carmel art festival 2016 03-01-16
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I
CITY OF CARMEL-BY-THE-SEA
AGENDA BILL
TO:
Honorable Mayor and Members
of
the City Council
Mike Calhoun, Interim City Administrator
FROM:
Janet Bombard, Library and Community Activities Director
AB 1099
March 1 2016
Consent Calendar
SUBJECT:
Consideration of a resolution authorizing 1. the closure of Mission Street between Ocean
and 6
1
h Avenues, and 2. a
fee
waiver in the amount of 1,575 for the 23rd Annual Carmel
Art Festival to be held
May
12 through 15, 2016
AMOUNT OF EXPENDITURE
1,575
AMOUNT BUDGETED
27,500 was budgeted for
grants and subsidies in Fiscal
Year
2015/16. Fund balances
remaining in that line item total 3,150.
APPROPRIATION REQUIRED
1,575
RECOMMENDATION
Authorize the closure of Mission Street between Ocean and 6th Avenues, and a fee waiver in the
amount
of 1,575 for the
3rd
Annual Carmel Art Festival to be held May 12 through 15, 2016.
SUMMARY
The
23r Annual Carmel Art Festival
is
scheduled to take place Thursday,
May
12 through Sunday,
May
15, 2016. As in previous years, event organizers are requesting permission to hold the event on
Mission Street between Ocean and 6th Avenues, necessitating City Council authorization to close the
street.
In order to mitigate additional traffic congestion in the downtown area, event organizers will begin
setting up for the event on Thursday, May 12, after the close of the Thursday Farmer's Market.
Teardown will take place on Sunday, May 15.
Art Festival event organizers had requested a fee waiver in the amount of 3,599; however, all
but
3,150
of
the city's Grants and subsidies budget has been allocated to other special events this fiscal
year.
The
Community Activiti
es
and Cultural Commission considered the fee waiver request at its February 9,
2016 meeting. Taking under consideration the facts that remaining grants and subsidies funds were
limited and there was another special event applicant for sa
id
funds, the Commission voted to send the
following recommendation to Council: approve a fee waiver in the amount of 1,575 for the 23r Annual
Carmel Art Festival.
Page 1
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PRIOR CITY COUNCIL ACTION
The City Council has previously approved fee waivers
in
the amount
o
5,000
in
2015;
12,636
in
2014; 14,930
in
2013; and 12,475 in 2012. Prior to that time the Carmel Art
Festival paid the City a flat fee
o
500 .
ATTACHMENTS
1. Documentation required for a fee waiver, submitted by event organize rs
2. Estimated 2016 Carmel Art Festival Fees
3 City Council Policy C12-02, Event Fee Waivers
4. Resolution
APPROVED
U
\-A
Date
o ~ b J . L
Mike
Interim City Administrator
Page 2
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ATTACHMENT - 1
90
PO Box 7191
Carmel,
CA
93921
Email: carmelartfestival@gmai
l com
Cam1el-by-the-Sea City Council, Mayor Bumett, Heidi Burch (city clerk):
The Cam1el Art Festival requests a waiver
of
Special Event fees
as
we have received in past
years. Without this waiver, the fees will create a financial burden that could cause the festival to
cease.
The
Carmel Art Festival
is
a 50lc3 and exists to raise money for local youth art programs.
Each year, the festival that is produced by volunteers has approximately 100,000 sales
of
Plein
Air
painti
ng
s created during the festival.
Half
of
the
money
is returned to
the
artists.
Out
of
the
remaining
50
,000, the festival must pay for insurance, security, advertising, tents display
panels, entertainment
and
prize money. After the hard costs of the festival, we are thankful
to
have 5,
000
to donate. If
we
have to pay Special Event fees, there will be no money to donate.
Without money to donate, there is no reason for us to continue the festival.
We
know
the Carmel Art Festival has a positive impact
on
the city
of
Carmel-by-the-Sea. Each
year 60 artists come along with their collectors to stay, dine and shop. Because
we
attract the
best plein air artists from around the country we also attract many serious art buyers. These
buyers not only purchase
art
at the festival but also visit the galleries and purchase art. A few
years ago
when
the economy was so
poor
, we announced a postponement
of
the festival.
Immediately, the inns reported cancelations
of
reservations. We took the risk and continued.
In addition, the Carmel Art Festival helps to keep Carmel a destination for artists
and
art lovers,
as
well
as
continuing Carmel ' s reputation as an art colony. The founders of Carmel-by-the-Sea,
Devendorf
Powell, envisioned a community for artists and sold lots to artists at affordable
prices. Powelrs wife was perhaps Carmel' s first plein air painter and surely influenced her
husband 's decision.
By
holding the festival outs ide and
next
to the park that bears Devendorfs
name, we celebrate this heritage and educate visitors about Carmel' s early beginnings. We
donate
the
proceeds to youth
art
programs in Monterey County, thus helping train Carmel's next
generation
of
artists.
The 100,000.00 in art sales adds to the city' s sales tax revenue and the visitors artists to its
TOT.
We
also purchase everything
we need
as locally
as
possible. We
buy
from Knapp' s
Hardware, Carmel Office Supply, Visions Printing and Carmel Drug Store rather
than
Office
Depot,
Home
Depot
and
CVS to put our dollars into the local economy.
Thank-you for
your
continuing help and consideration,
Tammi Tharp, President
Hella Rothwell , Secretary Pamela Crabtree, Treasurer
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C
I ·
~
4
~ l \ l [ i
NOTI E
3rd
Annual Carmel rt Festival
Will be closing
Mission Street between Ocean 5 th for its event:
Thursday ay 12
@
2pm
thru
Sunday
ay
15 6 pm
This will be
the tenth
year
the
festival
h s
held its event
on Mission Street.
If
you have concerns
or
would like additional
information please call Tammi
@
238-6583
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Cost of venue - 5,500.00
Security -
1
,825.00
Advertising - 8,000.00
Printing - 2,400.00
Music -
2
,000.00
Judge
500.00
Auctioneer- 350.00
Insurance- 2,000.00
Souvenirs- 2,000.00
Awards 15,000.00
l\fisc- 425.00
Charity- 6,300.00
TOTAL
- 46,300.00
Entry fees-
Sales-
TOTAL
6,300 .00
48,000.00
52,300.00
PO Box 7191
Carmel,
CA
93921
Email: carrnelartfestival.'
cv
.gmail.com
Proposed budget:
Non-profit 's year round operating costs 6,000.00
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Schedule of events:
PO Box 7191
Carmel, CA 93921
Email: carmelmtfesti val@ 2:mail.com
Wednesday May
-5:00pm
anists
sign
in and begin painting around town.
Thur
sday May 2 - tents go up on Mission street adjacent to Devendorf Park.
Fri
day
May
3
-5:00pm
rutists turn in 2 paintings to t
ent
erected on closed section
of
Mission
Street. Acoustic music from 5:00 to 7:00pm.
Saturday May
1-J.- Paintings are
judged
and awards given, silent auction lO:OOam to 6:00pm.
award
c
eremony
and live auction. Live acoustic music, information table with poster and t-shirt
sales, .
Kids
make An
Day
Y
AC
kids provide an rut project for all children in attendance.
Sunday May 15- Further painting sales on Mission Street. 2 hr Quick Draw painting
competition followed by a silent auction, music, info tab le
and
poster t-s hirt sales. Festival
ends at 3:00pm
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Rental
Items
11 Ea
1 Ea
4 Ea
30 Ea
1 Ea
1,200 Ea
Ea
1 Ea
5 Ea
1
Ea
5 Ea
1 Ea
1 Ea
1 Ea
1 Ea
30 Ea
1 Ea
14 Ea
1 Ea
1 Ea
Tamrni Tharp
Carmel Art Feslival
... 1
ld: 1J44
10'x10'x10' High Peak Tent
Unlim ited Events, Inc.
PO
Box 446
Salinas,CA 93912
Tel:831-422-8300
Fax: 831·676-3526
EMail: Sa [email protected]
A lt ld: 15
Cell:
Rental Quotation
Delivery/Pickup
Safety Package. w/ Fire Extinguisher. Exit
Sign,
Cement Weight
Floo
ri
ng, AstroTurf, Tan
Cha
ir , Resin Padded Folding, White
Table. Banquet, 8' (30 x96 )
Linen, Basic, 12' Banquet (72 x144 ),
Royal Blue
Stage, 12 Tall, 8'x 8'
Stage, Stairs, 12 Unit
Fenctng & Dividers, Art Board Panel, 8'x3'
Double Si
ded
Miscellaneous
Plants Shrubs
Fuel
Sur-Charge
10101.1.2
Transaction Dale Tue , Apr 07.2015
Out Thu , May 14.
20
15
Due
Sun. May 17. 2015
Deliver Thu. May 14, 2015
Pickup Sun, May
17
, 2015
Operator: Lisa
C
la
rk
Use at:
Mission Slreet
Carmel, CA 93922
Te l
2 00 pm
2:
00pm
2:00pm
5:00pm
Delivery: 2:00PM
Thur
May 14th
Contact Tammi 83
238-6583
115.000 0.
00
1,265.00
0.000
0.00
0.
00
30.000 0.
00
120.00
4.500 0.00 135.00
0.000 0.
00
0.
00
0.650 0.00 780.00
2.500
0.00
20.00
0.000
0.
00
0.00
8.500 0 .
00
42.50
0.000 0.00
0.00
13.250 0.00
66.25
0.000 0.00 0.00
176
.000
0.00 176.00
25 .000 0.00 25.00
0.000
0.00
0.00
45 .000
0.
00
1,
350
.
00
0.000 0.00
0.
00
60.000
0.00
840.00
0.000
0.
00
0.00
37.500 0.
00
37.50
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95
10101
.1.2
~ : : f ~ ~ ~ ~ ~ l ~ i · ~ ~ t ~ ~ ~ 1 i L ~ ~ ~ i . ; ? ~ J i 1 ~ ~ ; @ i ~ ; ; { } ~ ~ x : ~ : ~ ; ~ ~ ·
;
= ~ ; ~ ; ~ ~ : ~ i ~ l ~ { ~ ~ ~ ~
1 Ea
Deliver, Monday · Friday . 8:
am·
5:00pm
75.000 0.00
1 Ea
Pick-Up, Sun . After Hours
195.
000 0.00
Discounts
Rentals Revenue
Total Charges
ll RE NTP.LITEMS wt l l BE STACKED IN A SECURE lOCATION UP TO 50' PROM TRUCK.
lONGER
DISTP.NCES, STAIRS. ELEVATORS.
ETC. ARE ADDITIONAL CHARGE. SET-UP 3 TEAR-DOWN SERVICE IS NOT INCLUDED IN RENTAL PRICE, BUT IS AVAILABLE BY
PREARRANGEMENT FOR AN ADDITIONAL CHARGE.
FOOD SERVICE & BE VERAGE ITEMS MUST BE RINSED & RETURNED PROPERLY IN OR IGINAL CONTAINER TO AVOID A 35% CHARGE.
CHARGES
1
MLL
eE APPLIED TO ALL MISSING, DAMAGED, SHORTAGES & ITEMS RETURNED UNRINSED.
All LINEN MUST BE RETURNED IN BAGS PROVIDED {not plaslic bag, lhey cause linen to mold) RE PLACEMENT CHARGES >
ML
L
3E
APPL:ED CN ALL STAINED. BURNED. WAXED. MOLDED, TORN. ETC . LINENS.
ALL CHANG
ES
TO CONTRACT MUST BE MADE
72
HOURS PRIOR
TO
DELIVERY. ANY CHANGES ~ D E AFTER
72
HOURS WlLL BE SUBJECT
TO
A SO RESTOCKING FEE. CANCELLATIONS CAN
BE
MADE AT ANYTIME RESULTING IN A FORFEITURE OF THE DEPOSIT. THE
CONTRACTING COMPANY
OR
IN VIDUAL IS
~ U L L
Y RESPO SIBLE FOR THE SECURITY OF ALL RENTAL ITEMS FROM T
IM
E OF DELIVERY TO
TIME OF PICK-UP IN
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I
/ .
·
Uretsky Security
- PPO
16659
201 Calle
Del
Oaks, Suite D
Del
Rey
Oaks, CA 93940
(831) 324-0687 (83
1
646-0433 (fax)
www.UretskySecurity.com
Bill
To
Carmel Art Festival
Pamela Crabtree
Unarmed Patrol Guard -Art Festival
(1) Guard, 05/15/15: 7:
PM-9
:
00AM
(1) Guard, 05/16/ 15: 7:
00PM
-9 :00AM
.
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ATTACHMENT - 2
97
CITY OF CARMEL-BY-THE-SEA
COMMUNITY SERVICES
PO
Box
CC
Carmel, CA 93921
Phone
831/620
.2020
January
11
2016
SPECIAL EVENT
INVOICE
To : Carmel
Art
Festival/Carmel Gallery Alliance
Carmel Ar t Festival Thursday-Monday, May 12-15, 2016
Non-refundable special event permit processing
fee
Sound Permit - 27 per day x 4 days
2 Parking Stalls (2 stal ls S/ 6t in front of restrooms) x 4 days
2
no parking signs 3 per sign
4 Large Barricades x 4 days ( 65 .00 per barricade per day)
Closing Mission between Ocean & 6th (4 days)
This
invo
i
ce
is
due
and
payable
upon
receipt.
Please
make
check payable to : Ci
ty of
Carmel-
by
-the-Sea
Mail
to
:
Carmel Community Activities
Attn:
Margi Perotti
PO Box
CC
Carmel ,
CA
93921
TOTAL
155
108
800
36
1,040
1,460
3 ,599
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ATTACHMENT - 3
98
i.
II.
III.
IV.
\
VI.
P u r p o s ~
Conununit) b .;n, Fees
Appltcarion Process
CiTY CO l
\ ' C l ~
POLICY C
EVE:\T FEF \\ '
Al\'ERS
Re\ts.:d .lui; l.
Documentat on Rcauired vvith Wai'ver R e q u ~ s t
Addit onal Docume.ncatton Required tor Established Eve
nt
s
Guiddmes
I.
P u r p o ~ c
The City supports and
n c o u r : 1
c\ enrs
r:-tat
ha' e a sig:n
iti ..:am
e.;onomic. charitabk. or
communit'v bendit. The
Cit'
"'ill consider v.ai, ·inl certain rees in order
ro
promote the City and
special
e v ~ n t s The Cit) is
r ~ g u l a r l ;
bei
ng
appro
ac-hed to
\
Fees d igibk tor \\ ai\ers
• Spec ia l
E\ent
Permit Fee
• associated \A ith street .::losure s
• Fees assuci
ateJ
'"':irh e
\-
ents on the jc:ad1 or at City Parks
• Parking sta ll ri;es
not eligible lo
r
ai,ers:
• Grant"" 1 - X p e n s ~ s
• Damage depo:, it:,
• O w r t i m ~ costs tor City personnd
• Costs
fo
r personnei with
-\
·hi.:n ri
1c
City con:ral:ts
in
order
to
facil itate the event
II I. \ pplic
ar
ion Process
• : \n applicant shall submit in writing a request for a r'ee
'a
iver
to
the Community
Acti\ nies Dire
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99
• ::itatf vr the
. : ~ p p l i c a n t
can p p ~ a i a v.ai\
r e q u ~ s t ro
the C
i:y
Cvuncil.
• F\enrs p:upo:sd tor ..:o-sponsorship must be piaced ·:l: a
C i 1 ~
Cvuncil
a ~ e n d a
1\' . D o c u m ~ n t 3 ~ i ~ . m Required
'v\
"ith
'v\
ai er Request
• Detailed scope vf the ent
• Proposed b u d g ~ t for t h ~ ~ , · e m
•
-\...'1ticipated
..:conomic impacr :o tl1e Ci
t;.
and comrnun:ty
• Anticipated positJ\'c and negati\e imFacr::. or.che e\·cnt on the communny
• What c o n t r i b u t i o n v.ill be made tifan)J. either direct : or i } . to the
commur.iiy'. \\.hat is the anticipa:ed amount or p e r c e n t a ~ c ur' tne contribution s
lan
d to
vd1ar or:;anizatio n(sJ v..iil it be
• Wrinen surYe: or' businesses and or r e s i d e n affectd
by
me c\·
em
indicating their
acceptan5
.UOO
ir.
fe
es
tor
a
special
e\ent
• Priori ) '- ill be ~ i . . e n to organizarior,s that
pru\
ide edt;cational and or community
programs ;:md e\c nts that are upen to the genera: pub lic free of charge
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ATTACHMENT - 4
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2016
-
A RESOLUTION OF THE CITY COUNCIL
OF
THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING 1. THE CLOSURE OF MISSION STREET BETWEEN OCEAN AND
TH
AVENUES AND 2. A FEE WAIVER IN THE AMOUNT OF 1,575 FOR THE 2JR
0
ANNUAL
CARMEL ART FESTIVAL TO
E
HELD MAY 12 THROUGH MAY
15 2016
WHEREAS, the organizers of the 23rdAnnual Carmel Art Festival have requested that
the City waive special event fees associated with the event; and
WHEREAS, the City Council set aside 27,500 in Fiscal Year 2015/16 for grants and
subsidies for special events; and
WHEREAS, the Community Activities and Cultural Commission considered the request
and made a recommendation to the City Council to waive 1 ,575 in fees for the event.
NOW, THEREFORE,
BE
IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA DOES:
Approve a waiver of fees for the 23r Annual Carmel Art Festival event in the amount of
1,575.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY
THE-SEA this 1st day
of
March, 2016, by the following ro ll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS
SIGNED: ATTEST:
Jason Burnett, Mayor Ashlee Wright
City Clerk