
Printed Name and Title

/( ,- flJ C t' {J 4 L-
Date
For City Use Only

Staff Review:
Approved _ _
To PC
Date - - - - - -
CA & CC Review:
Approved _ _
Denied
Date -
Authorized Dates:
Install
-------
- - -- -
Remove --- - - - - - - - -
Conditions:
SPECIFICATIONS OF WORK
1. The applicant must deliver the banners to the installation contractor at least five (5) days prior to
installation. The current installation contractor is:
Trucksis Enterprises
2700 Garden Road G2
Monterey, CA 93940
2. The installation contractor will be responsible for installing the banners per City requirements.
3. The contractor will also be responsible for removing the banners on the established removal date, or within
72 hours of the designated day of the event (last day for multiple-day events).
4. The applicant has five (5) days after the event to pick up the banners from the installation contractor. After
five (5) days, the contractor shall not be responsible should the banners be lost, damaged, stolen, or
discarded, and a rental storage fee of $12 a week is applied.
5. Neither the City nor the City's installation contractor is responsible for any loss, theft, damage, or vandalism
ofbanners displayed on City property.
Revised: August 20 14
3
Agenda Item: 4.J
Page 66
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Agenda Item: 4.J
Page 67
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Agenda Item: 4.J
Page 68
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Agenda Item: 4.J
Page 69

Agenda Item: 4.J
Page 70
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Agenda Item: 4.J
Page 71
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f\pr c \ (.-A- .,., o u
CARMEL-BY -TH E-SEA

CONCOURS ON THE AVENUE
Tuesday, August ] 1, 20.15
SOPHISTTCA TTON WITH A DASH OF FUN
AUTHENTICITY, ORJGJNALITY, PRESERVATION
IN A wELCOtvHNG ATMOSPHERE
MULTI-MARQUES 1940-1973
'PORSCHE J948 - l 989
American Luxurv
AJllerican Sport
Continental and Europe Sport
Amc::rican Family Favorit~
Hot Roo
Muscle Cat
His1t1rie Race
356 Pre-A/356A Speedster
166, 195,212,250
356 f're-A Coupe and Cabriolet

JS6A Coupe, C~tbriolct and Convertible ''D"
3560 COI'tl aml CKbriulet
JS6C Coup.: lind Cabriolet
340, ]42. 375

Spociale, SA, SF, :leiS Califomia
FERRARI 1.947-1 989
275
3301365 GTC
365 GTB/4
365 GTC/4
2+2
911 Srn:.rt WheeiSase(l%4- 1968)

Early 91 2 ( 1966-1969)
911 (1 969 1973)

9l2E (1976)
911 Carrera 1973 RS and lfS Carrera (1974 -1975)
91 I Carrera J .2 Coupe, Targa, S pc.ed~ter ( 1984- 1989)
914
N(m-pnJo.luction Ras.a; Cilf
Italian Sport
Micro Car
Motorcycle
Dritish Sport
British and furopean Luxury
B riti~h . E~l'l.>p<::l\11 & Japanc:>v F11111ily Favorite~
2061246
Flat 12
3081328
Non-production Race C31'
l..imiti:U Pro uu~;tion R<'oW C11r
All classe:;. whc:ther listed <>r M I. are subject to addi tion, modification or deletion.
MAJOR AWARDS
TH E DEJ'.'NlS A. LEVETT SF.ST o SHOW AWARD
THE BARRY RILLIET I..,A(1UNA SECA AWARD

for tlle vehicle thai best rqxesen1s r.he spirit cf Lagyoa S.;.;a
!-\1r L'le <'71DY !hat is the Wllll11IT10U t d10ice of the

ChcfCl"''-' 1\Uiae!l (dQC!ed from the Fi"'t in Ciao winncB)
THE MICHAEL T. LYNCH AWARD

I'or the <:Dtry tb4t best repreoc:nls t:Xtellez>~e in :11gin=-ing
TH F, TOM AND VIR01N IAJilNNAR0 FERRARI CUI'

rcr tile Fernui sekcted by the Chic! Class Judg""
THE SUE McCLOUD MAYOR' S CUr

[\..,. the indu iduallhat bt::st rc;pn:SQ!t.s the spirit of m()(oring aad
fHI! DRUCE ANDERSON PORSCIIE CUr

For the Po r<ehe :~e lecr:d by the Clue!' Clou Judge,;
o f CAKMI:'l.r~Y -THI::-SeA CONCOUKS ON THJ! A.Y~NUI.!
THE JOHN C. KE RB Y-MILLER AMEKICA:-1 XCcLLGNCE AWARD

For tke Juu, mohil<! that hc.t rcpr cnc the era when Ammcan ca,..
I" or the entry that nudes design and aesthetic e:<oell= that
ru:ncd bead.!. O!l'ouud the worlo.l
;a( iS!)'
rl-11': CHRIST! L. MlGLER BRITISH CUP

i'ur lh~ Jutornobile 1~1 !:oo.-st rcpr~'fliS rr>t-World War II
THE ROBERT "CfiARLIE" MAST t\UTOMOTTVE Mr\GA7,1'NF, AWARD

!'or the mtry !hut u mat:~inc would most li.k~ to de~cribe for its r<ad..~h ip
Untuh
c:xc~llma
THE MICHAEL FURMAN ARTIST'S CHOICE AWARD

l n artist~ eye
TI-lE STF.VF.J. RAN A PRF.SERVATlON .O,WARD

Fvr the enll)llha~ is the Y<lrf ~SS<.'11Cc of orisinality and authen tx:ity sW"'iVLng
through th~ y<l1l"> without tv.tr h~ inJ b> r~noro::d
Til F. RORERT J . RICHARD$ CON't'INI!tIT,\ L C UP
For lh~ ~utootohilc that hc~t repre<Jent post-World Wru II

Connnc:ntal cxcelJmt.c
THE Cfi,\ MijF.R OF COMMERCE TRANS ATLAN'f'IC: PJ\Cli'IC CUP

For !he rotrv tlu!t b<'St ~cs. spc.xt whctllcr in a tnlight line.
uound a trnok or on tho s tr=
THF. M ICHAEL Cr. T I LLSON Il l RAD NOR. HUNT CUP

four the mtry that h;u; been $ympalhetically rC'!torcd
'I HI:: SAM GARRE'IT OCEAN AVENUE MOTOR CT.UA AWARn

For lh~ C11U)' that bc!u rcpre.;ents the hard-tc>-d~me t'J.n Cnctor
THE CARMEL FOUNDATION AWARD

!or !he automobik !hal miglH bl! > ~:>:n in pcrioo oo Scenic Road
wth tJx driv..,. howine viit<lfS tht. siglltS
M ole<' Cluo E ;enls , LLC
2575 Peach tn;e RQfl(t NE. Sullo 30 5..'>t~<Jnt ~ . Ge ofl! i.O.:J0305

i Ulfo'tl) c:.dtmelconcoun,.com
W\vu,CAarm e ~or:cO\Ir!!. . cocn
Ttl' 4 0 4 23'1 -:!.33
p 11/ 1!15b

Agenda Item: 4.J
Page 72
;" ! I
. '
APPLICATION FOR ENTRY INFORMATION

THE CARM~l. FOUNMTION
Motot Club Events. LLC. ~nd CARMEL-BY-THE-SEA CONCOURS ON THE AVENUE appreciate yovr support of our benefltln9
organization, The Carmel Foundatlo,.. The ~ovr'ldation is a membership organization w lm over 3,000 members over 55 veers of age.
C haritable donations enable the Foundation to rulfifl its vis1on to ::~ss ist local s&niors on the Monterey Pemnsula. Jncorporat! as~
non -profit organization In 1950. the roundations mission statement Is to p rovide & place for seniors to gather and enjoy a ~ariety of
achvoties am! serv,ces in an environment of ~spect and cemaradene. As there Is no government funding, the F oundation is
s~1pported solely b y the generosity of friend&.
ENTRY POLICIES
The ~II tor el'ltries will be followed by a review. acceptance and confirmation process by the Entry Sefectlor1 Committee. Classes may
be c:>mbined, d ivided or deleted subj ectto thE! <Jccepted enlrie5. Enbies for Display only are welcome. All CJasse5 will close no later
th.tn June 1 of tn" even! year. Ths Entry Selection Committee reserves the right to decline any entry. A recent 4 x 6 inch color onglnal
photograph (no color copies or disC$) must accompany each entry. AJ! entries will b4i non1led of a~pt;.noo Of' declination.
No "For Sale or oU'ler sign<i)96. displays or illuslrations will be allowed on or r.a.ar t he entry e.xeept that which will be provided llY the
event organiur. Entrii)G m ust be d riven onto the event venue ;md In place no later lh;~n 11 ;00a .m. of the event day. Entr!et. must be
accompanied by melr owner or pre~nter during ]udgmg. No entry may be removed from lhe event venue prior to tile conclUsion of the
major ;~wa rds pruntatlon.
JUDGING POLICIES ; The intention of CARMEL SY-'J'H~ SEA CONCOVRS ON THE AVt;;NUe is to exh1blt the authenticity, originality and
preservation of each marque. Judgin g will be focused on thai a\.lthentlcity, originality ana preservation.
1
Tne r:mner or o fficially a ccepted presenter mu$t accompany t'le entry during ju dging .
.
2. The categories of evaluation are Exterio r. lnta rior and Engine/Chassis. Only rectory opti ons or dealer-installed options (w itl'l
dOcumentation) will be considered as original.
3. The Chief Clas6 Judge wifi be responsible for Introductions, Final Cla$8 Decisions and :he submission of Results.
4. Each entry commences wlt'l a perfect $C:Ore of 100 pomts. The sAme judge(s) wfll evaluate all entries in a given c lass .
Deduction$ of 0-5 point$ will oe made as deemed appropriate by the judge(s). First Place reqvire& 95 point ~ or above. and
Second F' la ce requires 90 poin ts or aoo~ . Only First In Class winners will be eligiole for tile 6est Of Show Award. Judged
entries are eligible for M~j or and Ci~ss Awards. Display enlt1e~; lii'O gilglble for Major Awards excep t the Best Of S h~ Award.
5. E~:~c~ en!ry is required to be fully op erational and full y a~; sembled . All ~am (i.e. tops, bumpers. wh&els. e tc.) are to t>e anacriea in
l.he original position . Judge s ~~~>ill not handle or operate the entrJ. Judges may si: 1nside the entry for 1ntertor tllaluation.
Th& demonstratloM ol eejulpmen! and component f tm ctions (windows. lights. radios, air conditioning, t~.) will be d011e by the
owner/p1'8senter.
. Proper Instrument ev alu atio n will be ju dge d while the engine is idling. Ally malfunction may be corrected by the owner/
presenter w ithin fifteen minutes ol }vdglng comp letion.
7
CllnYertibles will ba judged w it h lha top up <~tid secvred. Removtlble roof p~nels must be in place. Ally orlg.nal tool.;, m <~n ua/&
and pouches (including author1:ted reprint&) SllOt11d be available.
8.
Moditlcallons required ~ F&<lera l law and safety items {5eat belts. mirrors, exhaust. e tc.) are aCCflptable i, they do not detract
from the origlnot appearance of the entry.
9.
Repl~ce ment com ponents <such as tires, spark plugs. battery. etc. must confonnto the original p rofile. r ..es must be fined t o
the original rims. The s pan~ tire must match unless it Is an original ~ptld.;~l Item.
10. Confirming documentation should be p rovided for any en ll)l w ith un ique or e xtraordinary cnaracterlstics.
OEAOLINE
Ni aopllc allons for enrry in CA RME LBYTHESEA CONCOURS ON TH E AVI:NUE must be received 'O y Jt11e 1 of !he event year. EaCh
entry rl~ust b~ aceomo anie d b-; ~ recon t ori ginal 4 x 8 i i'ICI'I color photograph (no color copie s or discs). Pnotographs will not be
retumed. All enttles are subject to approval by the Entl) Selection Committee . A pplic ati on acceptan ce or de cJin <~tion will follow the
elosr1 d.;~ to. F'laase mail yeur appilcation (s) and cM ck(SJ (made oulto M o tor Club Events. LLC) t o:
2575
Pe2er.11e" Ro;lrl N E, St,ll<> 305, Alia "&.
V'f'Ww.ccumelcC"ncour~ . com
C<> o!'~ la 3 0 30!>
1 Yol: 404- 237-2633
I i:"'lfo@ e~rmelcQnc;ovrs .OJ I F1

Agenda Item: 4.J
Page 73
.. f ,
'--
APPLICATION FOR ENTRY

TEL..l VS ASOVT YOURSELF :
NAM~: ---------------------------------------------
ADORE'SS:
---------------------------------
CITY: -----~---~-- STATE: - - - ZIP: - -- - -
~MAIL:
~HON E:
CELL: - - - -- - - - - - - - - -- - - -- -- -
TELl. US WHO \IYlLl. PRESENT YOUR ENTRY TO THE JUCGES:
NAME: ____________________________________________
ADDAESS:
---------~-----------
CI'J'Y: - - - -- -- - - -- - STATE: - - - - - ZIP:
-~~~t1i;~~L"l.,~:~~~H;t!B,~_:
6 inch color photograph (no el>lor
Send with a rocont original x
eo.pl~to
EMAIL:
PHONE:
CELL:
(J(
dls ct) to the add r~ss below. Return this p11ge only. Uso
~:pura~
application forms and WYiW seplrt'lle checks for tiiCh application, Al l e-ntries will bo <.:onaldarod. however
~J i ven to entries not shown In any prl01' CARME L-SY-THE-SEA CONCOURS ON THE AVENIJE .
$250,00 or greater
pref&re~
w ill be
TOTAL $ - - - - - - - T h i s appllc1t1on must bo submltt$d by June 1 of the event )'Nl.
$250.00 ~r greater entry fee. Plea5e conside r provid ing ;~ n amount grealer than !he standard fee. 11.1onl1!! ~ received ilbove tne entry fee 'MN oe
conside red a don a tion to T he Carmel Foundation. a non-prorrt that provides meanmgtul senror ssrvlces lnclt.tdi"l) low-Income housin9 . m eal
delrvery to those homebound, free me<~ IC<'ll eq~,~rpment loans. and over 50 dasses weekly. Your addition al d ona lion will be forwar(led to
The Caf'T'nel Foundation ana a oonnrmation letter Will be sent to you. If your e ntry is not accept ed. t he total entry fee lnduding any addition at
donation w rfl be refunded. Sorry-there are no refunds onoe ;~n Apr>lication for Entry has been ac.cep1ttd,
TELL OS ABOUT YOUR ENTRY:

ClASS: _ _ _ __ _ _ __
MAKE------------------------------SODY STYLE:
MODEL:
EXTERIOR COLOR:
Is your entry7
Is t ht Engtno/Orlvo Trai n?
ls ttl& Body Work?
Is the Chn&I$/Frame?
Is your
""try to
b l!?
CHASSIS ID N: _
_ _~-
YEAR ---------~--
ENGINE#: - - - - - -- - -
INTERIOR COlOR:
0 ORIGINAL or 0
0 ORIGINAL or 0
0 ORIGINAL or 0
0 ORIGINAL or 0
LJ JUDGED or for 0
RESTORED
MODIFIED
SIGNIFICANT HISTORY
MODIFIED
MODIFI0
01$PLAV' o nly
entries may txl changed from "Judgf;d" to "Display, t>ut

may no t 1>e c hangea from "D ispfay" to "Judgoa.
f~~~i'i7~'t~ 9A~~~-~~~;~.~:~lJ~ In :
20Q7.;0:200:8,C~~ 02P'
o 020,1'l[C2Q1:2 'C20:1~iC20}-.
PVBWCITY RELEASE
.~a a cond iUon ol apppcat!on ror en1ry ae~p"r\~ owtlllt a n<l.t>r p~ $enler agree to permit M c tor Clu.b !:vents. llC. CARMEL-lilY -THE..SEA CONCOURS
ON THE AVENUE. CARMEL-.!IV-TH-S!:A OCEAN Av eNV<: MOTOF< CLUB, T~e C3rn~o! Fo1.1ndaijon, the Ci ty of Carmol-by-t~e- $oa sno 1.1fl tne~ ownrJ.
and '"PreHntati.,.. the ur.a of th<>lr name. "'fee end/Or li~no$ ~ tor r ~<:w.~ . publicit y ar,l fc ;otu re u5e indudi r19
em ployo<> , judgu, C<Jntnlilnt~.
~lo. tele'lll!ic.n, M d printed meola, ana II\ eon neelion with a<lvert4ing and purpo se~ of trade. HeiSheffhey further anpulate tlll,lt no pri or ag r~omnhvi l h
d ,pons or or any othe r party Ia In confll ct wltn trll' agreemer>L
"""'"lie"r&
RELEASE OF LIABILITY
Tha un<Mr>ign d hnoby ubmit !his <Jppk ation for e ntry to the CARMEL-BY-THE-SEA CONCOuf'lS ON rHE AVENLIIO In C.OMitleMtio ~ of tho ecep t1tnee
by tho En flY SJection Committse, tll4l vnde rsi gne d, on btthalf of himself and oU his perticipon l5, exhibilorl> snd guasts In CARME L-BY-THE-SEA
CONCOLJRS ON TH!;: AVeNLJf ano related e-.-enl:!. 1oe:< t>e reby retease Motor Cloo even1~, I..I..C. CMIMELIIYTHESEA CONCOURS ON THE AVENUE,
CARMEL-BY-THE- SEA Ocean A>oenue Motor Club. Ihe Cam>e' ~ounda ~ on , tr.e City of Carmel-by. tt>e- Sea., and au their OW'f\er$, emplOye$, iu ~es.
cc nlcslan ts. volunteerJ and repre5cnta tie~ lro m ~nl' li~bilily ~ n,;;ng fro m s~id <\'.9nts. Acccp(anc.e of Jhis applic9!Jon for entry create a contr act b etwaen
Motor c.uo Everns, I..LC ~fl<l the e otr.t~ n l ~o.lllnln teol"9 tlla.t tne en trent or ns represcn ~tl...e .-ill ot>ille Dy 1ne poijCJ$ e ~l~bll $h cd b)' lila !ffl!(l\ organ,zctr.
en<l>nSI IM own er o nls rap reoen tatt ~ wilt nat remo"" 111e enttlred Cl!f or m otun.")'Cle unlil tne awa:d ceremonrea nave been complet.,a.
Slenatull:l of owner\..
' - - - - - - - - - - - Prlnt.Eid namo of owner:' - - - - - - - - - - - - - - Dttte :-.- -- - -SECURITY
secured parking. on a "l'irst come, flrst s c rvea :)asls , will be p rovided from 6:00 p.m. on tile Sunday prior to ltle event until tne aay
a fter tiHI ""'em 'Nednes::lay, until O.OOam.
Mwt :~,.fOr' E!NlioY"~yN'"~r:t{ ,to
.l.:lo<Qr Club .e;.,.;~~~~~ UC. 1 25_?S .~ r,tO&d" NI;,-Siit~to 3M:. Mla~t.: ~oi0t_vi '3030S I
w;Ww.c:a t,.IC(I=r"~.e on.- , loto#<;;I~.J<;On<ilur&.~
Tel' -4'o-4:l;,?2~-,3
1"3-1! 1/ l .Sb

Agenda Item: 4.J
Page 74
'\
''
Event Fee Waiver Application

CARMEL-BY-THE-SEA CONCOURS ON THE AVENUE 91n event year
Contact Doug Freedman
404 .805.1650
Motor Club Events, LLC
2575 Peachtree Rd . NE, Suite 305
Atlanta , GA 30305
1. Detailed Scope of Event

See application for special event permit where all detail is provided
2. Proposed budget for 2015
Anticipated Positive and Negative Impacts on the Community

1. Positive public relations message sent out to the world that is not quantifiable for
Carmel (value untold thousands)
2. Positive halo effect for Carmel that is not quantifiable (value untold thousands)
What
C~aritable
Contributions Will Be Made:
CONCOURS ON THE AVENUE linkup with The Carmel Foundation that has built
awareness and major contributions for eight consecutive years since before the first
event year in 2007. This is a very successful two way street relationship that works for
both The Carmel Foundation and CONCOURS ON THE AVENUE.
Past Financial Statements for the past 3 years:
Charitable Contributions to Organizations Within the 93921 Zip Code Area since
Inception of Event:
The Carmel Foundation is the sole non-profit partner and has received $260,719.93
since 2007 as a result of Carmel-by-the-Sea CONCOURS ON THE AVENUE.

Agenda Item: 4.J
Page 75
r'
To: Mayor Jason Burnett, Victoria Beach, Steve Dallas, Carrie Theis , Ken Talmage
From: Doug and Genie Freedman
Re: Fee Waiver Request
Date: 3 April 2015
CARMEL- BY-THE-SEA CONCOURS ON THE AVENUE was born with simple ideas ...
I. Generate a quality event for one and al l. .. Economic Development
2. Build awareness of and for The Carmel Foundation.
3. Promote contributions in dollars for The Carmel Foundation.
4. Present the event on an underutilized day and connect the dots between the prereunion and reunion weekends thereby generating an important linkup of ten
days and not just a long weekend as existed before the advent of the Concours
on the Avenue event in Carmel.
Mission accomplished ...
1. Increased 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 is
seeking.
2. Kept Carmel restaurants full.
3. Generated serious levels of awareness and dollars for The Carmel Foundation.
4. Created 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 California
businesses as a given from day one.
The message th at has been sent around the world about Carmel-by-the-Sea has come
from our own personal efforts to not make it about us ... instead to make it about
everyth ing and everyone else ... We have given in every way.
Sincerely,
Doug and Genie Freed man

Agenda Item: 4.J
Page 76
CARMEL-BY-THE-SEA CONCOURS ON THE AVENUE
~~,--------------------------------------~~-----------4,------------ 1----------~----------~
REVENUE
Ticket Sales
Application for Entry Fees
Brand Partnerships
Patrons
TOTAL REVENUE
201S Budget i
2014 Actual
none
I none
--------+-~s..,...
62,soo.oo I
57,325.oo
Is
is
s
!s
!s
75,5oo.oo
3,ooo.oo
2013 Actua l
none
I
53,ooo.oo
1
2012 Actual
none
1
- -4-.3-,7-50
- .-o o-l
1
s
s
s
s
72,5oo.oo !
17,26o.oo
n ,25o.oo
2,741.77 l-s- - -'------+---'-s - ----3',7-4-3 .-oo--1
70,260.00 I $
!$
141,000.00 i $
132,566.77 i $
-------------~~~----~----r---
59,743.00
i!---+--------------------------------------~~-----------+i------------,------------i ----------~
~~----------------------------------------+-----------~---
IEXPENSES
j
/Awards
JGolf Carts, Specia! Parking Lot, Security
Windshield Placards
l2015
j$
1 $
- --- -
j2014
7,200.00 / $
7,750.00 l $
------rs ---7;-200.ociTs -
j2013
i2012
7,194.00 J $
4,466.96 J $
6,425.30
7,721.00 1 $
7,72 1.0~ $
7,121.00
7,168.00 s ---6~00
-~o48:001
,-s--
!$
900.00 i $
900.00 I $
$
[J_u dge Gear
T commission to Brand Partnership
-- i $ ---2,000:00[ $
2,ooo.oo 1 $
1,20o.-o01s
1Convention Service*
I$
39,000.00 I $
38,766.00 $
28,811.02 $ __ 18,008.57
Hotel - Event Team !nc (F&B)
$
20,700.00 j $
20,630.00 1 $
28,728.91 1 $
11,515.9l
I
1- !City Park Restroom Maintenance, Street Cleaning I Janitorial _Li_
900.00_, $
900.00 $
770.00 I $
325.0.Q_
Fees
l$
100.00 1 $
90.00 i $
90.00 ! $
80.00
-~oo~s~ie~
- - --- - - - ---------rs---i70.0ciTs
- ---i6s:oo'l s- - - -- 403.66
-157.72
--.
---Bicycle Bells
J$
85~j
81.00 I $
$
Credentials
!$
1,900.00 1S
1,897.00 1$
6,415.20 1 $
_ _- __
lonsite Computer
I$
1,500.00 $
1,475.00 l $
- I$
j Flowers for Awards Pavilion
J $
6,500.00 i $
6,500.00 $
7,500.00 $
5,500.00
1Back Office Support (at Event)
- - -__
1$
3 ,7so:oo 1 S
3, 750.00 L$
$
~ !Architect ural Expense
I$
940.00 ! $
940.00 l $
- 1$
-~site, Domains, Etc.
__
1 $
2,700.0~ $
2,647.00 j $
3,645 .18 1 $
1,410m
'Advertising
i$
- 1$
- 1$
5,500.00 j $
2,287.57
Event Pins
___j_s_
950.00 ~ $
933.00 I $
929.55 $
930.05
I
$
1,888.00 1 $
1,888.00 J $
2,320.00 I $
Carmel PO Overtime
-I
--Additional Security
1$
1,500.00 I $
1,500.00 I $
1,500.00 j $
1,360.00
Misc. Cash/ Gratuity
$
1,000.00 1 $
1,000.00 $
1,000.00 ; $
1,400.00
IAccounting I Tax Prep
j$
600.00 l $
600.00 l $
1,600.00 $
1--J..udio Visual
I $
20,900.00 lS - 20,843.001$
22,270.00 $
11,150.00
Carmel Business License
I$
130.00 I $
127.00 ! $
122.69 $
12l .V
~ - !Insurance
I_S__ 2,060.00
2,055.00 $
2,050.00 $
. . 592.00
Chamber of Commerce Membership
I$
410.00 $
405.00 ! $
395.00 $
395.00
1survey
j $
__
3,800.00 I $
Rental Car, Airline Tickets, Misc.
1$ _
5,710.00 j $
5,708.00 ! $
4,717.931$
3,162.04
Judges, Volunt eers, Staging Team Hospitality
$
7,000.00 I $
7,000.00 $
- I$
4,913.39
!$
3,000.00 ! $
3,000.00 ~ $
..:.._1_$
855.00
1Gifts for Judges
I$
2,000.00 ! $
2,000.00 ; $- - Us1.14 1 $
.Gifts for Entrants
1
/Volunteer & Judge Hats
I$
$
___ - 1 $
- ~
1,819.5_~
Pre-Event and Event F&B Hospitality
I$
7,300.00 1 $
7,283.00 $
7,004.6~_$
4,913.39
LJ Con~ulting/Legc:I Services
_ ___
_$
920.00
1
,_ ! Shipping _ _ _
J $
:__]. $
_-__ ! $
l58.93 $
285.83
!Labor
I$
- !$
- !$
$
347.00
1
-
------=---
is
!_s___
J
-____u_
----rs-
----rs---_
1
I$ 157,743.00 : $ 160,969.00 i $
--1Pie;se note that never has any value for principals or any back ~ffice cost or home ~~~ -included.!_
I ITOTAL EXPENSES
*Construct awards pavilion, rental chairs, refuse handling, street /ayou~ ___ __
1
jgarbage can set up, storage and delivery of event supplies, misc.
__:__
!s
If -
148,117.7~ ,
~2,0~3~1-
1 - - - -- - - _~- ___-.-i-t-

Agenda Item: 4.J
Page 77
-Eligible for a
Estimated Fees for Concurs on the Avenue 2015
Fee Waiver
Spe cial Event Processing Fee (non Refundable)
Not Eligible for

a Waiver
$155.00
Devendorf/Street Damage Deposits (350/200) .

Refundable if no damage found
$550.00
Block closures ($365 per block) 18 blocks
6,570.00
Sound Permit
27.00
1,950.00
. No Parking Signs (250) @ $3.00 each
750.00
A-Frame s (10)@ $25.00 each
250.00
Barricades (30) at $65 each
Tent inspection Fees (5 Tents)-from Mry Fire Dept.

(e stimate)
$750.00
3- yard dumpsters ($87 each) 4 needed*
$174.00
Portable toi lets (one unit: 2 deluxe & one ADA, plus
handwashing sta t ion). $671 .06/ unit. 5 units. *
$1,676.65
Devendorf Park Rental from August 10 at 8 a.m. to

August 12 at 6 p.m. (total 32 hours)
Devendorf Rental for first four hours is $400
Devendorf Renta l after first four hours= $300
per hour thereafter
PD overtime: 6 officers, total 58 hours, $119/hr
400.00
8,400.00
$6,902 .00
PD overtime: 2 Community Svcs Officer/Parking Svcs

$960.00
Officer, total 12 hours, $80/ hr

TOTAL
18,347.00
$11,167.65
*City will split costs of dumpsters and portable
Total COlA
restrooms V'Jith COTA. 50% reduct ion in COTA costs
Fvent Fees:
29,514.65
reflected above .
r--
Additional Concours on the Avenue event costs

incurred by the City
50% of portable Restrooms
$1,676 .65
SO% of du mpsters
10 p arki ng st alls for por_table restrooms
$2,000.00
4 parki ng stalls fOI' dumpsters
rp-~~i c
$174.00
$800.00
Works regula r st aff/ hours allocated to event, 4
staff, 8 hrs each, @$53

Cor nm unity Activities staff comp time: 3 hours@ $3 4/hr
$1 ,696.00
$102.00

Agenda Item: 4.J
Page 78
/.- -.
(,
Community Activities staff regular hours allocated to
event: 3 hours @$34/hr, 2 hours @ $51/hr

TOTAL
$102 .00
$6,550.65

Agenda Item: 4.J
Page 79

Agenda Item: 4.J
Page 80

Agenda Item: 4.J
Page 81

Agenda Item: 4.J
Page 82

Agenda Item: 4.J
Page 83
J '"
(\
. f ,..
~-
r if . t ...--'\' .
Dear City Council, city staff and the Community Activities

Commission:
We are writing to express our strong desire for all of you to support
the Concours on the Avenue and the Thursday show of Concours
d' Elegance cars from Pebble Beach.
We view both as providing excitement and joy to our town. We
especially believe that Concours on the Avenue should benefit from
reduced fees, both because it provides pleasure for us locals and the
generous $250,000 it has raised for the Carmel Foundation. We hope
that they will be treated with graciousness and a sense of
cooperation that needs to return to city business.
If ever special consideration should be given, the Concours on the
Avenue would be a very appropriate recipient.

Agenda Item: 4.J
Page 84
Dear City Council, city staff and the Community Activities

Commission :
We are writing to express our strong desire for all of you to support
the Concours on the Avenue and the Thursday show of Concours
d'Eiegance cars from Pebble Beach.
We view both as providing excitement and joy to our town. We
especially believe that Concours on the Avenue should benefit from
reduced fees, both because it provides pleasure for us locals and the
generous $250,000 it has raised for the Carmel Foundation. We hope
that they will be treated with graciousness and a sense of
cooperation that needs to return to city business.
If ever special consideration should be given, the Concours on the
Avenue would be a very appropriate recipient.
Sincerely,

Agenda Item: 4.J
Page 85
Janet Bombard
From:
Sent:
To:
Subject:
Barbara Livingston <green.gardens@att.net>

Thursday, April 09, 2015 4:20 PM
Janet Bombard
CCAC meeting
Dear CCAC members,

Than k you for the valuable work you have done and are doing with regards to fees, waicvers and other items related to
special events.. Your report, read to the city council on Monday was excellent. I have the following observat ions which 1
presented tha t night.
1. To what makes a quality event, I would add : One that is fully funded
2. To what event organizers should do with their p[rofits, I would change to: A Profits realiszed from the event should
first be used to pay back the city for waivers and expenses associated w it h event and remainder given to non-profit in
Carmel.
This would make it certain tha t taxpayers do not subsidize the event. If the city want ed to grant funds to the nonprofit it cou ld
do that on its own. So all expenses and fees, waived by the city, must be returned. This will satisfy taxpapers.
3. It is important to ascertain the carrying capacity of CBTS- how to do that? Start with number of hotel rooms, number
of restaurants seats,
number of cars entering our village. Councilmember Beach suggested laying those " hose" monitors across the major
entrances into
the village to count the number of cars on a busy event day. Anothe wayu to determine carrying capacigty is to count
the number of parking spaces available . With some streets restricted to parking on one side only a shortage of available
spaces w ill be dramaticaly increased. Even adding 500 spaces at the M ission will not help that much.
5. Your report said that lastyear, 1500-2000 visitors attended Tuesday and Thursd ay of Car Week. This year, it is
reported, that we should expect 5000. Council is looking forward to the anticipated revenues from tsuch a la rge crowd,
but I have to point out that a. there are not thast manuy hotel rooms or b. that many restaurant seats to accommodate
such a drowd. E:;st n~ ia lly these
5000 visitors will be housed and fed at ot her cities on the Monterey Pen insujla . So the huge influx of visi tors who will
choke out
streets w ill not leave here spending any money. We know that the ret ail shops suffer from lack of customers during
these busy days.
Tha nk you for your important work and for considering my comment s which rep re sent the thin king of the Board of the
Carmel Residents Association.
Barbara
Again, please forgive the many typing errors. Deciphering t hs ema il will be challenging.
Barbara Livingston
P.O.Box 6025
Ca rmel, CA 93921
E. green.gardens@att. net
P. 83 1.626.1610

Agenda Item: 4.J
Page 86
Janet Bombard
From:
Sent:
To:
Cc:
Subject:
Barbara Livingston <green.gardens@att.net >

Monday, March 23, 2015 2:52 PM
Janet Bombard
Jason Burnett; Carrie Theis; Doug Schmitz; Steve Dallas Cou ncil; Victoria Beach Council;
Ken Talmage Council
CCAC mmeting Tuesday
Hi Janet. Would you please forwa rd this email to thee members of t he CCAC for me, please.
Dear CCAC members,
I am em ailing w ith regard to page 24 of your agenda packet for tomorrow's meeting. It references Mr. Friedman's desire
to use Devendorf Park fo r a 3 day marketing venture. Our public parks and open spaces are not to be used usd for
commercial purposes. Perhaps one day would be permissible, ub ce rtainlyno more than t hat.
Also I understand that Mr. Friedman is seeking waivers from the fee structure which you and the icy council have
imposed on persons or groups wish in go use our public spaces. We have a policy in place which should be uphe ld.
Thankk you for conside ring my thoughts.
Barbara
Please excuse typing errors
Barbara Livingston
P.O.Box 6025
Carmel, CA 93921
E. green.gardens@att .net
P. 831.626.1610
~I
IJ

Agenda Item: 4.J
Page 87

4.J Special Events

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4.J Special Events

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CITY OF CARMEL-BY-THE-SEA

Honorable Mayor, Members of the City Council

Douglas J. Schmitz, City Administrator

EXECUTIVE SUMMARY: See Attached

ANALYSIS/DISCUSSION: See Attached

Staff Report from Doug Schmitz, City Administrator

City Council discretionary budget for fee

Council Meeting Date: May 4, 2015

Honorable Mayor and Members of the City Council

Douglas J. Schmitz, City Administrator

Concours on the Avenue/Run in the Name of Love Special Event

Council Meeting Date: May 4, 2015

Council Meeting Date: May 4, 2015

Council Meeting Date: May 4, 2015

Honorable Mayor, Members of the City Council,

Janet Bombard, Library and Community Activities Director

Receive staff report and Community Activities and Cultural Commission

Council Meeting Date: May 4, 2015

City Council discretionary budget for fee

Council Meeting Date: May 4, 2015

COMMUNITY ACTIVITIES AND CULTURAL COMMISSION

Community Activities and Cultural Commissioners

Janet Bombard , Library and Community Activities Director

Consider a request for a waiver of fees , and provide recommendation to

Council Meeting Date: May 4, 2015

A [TACH t'v1. EA.JT A

Council Meeting Date: May 4, 2015

DOCUMENTATION REQUIRED WITH WAIVER REQUEST- RUN IN THE NAME OF

Detailed scope of the event

ADDITION:4L DOCUMENTATION REQUIRED FOR ESTABLISHED EVENTS THAT

Past financial statements since inception of event. *

Council Meeting Date: May 4, 2015

Estimated Fees for 2015 Run in the Name of Love

Not Eligible for a

Run in the Name of Love

Block Closures (6) $365/blk

Barricades (12) @ $65 each

No Parking/Detour signs $3 each (200)

3-Del Mar Parking Lot/2-San Carlos bet 8-10/

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

2 Outside Labor Staff (4 hrs each)@ $18/hr

Note: Traffic cones will be provided by event

Council Meeting Date: May 4, 2015

5th Annual Run in the Name of Love 5K and 2K

January 13, 2015

DATEffiME OF EVENT: June 21,2015 - 7:30AM - 9:00AM- Sunset Center (Start)

The Big Sur International Marathon

Doug Thurston, Race Director

Phone: 8311625.6226; Cell: 916/802.7668

3618 The Bamyard/PO Box 222620, Carmel, CA 93922

Beginning at Sunset Center, Ending at Del Mar Parking Lot

ESTIMATED ATTENDANCE: Participants: 1,200 Runners/300 Walkers (approx.)

Free XX Pre-sold Ticket _Other (please specify)

_FOR-PROFIT ORGANIZATION (Please make note if there is a charity component to

NOT-for-PROFIT ORGANIZATION\ ID Number: 77-0048388

T1 A c -r/ ~ Et~ -r C..

5'" Annual Run in the Name of Love 5K

Police Personnel I Equipment

Mandatory 2-Police Officers Security/Traffic

$119 per hour - TED

Council Meeting Date: May 4, 2015

51h Annual Run in the Name of Love SK

Public Works Personnel I Equipment

CONDITIONS OF APPROVAL: Approval contingent upon submittal of appropriate insurance