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CITY OF PALM DESERT
SPECIAL PROGRAMS DEPARTMENT
STAFF REPORT
REQUEST: APPROVAL OF FAMILY YMCA OF THE DESERT'S 2017 Y-BE-FIT
PALM DESERT CHALLENGE EVENT AND SPONSORSHIP
SUBMITTED BY: Amy Lawrence, Management Analyst
APPLICANT: Family YMCA of the Desert
Mr. Rob Ballew, CEO/Executive Director
43930 San Pablo Ave.
Palm Desert, California 92260
DATE: June 8, 2017
CONTENTS: Correspondence from the Family YMCA of the Desert
Recommendation
By Minute Motion, approve the following:
1. Family YMCA of the Desert's Y-Be-Fit Palm Desert Challenge scheduled for
Sunday, October 1, 2017;
2. Proposed event route and road closures;
3. Temporary waiver to Palm Desert Municipal Code (PDMC) Section 11.01.140
(Amplified Sound); and
4. Preapprove and authorize expenditure of sponsorship funds in an amount not to
exceed $25,000 from Account No. 1104416-4306201.
Strategic Plan Objective
Approval of the Family YMCA of the Desert's 2017 Y-Be-Fit Palm Desert Challenge event
and sponsorship would help address the following priorities as specified in the 2013-2033
Strategic Plan, Envision Palm Desert- Forward Together.
- Parks and Recreation Priority 3: Make recreational and exercise opportunities
available in all public spaces.
- Economic Development Priority 3: Create and attract entertainment and events to
enhance and expand the Palm Desert economy and lifestyle.
- Tourism and Marketing Priority 2: Grow existing events and develop new events to
enhance the desirability of Palm Desert as a year round destination.
STAFF REPORT
APPROVAL OF FAMILY YMCA OF THE DESERT'S 2017 Y-BE-FIT PALM DESERT
CHALLENGE EVENT AND SPONSORSHIP
JUNE 8, 2017
PAGE 2
Discussion
The Family YMCA of the Desert (YMCA) is requesting to hold their 4th annual Y-Be-Fit Palm
Desert Challenge on Sunday, October 1, 2017. This date has no existing conflicts with area
events. The event will consist of a reverse mini-triathlon (utilizing the Palm Desert Aquatic
Center, the Civic Center Park, and city roadways), a 5K, and a 1K Color Run. In addition,
the YMCA will host a vendor expo where attendees can learn about recreation, fitness,
sporting goods/wares, and other beneficial services. The YMCA's intent is to attract various
participants ranging from fitness enthusiasts to children and families to an event which
showcases all varieties of healthy living.
As for location, the event will begin at the Civic Center Park and end on the Palm Desert
Aquatic Center pool deck where pre and post activities will take place. Scheduled pre and
post activities include DJ/prerecorded music and an award ceremony (both of which require
temporary waiver to Palm Desert Municipal Code (PDMC) Section 11.01.140 for amplified
sound.)
Provided below are pertinent details relative to the courses, public safety, and traffic control
for the event:
• Reverse Mini-Triathlon: The reverse mini-triathlon course will begin and end at the
Palm Desert Aquatic Center. The running portion will require full closure of Magnesia
Falls Drive from Portola Avenue to Monterey Avenue. The cycling course will also
require closure of the lane adjacent to the curb at the following locations: northbound
Monterey Avenue from Magnesia Falls to Gerald Ford Drive, eastbound Gerald Ford
Drive to Portola Avenue, and southbound Portola Avenue to Magnesia Falls Drive.
• 5K Course: The 5K course will begin and end at the Palm Desert Civic Center Park
and will include use of Magnesia Falls Drive between the entrance to the Palm
Desert Aquatic Center to Monterey Avenue and San Pablo Avenue from Magnesia
Falls Drive to Fred Waring Drive.
• 1K Color Run: This will require no street closures as the course is contained within
the Civic Center Park.
• Public Safety: Police services are required for this event in order to ensure public
safety on the road. For 2016, the Palm Desert Citizens on Patrol (COPS) volunteers
and other volunteers were utilized along the course to help offset the cost of public
safety services. Upon approval of the 2017 event, staff will work with the YMCA and
the police and fire departments to ensure that an appropriate level of traffic control
and public safety services are planned for the event.
• Traffic Control: Upon approval of the 2017 event, staff will work with the YMCA and
appropriate City departments to ensure approval of a finalized traffic control plan.
Where possible, the road closures/barricades setup along the course will allow
STAFF REPORT
APPROVAL OF FAMILY YMCA OF THE DESERT'S 2017 Y-BE-FIT PALM DESERT
CHALLENGE EVENT AND SPONSORSHIP
JUNE 8, 2017
PAGE 3
residents/drivers to proceed through with the assistance of a designated public
safety officer/COPS volunteer. In addition, traffic control cleanup will follow the last
participant to ensure that roads open in a timely manner.
Fiscal Analysis
The Y-Be-Fit Palm Desert Challenge sponsorship level discussed during recent budget
study sessions was $20,000, which is a $5,000 decrease from the previous three years.
However, staff has received additional information from the YMCA which supports raising
this level back to $25,000 for the 2017 event. This higher amount allows the City to be the
title sponsor from which secondary sponsorships can be teed off at supporting levels. The
City's sponsorship then triggers others to sponsor the event at levels that will leverage an
even greater re-investment in future events and in the community at large. Additionally,
YMCA representatives correctly note that the dramatically increasing multi-generational
participation in the event leads to a marked increase in the cost of producing it. For these
reasons, staff supports funding at the $25,000 level (breakdown — $10,000 payable to the
Family YMCA of the Desert and up to $15,000 payable to various vendors for police
services, traffic control, special event insurance, etc.) With approval, that amount will be
included in the FY 2017/18 budget, Account No. 1104416-4306201.
Submitted By:
akd
Amy La ence, Manageme t Analyst
Reviewed:
Frankie iddle, D e or of pecial Programs
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Janet Moore D' ec of Finance
Approval:
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Lauri Aylaian, City Manager
the FOR YOUTH DEVELOPMENT
FOR HEALTHY UVING
FOR SOCIAL RESPONSIBIUTY
May 31, 2017
Ms. Lauri Aylaian
City Manager
City of Palm Desert •
73-510 Fred Waring Dr.
Palm Desert, CA 92260
Dear Lauri,
Thank you to the City of Palm Desert for its support of the upcoming 2017 Y Be Fit Palm Desert Challenge
Triathlon, 5K and Color Run. Although we are grateful for the City's sponsorship in the amount of$20,000,
it is our hope that the City would reconsider our request for the total $25,000 for the following reasons:
• Sponsorship levels are teed off the Title Sponsorship of$25,000. Lowering the Title Sponsorship to
$20,000 will necessitate lowering the other sponsorship levels, which will reduce the overall funds
raised.
• Y Be Fit is one of the Y's significant fundraisers. Having the City of Palm Desert as the title sponsor
triggers other sponsorships.
• All funds raised by this event are reinvested in the community, mostly for the Palm Desert residents.
• In addition to raising funds, this event seeks to raise awareness of physical fitness and healthy
eating. This goal is consistent with the City's image as a healthy place to live, work, and visit.
• While not at the level of the City's signature events, this event does draw significant participants,
with attendance more than doubling in its first three years. Also of note is that participants are
multi-generational, from infants to super seniors. In addition, the Twenty-Nine Palms military
service members are provided free entry, transportation and lunch.
• The City's sponsorship of this event is part cash contribution ($10K) and part in-kind contribution
($15 K).
The Family YMCA of the Desert appreciates all the City of Palm Desert does for its programs and mission, and
we look forward to another successful Y Be Fit Palm Desert Challenge.
Sincerely,
7
I: 1
ob Ballew
Chief Executive Director
Family YMCA of the Desert
FAMILY YMCA OF THE DESERT
43-930 San Pablo Ave., Palm Desert,CA 92260
760-341-9622 Fax: 760-779-9651
www.ymcaofthedesert.org