HomeMy WebLinkAboutSponsor - YMCA - Triathlon - 5K Run-Walk - Oct 12the
May 6, 2014
Mr. John Wohlmuth, City Manager
City of Palm Desert
73-510 Fred Waring Dr.
Palm Desert, CA 92260
Dear John,
FOR YOUTH DEVELOPMENT
FOR HEALTHY LIVING
FOR SOCIAL RESPONSIBILITY
Family YMCA of the Desert is in the process of planning a special event to take place on Sunday, October 12, 2014,
at the Palm Desert Civic Center Park.
The event, tentatively titled "Y Be Fit — Palm Desert Mayor's Run," is intended to promote health and fitness. Here
are a few of the planned activities:
• Reverse mini -triathlon
• Individual and team entries
• 5K Run/Walk
• 1K Color Run
• Pool fun at the Aquatics Center
• Family activities
• Music, contests, prizes
• Health & fitness oriented vendors
As you can see, there are a variety of options. This event is designed to appeal to a broad range of participants.
The reverse mini -triathlon will appeal to the serious athlete, many from Southern California and beyond. We also
plan to reach out to our marines at 29 Palms. The 5K Run/Walk will appeal to the serious runner, as well as to
many people that simply choose to walk, such as parents with children, seniors, folks with special needs, etc. And
the 1K Color Run will appeal to children and families, as well as teenagers.
In addition to promoting health and fitness, the event is expected to bring in out-of-town visitors. The unique
nature of a reverse mini -triathlon, in particular, is expected to attract out-of-town athletes. Further, the event has
significant potential to grow, very possibly into a two-day health and fitness fair at some point in the future.
A preliminary budget is enclosed. It is very preliminary, and will be updated as we move forward. Based on 600
participants in the first year, our costs are expected to be $35,100.
FAMILY YMCA OF THE DESERT
43-930 San Pablo Ave., Palm Desert, CA 92260
760-341-9622 Fax: 760-779-9651
FOR YOUTH DEVELOPMENT
FOR HEALTHY LIVING
FOR SOUAL RESPONSIBIUTY
We would like to invite the City of Palm Desert to be a Title Sponsor. We would further request that the City make
a three (3) year commitment to this event. This is needed in order to allow the event an opportunity to prove its
potential.
The requested annual investment is $25,000 in cash and/or in kind. It is expected that the City can provide services
valued at $15,000, with the remaining $10,000 as a cash contribution. In exchange for its investment, the Y will
partner with City staff, particularly in the areas of marketing and planning, to ensure that the event is as successful
and beneficial to the City as possible.
Thank -you for your consideration. We welcome your input, and look forward to the possibility of working together
on this very special project.
Sabby loriat an
Family YMCA f the Desert - Board of Directors
FAMILY YMCA OF THE DESERT
43-930 San Pablo Ave., Palm Desert, CA 92260
760-341-9622 Fax: 760-779-9651
FAMILY YMCA OF THE DESERT
Y BE FIT EVENT
PRELIMINARY BUDGET - MAY 6, 2014
Advertising $ 2,000
Artwork/Graphics 500
Awards 1,000
Balloons/Decorations 250
Bike Racks 800
Direct Mail/Postage 500
Equipment Rental - Light Towers 250
Equipment Rental - Miscellaneous 100
Equipment Rental - Porto Potties 1,500
Equipment Rental - U Haul Truck 200
Finisher Medals 1,500
Insurance - Event Specific 2,500
Lifeguards 250
Medical AMR 500
Medical Nurse 250
Miscellaneous 200
Music/DJ 400
Permit Fees/Venue 2,000
Police & Public Works 3,000
Post -race Foods 250
Printing 500
Production Fee - Klein & Clark 7,500
Race Announcer 350
Race Bibs 400
Race Supplies 300
Radios/Communication 100
Timing Chips 3,000
Traffic Control 1,500
T-shirts 3,000
Web Site 500
$ 35,100
CITY OF PALM DESERT
CITY MANAGER'S OFFICE
STAFF REPORT
REQUEST: CONSIDERATION OF APPROVAL OF A SPONSORSHIP REQUEST
BY THE FAMILY YMCA OF THE DESERT IN AN AMOUNT NOT TO
EXCEED $20,000.00 TO PRODUCE A SPECIAL EVENT IN THE CIVIC
CENTER PARK TO INCLUDE A REVERSE TRIATHLON, 5K
RUN/WALK, AND CHILDREN'S/FAMILY COLOR RUN TO BE HELD
ON SUNDAY OCTOBER 12, 2014.
SUBMITTED BY: Ryan Stendell, Senior Management Analyst
DATE: June 12, 2014
CONTENTS: Correspondence from the Family YMCA of the Desert
Recommendation
By Minute Motion:
1. Authorize the sponsorship request in an amount not to exceed $20,000.00
to produce a special event in the Civic Center Park to include a Reverse
Triathlon, 5k Run/Walk, and Children's/Family Color Run and;
2. Appropriate $20,000.00 from unobligated General Fund monies to account
number 110-4416-414-3062 (City Sponsored Events) for this expense.
Backaround
The Family YMCA of the Desert (YMCA) approached staff in April with the concept of
hosting a special event in the Civic Center Park in October which could include numerous
large events, and activities. The events would include:
1. Reverse Triathlon utilizing the Palm Desert Aquatic Center
2. 5k Run/Waik (conceptually being called the Mayors Run)
3. 1k Children's / Family Color Run
The YMCA's intent is to attract various user categories, from fitness enthusiasts to children
and families. In conjunction with the events the YMCA will host a vendor area where
attendees could learn about recreation, fitness, sporting goods/wares, and other beneficial
serviced Their vision is to host an event which would showcase all varieties of healthy
living.
Staff Report
Family YMCA of the Desert, Sponsorship Request
June 12, 2014
Page 2 of 2
The YMCA has requested a three year commitment from the City with this event, as they
believe this event has tremendous growth potential. Staff has met with the YMCA and is
supportive of a three year commitment, however, is recommending the Council review the
sponsorship amount every year. Staff's opinion is that this will be a very nice community
event that could grow into a regional event attracting participants from outside of the area.
Fiscal Analysis
The YMCA presented a draft budget to the City indicating total expenses of $35,100 for the
first year event (see attached correspondence). They are requesting a sponsorship in the
amount of $25,000, inclusive of $15,000 in -kind support and $10,000 cash contribution.
Requested in -kind costs are inclusive of:
1. PR/Marketing/Branding/Website/Social Media Campaign
2. Traffic Control/Street Closure Plans
3. Police Services
4. Park Use Fees & Permit Fee's
5. Burrtec Services
After reviewing the proposed budget, staff is recommending a total contribution not to
exceed $20,000 which includes a $15,000 in -kind budget and a $5,000 cash contribution to
the YMCA. The YMCA is supportive of this amount and excited to work with staff on this
project.
Staff's recommendation is to utilize un-programmed General Fund monies for this request.
Staff has conservatively estimated the in -kind funding budget at $15,000 and will manage
those funds directly. It is likely the total funds expended will be Tess than the approved
amount by the City Council.
Submitted By:
Ryan Stendell
Senior Management Analyst
Appr
M. Wohlmuth, City Manager
Reviewed and Concur:
epp ,i q ✓ (*finance
APPROVED DENTED
RECEIVED OTHER
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ABSENT:. Nril?
ABSTAIN:
VERIFIED BY:111k,
Original on File with City`Clerk's Office
* Approved a' amended, in the amount of $25,000. 5--0