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Home My WebLink AboutWaiver National Multiple Sclerosis Society's Annual Walk-A-Thon I I CITY OF PALM DESERT MEMORANDUM To: Honorable Mayor and Members of the City Council From: Community Affairs Specialist Date: October 26, 2000 Re: WAIVER OF FEES ASSOCIATED WITH NATIONAL MULTIPLE SCLEROSIS SOCIETY WALK-A-THON Recommendation: By Minute Motion, waive fees associated with the National Multiple Sclerosis Society's annual fund raising walk-a-thon scheduled to be held on Saturday,March 31, 2001, at the Palm Desert Civic Center Park. Background: 7 Each year the National Multiple Sclerosis Society sponsors a walk-a-thon to raise fund for programs and services for individuals stricken with this incurable disease and for research projects to develop a cure for MS. This is the third year that the Palm Desert Civic Center has been selected as a host site for this event, which is scheduled to be held on March 31, 2001. Event planners recently met with staff to outline and obtain approval for their proposed activities. Since this event is held for the sole purpose of raising funds, event planners are requesting that the following required fees be waived: a Maintenance Worker($30.00 an hour for ten hours), reservation fee, and administration fee for a total of$460.00. In return of this consideration,the City of Palm Desert will be recognized as an event sponsor on all event publicity and materials. Staff recommends approval of this request,which is to waive the fees associated with this event on March 31, 2001, at a total cost of$460.00. • PATRICIA SCULLY • ' . PAUL S. GIBSON COMMUNIT FAIRS SPECIALIST• TREASURER/DIRECTOR OF FINANCE SHEILA R. G GAN CARLOS L. ORTEGA ACM for COMMUNITY SERVICES/CITY CLERK CITY MANAGER CITY COUNCIL ACTION: APPROVED V DENIED, RECEIVED OTHER MEETIN DATE AYES: NOES- ABSENT. lit/� ABSTAIN: VERIFIED BY* 11 ,f Original on File with Cy (Clerk's Office NATIONAL MULTIPLE SCLERA 3 SOCIETY r Southern California Chapter • Inland Empire Branch 5 East Citrus Avenue,Suite 107 • Redlands,CA 92373 • Tel: 909-307-3388 • 1-800-752-1773 • Fax:909-307-3392 73-710 Fred Waring Drive,Suite 103 • Palm Desert,CA 92260 • Tel: 760-776-5740 • Fax: 760-776-5742 October 6, 2000 Palm Desert City Council Attn: Pat Scully 53-510 Fred Waring Dr. Palm Desert, CA 92260 Dear Mayor and City Council Members: March 31, 2001 the National Multiple Sclerosis Society, Southern California Chapter, Coachella Valley Branch will again hold the annual MS WALK against Multiple Sclerosis (MS). This is a one-day event to benefit individuals with MS and their families. We are asking for use of the area in Civic Park known as the Oak Grove and pavilion#2. We estimate approximately 300-400 walkers and volunteers will participate in the 5k-10K walks through Civic Park. The schedule of events is as follows: ➢ Friday, March 30—Rental equipment, canopies, tables, chairs, will arrive in the afternoon and be set up. This procedure is the same as in years past. We will provide security from the time the equipment arrives until the end of the event. ➢ Saturday, March 31 — Staff and volunteers will begin arriving at 5:30am. Set up will begin. At 7:00am registration of walkers will begin, booth sponsors and radio station KPLM will arrive and set up. We understand that no amplified sound may be used due to the proximity of the residential area. This has not been a problem in the past. After a brief warm-up and opening comments, the walk will begin at 9:00am. By 2:00pm the walk will have concluded, awards distributed, equipment picked-up and the park cleaned to its pre-event condition. For the Board of Directors and the event committee, I am requesting that all fees associated with the Coachella Valley MS Walk site be waived. These would include any administrative fees, rental fees and overtime incurred by city employees. We expect this event will gross over$20,000 through walker pledges, with all proceeds being used to fund research projects to find the cause and cure for MS and programs and services for the 400+individuals with MS and their families in the Coachella living with MS on a day-to-day basis. I have enclosed the application for park use for your review. We would like to take this opportunity to thank the City of Palm Desert and staff for their past support of this event and for your time and attention to this new request. I look forward to your reply. Please feel free to contact me at 776-5740 should you have any questions or require additional information. Sincerely, Karen A. Winters Field Programs Manager/Walk Coordinator "...to end the devastating effects of multiple sclerosis." Please remember the National Multiple Sclerosis Society in your will. -----"\\.' PALM DESERT 1 1 PALM DESERT COMMUNITY CENTER CITY OF PALM DESERT ' 1.:?-- -: `• 73-510 Fred Waring Drive ` 43 900 San Pablo Desert,CA 92260 CIVIC CENTER PARK Palm Desert,CA 92260 % '?,' r Tel: (619)346.0611 P * Tel: (619)566-9697 MOW APPLICATION FOR USE OF FACILITIES & SPECIAL EVENTS ORGANIZATION/GROUP PHONE r„ National Multiple Sclerosis Society 776-5740 W ADDRESS PERSON(S)IN CHARGE E 73710 Fred Waring Dr., Ste. 103, Palm Desert, CA 92260 Karen Winters Q Wail 1, 2001 START (a.mlp.n :3 0am FINISH(a.m./p.m.)2•o0pm SIZE OF GRtdo-400 LL 1VLarGt1 J LL ADMISSION FEES RGED? CONTRIBp014S SOLICI ED? OF EVENT / 0 YES/ ,O E NO fJke/ S eUBL /PRIVATE tg Oak Grove area of Civic Park cc co LOCATION(Please indicate facility requested): tl PAVILLION BALLFIELD BASKETBALL CT. TENNIS CT. VOLLEYBALL CT. AMPHITHEATER O 2 NO. NO. NO. NO. NO. Q - aalkTevent through Civic Park to raise funds for programs and services for individuals with MS and their a• families and for research to find the cause and cure for multiple sclerosis. This application when properly filled out,approved,and signed by the City Manager or his authorized representative becomes a permit to use the facilities described for the times and purposes herein setforth.The applicant agrees to abide by the terms,rules and regulations of this permit as set forth on the attached sheet and other regulations of the CVR&PD and the City of Palm Desert established for the use of these premises and to pay such fees as may be required. Z I,the undersigned,in consideration of the use of the above noted premises,hereby agree to abide by and enforce all the rules and regulation u.I pertaining to the use of the facilities requested,and to save and hold harmless and idemnity the Coachella Valley Recreation and Park District, w and the City of Palm Desert and its representatives from any and all claims of liability resulting from use of such facilities,while under my w organization's jurisdiction. cc (7 < I further agree that I will be personally responsible in case of damage to any part of the facility being used by me or the organization I represent. We will pay for repairs or replacement of any item damaged during usage of said facility,and will provide all necessary labor or cost to return the facilities to a clean and orderly condition. 2144r� LeiZ -1i2 /0/57'4o Signatur of Applicant Date RESERVATIONI $ CERTIFICATE OF INSURANCE FIELD $ YES/NO ADMINISTRATION COMMENTS LIGHTS AMPLIFIED SOUND BASES OTHER FEES FIELD PREPARATION SUB-TOTAL $ SCORE BOARD OTHER FEES CLEANING DEPOSIT DATE PAYMENT REC'D: DEPOSIT RECEIPT NO. TOTAL $ CASH CHECK NO. TOTAL $ DEPOSIT FORFEIT FEES FACILITY DAMAGE(Cost of repair) PARK LEFT DIRTY W/TRASH&DEBRIS $30.00/HOUR 1DIRECTOR OF PUBLIC WORKS CITY MANAGER PARKS SUPERVISOR SPECIAL EVENTS COORDINATOR CONDITIONS DATE APPROVED WHITE-City of Palm Desert YELLOW-CVR&PD PINK-Applicant Palm Desert Civic Center Park Reservation Application: Accepted no later than 30 days and no earlier than 120 days prior to request date. Fees: • Administration fee and reservation fee due at time of application. • Cleaning deposit and other fees due upon issuing permit, no later than 7 days prior to scheduled request date. • Balance of cleaning deposit shall be refunded within fifteen days after event. • All collected fees and deposits, except administration fee, shall be refunded upon receipt of a written notification of cancellation and received one day (24 hours) prior to the permitted event and no public funds were expended. Notification shall be made to: Director, DPW/Park Reservation Palm Desert Community Center 43-900 San Pablo Avenue Palm Desert, CA 92260 All collected fees and deposits, will be refunded if the application for use is denied by the Director. Rules: All park users agree to abide by the rues and provisions outlined in the Palm Desert Municipal Code Chapter 11.01. Special attention should be made to the following: • No alcohol in park • No vehicles allowed in park • No swimming or fishing in lagoon • No amplified sound without special permit • Park curfew is 11:00 p.m. Applicants shall be held responsible to see that all park rules are enforced. The undersigned has been provided a copy of the Municipal Code for review prior to submitting an application for use of facilities. Facility User: 74<19 e A.) bc) rrt-6/-s Print Name Authorized CVRPD Signature Signature Date