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Home My WebLink AboutPDCMS Panther 5K - Sunday, Jan 24, 2017t CITY OF PALM DESERT SPECIAL PROGRAMS DEPARTMENT STAFF REPORT REQUEST: Approval of Palm Desert Charter Middle School's 2017 Panther 5K SUBMITTED BY: Amy Lawrence, Program and Events Specialist APPLICANT: Palm Desert Charter Middle School Mr. Chris Geyer, Assistant Principal 74200 Rutledge Way Palm Desert, CA 92260 DATE: April 14, 2016 CONTENT: None Recommendation By Minute Motion, approve the following: 1. Palm Desert Charter Middle School's Panther 5K scheduled for Sunday, January 24, 2017; and 2. Road closures on El Paseo between Highway 74 and Portola Avenue. Strategic Plan Obiective Approval of the 2017 Panther 5K event would impact the following Parks and Recreation priority as specified in the 2013-2033 Strategic Plan, Envision Palm Desert — Forward Together: • Priority 3: Make recreational and exercise opportunities available in all public spaces. Discussion Palm Desert Charter Middle School (PDCMS) is requesting to hold their Fifth Annual Panther 5K Run/Walk on Sunday, January 24, 2017, utilizing the City's certified course on El Paseo with road closures between Highway 74 and Portola Avenue. Last year's Panther 5K saw 778 entrants and 657 participants and was very successful in raising funds for the school while encouraging adults, kids, and families to participate in a healthy activity. As a refresher, at its meeting of April 25, 2013, City Council approved a total of six events that require road closures on El Paseo annually, and, in 2014, City Council approved the PDCMS Panther 5K as one of these six events. With regard to the City's certified 5K course, in effort to lessen the event's impact on the Hotel Paseo STAFF REPORT PALM DESERT CHARTER MIDDLE SCHOOL'S 2017 PANTHER 5K APRIL 14, 2016 PAGE 3 development, staff is currently working on reconfiguration of the course to move the start/finish line and main event area to the south side of El Paseo at San Pablo. The Panther 5K will be the second event to utilize the new course (Thanksgiving 5K will be the first), which will require minimal changes to the overall traffic control plan. With this new course, event organizers will be conditioned to notify nearby residents in advance of the event and will also work with the Gardens on El Paseo management on approval to place portable restrooms, sinks, and trash/recycle bins in the El Paseo Village parking lot. As with previous events, for safety precautions, hard closures will be utilized at all major intersections and sworn police officers will be required at designated locations along the route. For 2017, as with the last event, set-up will begin around 4 a.m. and all road closures and event clean-up will be completed by 10 a.m. — actual run time will be from 7:30 a.m. to 9:30 a.m. According to the City's El Paseo staff liaison, Ruth Ann Moore, there were no complaints from the merchants regarding the 2016 event and on March 17, 2016, the El Paseo Business Improvement District Board of Directors unanimously recommended the closing of the street for the 2017 Panther 5K. Fiscal Analysis There is no fiscal impact to the City associated with this request. Palm Desert Charter Middle School will be responsible for all costs related to the event Submitted By: akl�-14�q�q Amy Lkhrence Program and Events Specialist Reviewed By: Frarkie Riddle Direc Special Programs Approval: �Tr Rudy . Acosta Acting City Manager CITY OF PALM DESERT SPECIAL PROGRAMS DEPARTMENT INTEROFFICE MEMORANDUM TO: Honorable Mayor, Members of the City Council, and,Acting City Manager FROM: Amy Lawrence, Program and Events Specialist DATE: April 11, 2016 SUBJECT: PANTHER 51K AND PALM DESERT HALF MARATHON INFORMATION Please note that the correct date of the Panther 5K is Sunday, January 22, 2017, not January 24, as indicated on the staff report. 2. Below is my response to Councilmember Jonathan's request for a financial summary for the 2016 Palm Desert Half Marathon: — I spoke with Matt Sills (event producer) and he said that he is still working on the P&L summary for the 2016 event, as well as the budget for the 2017 event. He said unfortunately neither will be completed by the time of the meeting. For background purposes, last year Matt Sills with Southland Events purchased the Palm Springs Half Marathon from Greg Klein with Klein Clark Sports. Unfortunately, talks about moving the event from Palm Springs to Palm Desert occurred late in the year and by the time it was formally approved in September, it left only a short window of time to promote the event and its change of location. That together with moving the well -established event from Palm Springs to Palm Desert resulted in lesser attendance than they would have liked to see in their first year, i.e. the Palm Springs Half Marathon averaged about 2,000 participants, whereas, in its first year, the Palm Desert Half Marathon saw 968 entrants. It is my understanding that when Mr. Sills and Mr. Klein approached John Wohlmuth and Ryan Stendell about moving the event to Palm Desert, a sponsorship (of W 2< possibly two years) was discussed due to the inherent risk of moving the event to ti� _• Palm Desert after operating in Palm Springs for 18 years. Rather than provide Ujcl = the event producer with a $5,000 direct sponsorship, the City opted to pay for the +U Q cost of police services utilized during the event in an amount up to $5,000 - total opaid by the City to RSO for these services for the 2016 event was $4,689.63. e,,e_= cm ...+ ,a While Mr. Sills is unable to provide the financial summary you are requesting for the 2016 event, if the sponsorship for 2017 is approved, I can request Mr. Sills N submit the P&L summary for subsequent events prior to requesting sponsorships in the future. Also, Mr. Sills plans to attend the meeting on Thursday should you have any questions for him.