CITY OF CARMEL-BY-THE-SEA

AGENDA BILL

AB 1098
February 29, 2016
Consent Calendar

TO:

Honorable Mayor and Members of the City Council

Mike Calhoun, Interim City Administrator

FROM:

Janet Bombard, Library and Community Activities Director

SUBJECT:

Consideration of a resolution authorizing a fee waiver in the amount of $1,575 for the 6th
Annual Run in the Name of Love 5K and 2K event to be held June 19, 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 a fee waiver in the amount of $1 ,575 for the 6th Annual Run in the Name of Love 5K and 2K
event to be held June 19, 2016
SUMMARY
The 6th Annual Run in the Name of Love 5K and 2K event is scheduled to take place on Sunday, June
19, 2016. The run/wa lk course remains the same as in previous years, with the event beginning at
Sunset Center and finishing in the Del Mar parking lot at the foot of Ocean Avenue ; approximately
1,000 participants are expected.
In 2015, the event organizer secured a 5-year Coastal Development Permit from the City Planning and
Building Department to close the Del Mar Parking lot for the event.
Event organizer Susan Love, Director of the Just Run Program, requested a fee waiver in the amount
of $4052 in event fees; however, all but $3,150 of the City's Grants and Subsidies budget has been
allocated to other events this fiscal year.
The Community Activities 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 said funds, the Commission voted to send the
following recommendation to Council: approve a fee waiver in the amount of $1,575 for the 61h Annual
Run in the Name of Love event.

Page 1

67

PRIOR CITY COUNCIL ACTION

The City Council has granted a waiver of fees for the event since 2012.
ATTACHMENTS

1.
2.
3.
4.

Documentation required for a fee waiver, submitted by event organizer

Estimated 2016 Run in the Name of Love event fees
City Council Policy C12-02, Event Fee Waivers
Resolution

APPROVEm

Ck4

Page 2

68

ATTACHMENT - 1

3 :g 3 t...~ I'Ye rr,auor.a' ~.lar 3.::--.cr

P :) BJx 222:32C Ca rl'e C~ 939 2..2

~E0 1JES~ ~oR FEE vV AIVER

S20>='E ~F Tr.E E'/ENT

=>R.Q ;:>OSc~ 2: 1 S BUDGET

= l~iAi'lC IA... s: ~ Tt: ,\!EN-:-S FK.Q~.t 2-.)13 20::14 AND 20 ' 5

:::8~'-i :> "-1 !::: i\PA:::T 01'-l P"E 20M\IU 'J lTY
:::: ., ~~A~L lii.:IP~::: O't THE C0~.!~,1 U f\i iTY
3:; S'...,:; \1.:\K..~-:-..-lJ'< c:)''o~Tq,3UT IONS TO ORGA!\ilZAT IONS '''i !TH ' N THE 9332 1
Z!? COOC AR!:.~

69

SCOPE OF THE EVENT- RUN IN THE NAME OF LOVE

The Big Su r Internation al Marathon will once again orchestrate and present to our community
the sixth annual Run in the Name of Love . Deemed "one of the premier events in Carmel-bythe-Sea," this uniqu e event affords runners and walkers the opportunity to honor or to pay
tribute to someone who is or was a very special person in the ir lives. Participants enjoy the
charm of the area, historic sites, the natural beauty of the course (including views of sandy,
white beaches, the dramatic Pacific Ocean, Point Lobos, and Pebble Beach), and a memorable
finish celebration.
Run in the Name of Love is scheduled for June 19th, 2016 and is composed of aSK run and a 2K
walk. Dogs will be perm itted in the Walk . The start is staged in the courtyard at Carmel-by-theSea 's Sunset Center on San Carlos and end on Scen ic Road at Ocean Avenue. The set-u p begin s
at 5:30AM . The SK, with an expected number of 800 participants, will begin at 8:30AM and
th e 2K, with an expected numb er of 200 participants, will begin at 8 :40AM . As in the past five
years, the f inish celebration (awards, raffle, and refreshments) wi ll be located in the Del Mar
Parking Lot. Set-up of the announcer platform, tables, porta-potties, fencing, and tents has
begun at approximat ely 4:30AM . The timing system company has arrived at 7:00 to prepare
and to set-up their equipment. At 10:50 AM the race organizers and the Military from Oll will
begin to dismantle the equipment, remove al l items and insure that t he parking lot is left in a
pristine condition . The parking lot will reopen to the public at 11:30.
Course maps are attached .
Proceeds will benefit the Big Sur Marathon' s highly acclaimed youth fitness program JUST RUN .

70
n

RUN IN THE NAME OF LOVE

ESTIMATED BUDGET

2016

REVENUE

Soon so rships

s
s
s

Expected Pro fit from Dog Shirts

32,000
7,000
7,500
250

TOTAL REVENUE

46,750

5,425
2,100
500
1,000
5,200
2,100
560
200
625
2,200
650
250
400
375

SK Race Entry Fe es (800@ $40)

2K Race Entry Fees (200@ $35 )

EXPENSES
City Fees/ Park ing Lot Fees
Tim ing Company
Awards
Finisher Medallions - Surplt..s from 2014
Shirts- Participant and Volunteer

s
s
$

Porta Poties and Fe ncing

RRCA Insurance

Wesite and Doma 1n Fees

Printing and Postage

Marketing and Advertising

Signage/ Banners
Com mittee Refreshments
Participa nt Refreshments

s
s
$
$

Food Bags

Medical

so

Announce r/Sound Systems

Truck Renta l
Trash Conta iners

s
s

750
500
200

Table Renta Is
Monterey County Permit

$
$
$
$

Misc.

BS IM Staff Overtime

300
250
500
500
750

TOTAL EXPENSES

25 ,385

EXPECTED PROFIT {100% to JUST RUN)

21,365

Dog Bandanas/Printing
Dog Shirts

71
11

INCOME/ EXPENSES/PROFIT 2013. 2014 . 2015

2013 RITNL
Contributions/Sponsors

1697449

Entry Fees

21736.42

------------Direct Expenses

38710 .9 1
20552 .84

-----------18158.07
2014 RITNL
Contnbutior.s/Sponsors

13187.00

Entry Fees

20973.00

-----------Q,rect Expenses

34160 .00
21925.72

------------12234.28
2015 RITNL
Contributions/Sponsors

11930.00

Entry Fees

21637.00

------------Direct Expenses

33567 .00
19842.29

-----------13724.71

72
II

4:03PM

Big Sur International Marathon, Inc.

03/19/15

Transactions by Account
As of Septemller 30, 2013

Accrual Basis

Type

Dalt!

Num

Atlj

Ncun~

M~lliO

Clr

Split

Credit

Dt:L il

6dldlll.t!

4020 Run For love Contributions

Gt:rlt:ral Journal
Gtlneral Journal
General Journal
Gen"ual Journal
Geueral Juurnal
G&n~<ral Joumal

lU/3112012

100:!

C<tsh f<.

2/:lll/~013

:l3
2ti
:ID

100:1

C asll-k

3131/2013
4/30/2013
5131/2013
ti/30/2013

lulal4020 Run Fur l .uvt:l Contributions

TOTAL

34
J8

L, ~IJB

4U
:l ,OIJU 00
Ill OU
ti, l:iU UU
3 ,7 I I UU
'L,U7U UU

lUUL CasiiK ..
1002 Cash-R ..
tOU:l C<tsii R
1UU:l C<.tshH ...

oou
0.00
-~
.:~

L,~:itl~ <~ 9

4,9H\l
O,Ubl
11 1HI
14 ,1'1 \:Jtl
1U.9 / 4

t!!:l
4\:1
tl\:1
4\:1
4\:J

1li,97 4 49

1U,\H4 49

16,974.49

16,974.49

~:::::-::--... -

73
Pay e 1

4:03PM

Big Sur International Marathon, Inc.

03/19/15

Transactions by Account
As of September 30, 2013

Accrual Basis

T11pe

Date

Num

Adj

Name

M em o

Clr

Split

o.. bit

B<~lanc.,

Cr .,<.l il

4438 Run For Love Entry fees

General Journal
GemHal Jownal
General Jourual
Check
Check
Gene1<1l Journal

3/31/:l013
4/JU/201 3
5/31/20U
ti/10/:!0l ;j
ti/11!1:!01:!
5/301201 3

I otal 4431l Run For Love Entry Fees

TOTAL

26
30

34
:.12663
:.1:!6!.15
31i

C ash

J :mn Stout

100:! Casll-R
IOU:.! Caslr-K
1UU:.! Casll-K .
100:! C<1sll K.
l OU:! Casll-1-<.. .
10\J:t C<~sll-R

!>:!5 uu
l ,J!:J~

uu

J,JlU.UU

500.00

'l5 uo

:.:t~

tiU
Ull
~.l JU Ull
4,{ .IU tiU
t .~:'U

1'f.U31 4 'l

4.11)5 uu
:!1 i':lli 4:.-'

5'l5UO

:t:Uti1 4:.!

:!1.t3ti 4:!

525.00

22,261 .42

2'1 ,736 .42

74
Page 1

4 :03PM

Big Sur International Marathon, Inc.

03119115

Transactions by Account

Accrual Basis

As of September 30, 2013

Type

Dale

Nurn

AdJ

Na111e

Memo

Clr

Spill

Debit

Credit

B<tlan ~e

6202 Run f01 love EXJlt!IISt!s

Chet:k
Ch1:1t:k
Check
Check
Cht!ck
Ctte<:k
Chock
Check
Check
C heck
Check

5/30/201 3
t:i/4/2013
l:i/10/2013
t:i/12/2013
6/1 '1./2013

Check

6/12/2013

Chedl
Clleck
Check

t:i/1812013
tl/11l/201J
6/18/ 201::1
tl/11!/2013
6118/2013
tl/:.!4f.:'013
6124/<'013
tirl<I/L'O 13
6124 /2013
6/2612013
6/26/2013
71212013
713/2013
718/2013
7110/2013
7/ 12/:1013
7/25(2013
7/25rL013
7/25(2013
8122/2013

cnec.:k
Ch eck
Check
Check
Chtck
Ch eck
Check
Chtck
Chtc.:k
Cht!Ck
C heek
Cheek
ChllCk
Check
Check
Check
Check
lulal 6202

1U/1!1/201:t
2/21/2013
3/6f2013
3/ 1!1/2013
3/27/'1.01 j
~/23/'1.013

Run For lov<J Expen s~o~s

<'1697
220!10
:.1<' 111!

2:l l 5u
221!15
22tH:J
22638
2265:1
22661

22668
22671
22672
22694
2Lti!Jti
226!11l

2259!!
22701
:/2/03
22704

1i'l14
:12715

2UU
2:!721!
22732
2274:1
2274~

2:.!753

22760
2271!0
22/!Jl
2279 2

2:.!1!71

Sus;ml uv.,
Ke11 Mano11
Mortlt<tf!y COUIIIy f> .
S usa11 Lov1:1
C h asP. Rank
Canut:l Coruntunlly ...

B .l.G.
A -Z Rentals
San FranCisco Exa .. .
Pacthr.; Etr.;ll.,d Gta::. ..
Carmel Pint Con"'

Geiger
Susan Love
Monterey Siy11s
Ouug Thurston
South Valley Endur. ..
Rudy Novotny

B .I.G.
Carmtol Pine Cont;~
1-'enske I tuck Least
Pensko 1 ruCk leas .
CaiJttal One
K~:~vm Snutlt
Getyer
C has" Bunk
Cannel Manna Corp
Cannel Ptne Con1:1
Golden !:ilate Porta ...
C armel P trul Cone
Caj)lti:ll One
Capital Om:
Acllve Network

100:.! . CCI:;IIk
100<' Cusll K.
1002 C<tsh l< .
1002 C<tsh H. .
1002 Cash H..
1002 CashR
101!2 Cash-H. .
1002 Cd::.II-R .
11111:? Cash-R
1002 Cash-R. .
1UO:l C:ash R
1002 Ca5h-R. ..
1001 C ash-R. .
1002 Cash-R . ..
100:l Cash R. .
1002 Cash -R. ..
1002 Cash-R. ..
100<' C aslt R. ..
1002 Casl t R .
100<' Caslt R ..
100:.! Cash -R.
1UU<' C a st1 R.
1001 C a sh-R. ..
100:.! Casii-R.
1002 Cash R .
1002 C a s h -R. ..
100 2 .
sh-R. .
100:.! Ca sh-R. .
1002 C a sh-R ..
toU2 Cash R. .
1002 <.:ash -R
10UZ CasllR.

c..

!llJUl)IJ

!ollU IIU

:wuuu

IOU llu

JUU UU
lbUU
'f4tl 01
1, 1 1tl uu
71!:J.:.J(j

1.UOU LJU
I ,U1!J UO

1./lU ll1
:!.H!:Jl U 1

l,!:J!J(j J7

~o!I'.U

.J . ~)b~J

b4
<1 .5!JU ti4
!.o. 10b 1!:J

ti:/500
!> 15 54
22~00

~. :J:.S1 . 1!l

16:.!. 16
52 1 '.!7
tiOU.5:.!

J5

!:i.'H-.13 J4
li.IJ14 c;1
O.ti21 1:J

uu

U . ti~l\ U

3,12!!.00
/50.00
5,tlU1.43

!J, /I:I:J . 1J
10.5 35 13
lti, 1:JU 5 b
16.:.!4!:1 Uti
tb,4M 4;.>
1 ti,o 1 t> H!'>
16,8:!2 .3 I

1 12.50
20~.36

161 4:i
206.46
ZltJ.67
8 5.82

1 / ,1 Ul.l \J!l
1 7. 11lti !lO
11 ,t>tl/.:!ti
1 I .lb ti.:.>li
17,!:11!1 :.w
I!J .t iOtl J!.l
:!0.2Uo :JY
:.>U,:l/1 \J!I

4UU.4li

16!:1.00

225

uo

1,624 13
oUU.UU
1tib tiO
1:.! /4
168. 11
2 0 .~5:.>

:IU,:JIJ4 I J

:w,s::.z l:l4

l)()()

:!0.5~1:! H4

0.0 0

20 , 552.84

TOTAL
20,552.84

----
::

75
Pau., 1

4 :00PM

Big Sur International Marathon, Inc.

03119/15

Transactions by Account
As of September 30, 2014

Accrual Basis
Type

Date

4020 Run For Love Contributions

Gtneral Jouuoal
10131/2013
Gen ~<ral Journal
:ll:llll:lU 14
Gent:oal Jouonal
3131/2014
Geneoal Journal
41301:1014
Gent:oal Juurual
513t/L014
Gent<ral Jowmrl
61301:.1014
Gent<odl J uuonol
7/3 1/:.101 4
I otal 402U Kun fur Love Contnbullons
tOTAL

Nurn

Adj

Nanu

Me111o

Split

Clr

100? Cto:;ll R. .

16
19

lOUt'

23
2::1

33

:m

O~I.Jit

C d~h k .

K:.! UU

ll:!.Ull
lUo.UU

IHh ()()

uu

:! .l:!:!.UU

1002 <.:a:>IIR ..

:!,G34

Casii-R
Casii-R .
Cnsl o-R
Ca slo-H ..

] .Iii ~

lOUt'
10U:l
lOOt'
100:/

Bala nce

C oadit

llll
4./!.oU.UU

h ,:\4/

uo

1 .13!1 00

11 ,U!Jl UU
1:!.0':>:.! Ull
13, Hll UU

uuu

l:J .Hl'/.00

1:1.11:!/ .UU

0.00

13.167.00

13,187.00

!)~~

(l!l

"

76
P age 1

4:00PM

Big Sur International Marathon, Inc.

03/19115

Transactions by Account
As of September 30, 2014

Accrual Bal>iS

Type

Datt:

4438 Run For Love Entry Fees

~nt:ri:ll ..IOUifldl
2/2t:liLU14
~llt:fill JiJUIII<tl
:l/]1/2014

Nuon

Name

Adj

1ti
HI

Memo

Clr

Split

~ ~~~ldl JUUifldl

~ /30(2 014

2J

lOU:!
1UU:!
IUU:!

G~nt~ral

!>/]1(2014

:ll:l
240 53
:l4UI:il:i
24069

100:!
100:2
lUU:l
1002

Juu1na1

Cl 1t:U<.
ChllCk
Cl ltot:K
Gener<~l

Tot<tl

TOTAL

~4 3t:l

6/1 1/2014

ti/1tin014
6/16/201~

Journal

ti13UI:lU14

Ru n Fur Love Entoy Fees

:n

Cosh
lOI II SUIIM:OII

Aou..l1 toi:t 81 cillt.:U

Debit

C;;sll R..
C;;slo I<
l.astl H ..
Cast f<
CasiH
C<o~s t H. .
CashH

8dlan c~

Cot:o..lit

.u5.uu

\J!) UIJ

tits!! uu
l,'l.:lU.UU

l ,lJ:!U Ull

2 .1!.>0 uu
~.t:l4U UU

J ,ti\:JU.UU

4llU OU

J5

' .441) ()l)

uu

:> ,4uo
~

40 00

\)1!

J li(> 0 0

ltl,tJUts.UU

LU . ~I] . UU

475 00

21 ,44tl uo

~ o .unnJ

475 .00

21,446.00

IOU:! Casl k

20,973.00

- - -- -

--

"

77
Paye 1

4 :01PM

Big Sur International Marathon, Inc.

03/19/15

Transactions by Account

Accrual Basis

As of September 30, 2014

lype

Date

6202 Run For love Expenses

Cltt:ck
1113/~014
C h eck
1/:t11:tU14
Chec.k
2111!/2014
Chr:d,
L.l1!:1/~ll14
Check
2/2612014
Clltlt.:k
o/151~014
Cl~t.:k
512312014
Cll"'ck
6/)/2014
Chtt.:k
G/412014
Cli"ck
ti/9/:lll 14
Cllt<CI\
G/1012014
Check
611312014
Cfleck
6/16/2014
Ch~t.:k
611til:t014
Clii!Ck
6/1ti/2014
Ch~ck
6/l:lt:!014
Check
6/23J2014
Check
tif23/2014
Check
6(23/2014
Chec.:k
6(..!3/2014
Cht:<ck
ti/2312014
Chtt:k
ti/23/2014
Checl\
ti/30120 14
Chtl(;k
ti/~0/2014
Check
6/~0/2014
Chock
7121:.1014
Cllt::ck
71712014
Che<;k
7/Hi/2014
Chet:k
7/21/:.!014
Check
"/130/2014
Check
7130/2014
Check
7/3112014
Chtck
6/11/2014
Ch"'t:k
9/29(2014
Geueral Journal
9(30(2014
Total6202

Run For l ove F xpenses

Num

AdJ

Name

23420

Kl!n Manon

~j43ti

Kuau KUfllltll~ Clui.J

Monterey COUIIty P
Ken Manon
Capite~! One
At.:tiVt: Nt:twurk
C1ty of CarmtJI
Capital One
Ron Sci.irdee~
Mushay, tn<:
Kt.mn Snuth
Pac1hc Etchtld Glas ..
South Vullt<y l::rldUI .
KutJy Novotny
Ca1111t:l Pintl Cunt:
Ca111Jel Pu II! Cullt,
Guldt:ll StatE:: Port<.~ .
A-Z Rt:ntals
Onuu Promot1o11al
Muntt:HI!y SlgllS
Pensk to 11 ut.:k l.t<a s1. .
Peoske Tn~~:k lea~L ..
Chast< Oank
CapltCJI 0111:1
Gt!igt:l
Capital 011P.

23502
23507
23519
~J~OO

23\J!)H
:!4026
240J5

24044
:l40<11:l
24056
240t;H

2407ll
24071
24ll72

2407!)
24077
24Uii3
241)1\!>
:l401i'7
2401lll
24103
:l410b
2410\J
:l411l
24132
2414!!
24164
241till
2416!1
24190
Z4227
24414
47

Su~auluve

Active Network
Otfst:t Projt;c;l
Ge1get
Moute1 ey Signs
Cannel P1ne Cone
A~live Nt:tWOII\
BMI

Memo

Clr

Split

IOU:t CashH ..
IUU2 Ccsll K .
1 00~ Cash-ft ..
100~ Co:>ll K .
l UO:t Cash+<
1002 c .., .. n ..

Oel.lit

Crt:dit

13atdttc e

lUU.UU
11!> uu
:JUU.UO
:!UU 00

:.>uu 1u
!=ji!.1LIIJ

1,:.! 1! 011
I .<l t :: IJU
'1.444 .:t

1 .02~n

1!5 7Y

1001 Casn-F< ..

1,111l.OU

1002 Ca:;h-R .
100:! Cash-R
1002 C asti~R ..
1tl(l;t Ce~:>h~l< ..
100:.! Cash-R ...
1002 Caslt-R
1002 Cd:.h~H...
1002 CashR
10\J:t ca~t.~R .
1UU2 Ce~~h-R .
1002 Ca~ll K ..
1002 CashR .
'1002 Cash-f<..
1002 Cash-R ..
'1002 Cashk ..
1002 Cash-H. ..
1UU2 CCJ~hH ..
100:! Cash~R .
100<' Cash-fL
1002 Cush~ H ..
1002 Cash H ...
1002 Ce~sh~R ...
1002 LasiH-( . .
1001 Ce~sh~ f<. .
1002 Casii R. ..
1002 Cash-H.
1UUZ Cash-R. ..
1200 At:t.:UUII .. .

194 4!>

l.S~(IIll

.1,U<Ib lJ I
'J,I:JI :! 4(i

J~ .oo

J,l:ln 4t>
!J.04:! 4U
Y.Of)!J U::i

5, Hi~ 00
17 47
!lU~. 1 j

u.\J!>o uti

2.104 6!:1
l!;O.OU
2:!500

12,0~!:1 \.1~1

12,!JOU . U~

U .liJ4

:as.ou
:~.won

1~).JI.ili 1/

J!l\l.Ul
465.:.!7
54!J.7ti
27 1.16
214.\Jtl

:!74

'J~ ,

I j .:l~JU !J~1

1!:>.12'.:J ..!4

lli.1UU :11
lti,/Jti '/.I
17,00/ t:J
11,:!:!2 41
1 1.4\Jb ~.o

()<J

1:J9 49
2,3130:./
1 tO ti7
157 I!J

17 ,U:J~.UU
1!1.~4!-101
~u.o~.\J

lill

:.!0.~1/

4/
:W,42UN
'2 ll, 7!1\l \-lit

~0<1.4/

3)!LOO

3M.4ti

21,124 4U
21 ,:!ti0 UJ

U5ti~

tJOO.UO
J .tn

21,1lli0 O:.J
:1 ,till:! tll)
:!1.tl112.l:!V

1900
42.1:lti

/ 1 , \l ~~i

7'1

21 ,!:125.72

u ou

2 1 ,\J:./!:> 7'.!

21 ,925.72

0.00

21,925.72

TOTAL

78
1-'aue 1

ltemtzed Categories
1c:1 120 14 thr~ugr 9t30t20 ' 5
12/1 8/2015

Tag

Descnot1on

Date

Page 1
Clr

Amount
33.567.00

INCOME
4020 Run in Name of Love Contributions

11 ,930.00
21 ,637.00

4438 Run For Love Entry Fees

-1 9,842. 29

EXPENSES
6202 Run For Love Expenses
City Of Cam~ei- BY -The-Sea
11/4/2014
1/1,2015

Monterey County Weekly

2/19/2015

Keri Marler

3/2/2015
315/2015

Susan W . Love

-19,642. 29
-361.65
-357.00
-200 .00
-38 .24
-343 .00

Capital One

-200.00

3116/2015

Keri Manor.
Courty Of Monteey Dept Of Pubi ..

3/31 /2015

Cap1tal One

4/8/2015

Adventure Sports

-300.00

4/ 14/2015

Competitor Group Inc.

-250.00

4/ 14/2015

Mike Dove

4/23/2015
4129/2015

Susan Love

319/2015

-300.00
-36 .28

-139.64
-20.00

518/2015

Ca pital One
City Of Carmel-B Y-The-Sea

5/29/2015

Capital One

-16 .33
-1,372.00
-140.58
-80.67

p
b

-3 ,228.50

6/2/2015

rv1oshay. In:

613/2015

Competitor Group Ire.

-500 .00

6110/2C15

Monterey S1gns

-668.04

6/13/2015

Ge1ger
..V:Jio~wes! Coast ?r:nt #00 1

6/13/20 5
6/13/2015

Fashion S:reaks

6/ 13/2015
6/2212015

W est Coast Pmt #001

6/2212015
6/22/2015

-333.27

b
c

0.00
-154 .83

Brent Allen
Doug Thurston
South Valley Endurarce LLC

-1 ,850.00
-300 .00
- 162.65
-1 925 .15
-435 .90

6/24/2015

Susan Love

6/24/2015

Pacific Etched Glass & Crystal

-436 .98

6/3012015

Carmel Pine Cone

-291 .00

6/30/2015
6/30/2015

Penska Truck Leas1ng :::o . L.P.

-297.27

7114/2015
7/14/2015

Penske Truck Leasing Co . L.P

-251 99

;.. To Z Rentals

-106 73
-678.00

Carmel Pine Cone

-1 .644 .23

7/14/2015

Golden State Portables

7/15/2015

Geiger

7/15/2015

Offset Pro1ect

8/19/2015

Active Network

9/16/2015

Julie W Armstrong

-173 84

9/17/2015

Kevin Smith

-23 .95

2 054 .09
-169 00
- 1.48

OVERALL TOTAL

13,724 .71

79
"

CRITERIA
For the first t iMe fo llowing the Run in the Name of Love event, we conducted a post-race
survey of the partiCipants. Sign ificantly :
77.5% purchased food or beverages at a Carmel restaurart or coffee establ ishment
d4 .8% purchased souvenirs, merchandise or services in Carmel
89.6% brought someone with them
45% ran/wa lked as a tribute to a loved one
32 .3% traveled to the area specifically for the event
83 .7% arc "very likely" to participate in this event (most of t he othe rs because of
distance) .
All areas of event orchestration received a 1 po 1nt someth ing rating, based on 1
being excellent.
Our goals for Run il"' the Name of Love are to showcase Carmel-by-t he-Sea, off er a sporting
event for the communi ty and visitors of all ages, and to have a posit1ve economic impact on our
loca l shops, resta urants, and inns. During the 2015 event, 15 states, 5 foreign countries and
over 50 c1ties were represented . We are anticipatmg 800 to 1,000 participants this yea r and,
again, many wdl have numero us fnerds and fami ly members accompan ying t hem .
The feedback from city bt.;sinesses has been overwhelmingly posit:ve. Shops and restaurants
are frequented and many of the out of town participants make a vacat ion weekend out of the
evenL Many of ou r run ners and walker now make Run in the Name of Love an annual event;
some w il l be returni ng fo r the1 r sixth yea r. Th 1s event clea rly brings people to Carmel-by-the Sea .
''Just a comment I want to send you . I w alked arou nd Carmel a lot w ith
my family afte r and wore the RN L shirt and in 3 different stores in Carmel either
a salesperson or owner said something sim il ar, "we've seen a lot of people today
wa lking around in those sh irts ." I also saw a lot of people with RNL sh irts or race
numbers on eating 1n local restaurants. All outside - beautifu l day after the
race." M ichael D. Salinas participant
The free raffle prizes are a highl ight of the fin ish celebration . Publicity is afforded to our raffle
donors: all who are local busmess owners. They are publically thanked at our awards
cerement, on our website and in the newspaper (see attached) and the participa nts have
continued to patronize their businesses.
Most of our sponsors are local and they have profited by the exposu re on ou r website, in the
media, and on race day.
Carmel-by-the-Sea has been greatly promoted by the event. Carmel is showcased in thousands
of postcards distributed up and down the coast of California as well as in advertisements and

80
11

rnagazrnes, newspapers and radio and TV. The RC~n in the Name of Love websrte displays
beautiful photos of Carmel.
This past vear, Carmel-by-the-Sea has been giver. a Platinum sponsor desrgnation in exchange
for va luable fee warvers. The benefits rncluded lis:ing Carmel-by-the-Sea on the participant
shirts, a link on our website, and acknowledgements many times during pre- and post-event
ceremonres. We have bee n very proud to have hao Carmel's support and its commitment to
bringing Run rn the Name of Love to our community during the past five years. We would be
honored to have Carmel remain on our list of Carmel sponsors and donors.
The organizing commi:tee is composed solely of volunteers, committed to the goa ls and
purpose of Run rn the Name of Love and willing to work on behalf of this city and the positive
impact rt has on our commun rty.
The impact that this event has on our participants as they reflect upon and honor someone who
is or was a special person in their lives is moving. We hope that you can join us on June 19th to
see an d apprecia;:e what this event means to so many people. Many testimonia ls were
subm rtted to us in the post event survey. Some are attached .
Additiorally, this event encourages participation in an athletic endeavor from al l age groups.
Last year our youngest pa rt rcipant was 2, the oldest was 89. There is a 5K distance and a 2K
distance to ensure that almost anyone interested is capable of participating.
One hu i1dred percent of the proceeds from RL..n rn the Name of Love will be donated to the Big
Sur International Marathon 's yo.Jth fitness program .JU ST RUN. JUST RUN is free to all youth
organizations and schools. 1: promotes physical activity, good Citi zensnip, realthy eating, and
pride in accomplishment. The program relies on grants, donations, and sponsorships. JUST
RUN wor the 2015 National Program of the Year award from Runni ng USA, the trade
organization in running. Carmel's support identifies the City as a supporter of youth fitness and
a supporter of this highly acclarmed and effective program for children. We can th ink of no
greater cause.
According to the City' s police department, there have been zero complaints from residents and
businesses during t he past five years. We respect the guidelines and agreed-upon stipulations.
Residents along the course are hand-delivered letters and postcards explaining the e:vent and
welcoming their commen:s and feedback. The impact of Run in the Name of Love is undeniably
positive
The Coasta l Commission's stipulation that we cannot conduct an auction or sell raffle tickets,
combined w ith the potential costs of the parkrn g lot fees, equals a $6,000 negative financial
impact . Thus, we are requestrng that the eligible fe es be waived to support our efforts to
continually orchestrate Run in the Name of Love and to raise money for JUST RUN. We are
hopeful that Carmel-by-the-Sea will support us during our 2016 presentation and remain a cosponsor.

1
n

81

BIG SUR INTERNATIONAL MARATHON CHARITABLE CONTRIBUTIONS TO

ORGAN IZATIONS W ITH IN THE 93921 ZIP CODE AREA
2012- 2015

Ame rican Red Cross

$8,000

Carme l High Track & Field/ Cross Country

$3,300

Carme l Host Lion Club

$7,150

Carmel M ission Catholic Youth Ministry

$6,400

Carmel M 1ssion Foundation

$3,000

Jun ipero Se rra Schoo l Washmgton Program

$12,000

Knights of Columbus Carme l

$5,700

82
r.

ATTACHMENT - 2

':imated Fees for 2016 Run i n t he Name of Love

Eligible for a Fee Waive r

Not Eligible f or a
Fee Waiver

!Run in the Name of Love

1Processing Fee

isovnd permit
i )amage Deoosit (refundabel
'
.
!Bleck Closures (6) $365/blk

I
j

s
s
s
s

2.190.00

780.00

155.00
27 .00
200 .00

!3-0er Mar Parking Lot/2-San Car'os bet 8-10/

!Scenrc
between 8th and Ocean (1.
I
aarr:c ades (12}@ $65 eacr.
'A-frames@ $25 each (4)
I

(6 total)

:\io Parking/Detour signs 53 each ,2COJ

; 2 of+ duty PD officers (4 hrs each) @

..-

100.00

600.00

S119/hr

1:

3ddit iona l Parking Office r (C. hrs) at $69/t~r

2 :itv staff (4 hrs; TBD

952.00

276.00

!Nct e: Traffic cones wi ll oe provided by eve n:

l organrzer

4,052.00

83

Estimated Fees for 2016 Run in the Name of Love

Eligible for a Fee Waiver

Not Eligible for a

Fee Waiver

Run in the Name of Love

$
$

155.00
27.00

Processing Fee
Sound permit
Damage Deposit (refundable)

200.00

Block Closures (6) $365/blk

2,190.00

$
$

780.00
100.00

600.00

3-Del_Mar ~arkin~ Lot/2-San Carlos bet 8-10/

(6 total)
Scenic between 8th and Ocean (1)
Barricades (12) @ $65 each
A-frames~ $25 each (4)
No Parking/Detour sig_ns $3 each (200)
2 off duty PD officers (4 hrs each) @ $119/hr
1 additional Parking Officer (4 hrs) at $69/hr
2 Outside Labor Staff (4 hrs each) @ $18/hr

952.00

$
$

276.00
144.00

1,372.00

Note: Traffic cones will be provided by event

or&_anizer

4,052.00

84

ATTACHMENT - 3

CiTY COt \"CII . POUC Y C :2-02

EVE?'f FEE \\'.-\IVERS
Rc' isoed .!u~: i. 20 14

ll.
Ill.
IV.
V.

VI.

Purpus.:
Cummunit: [\em Fees
App lication Process
Documentatiun Required \\irh Wai' er Requ.:st
Additiunal Documentat:on Required t()r Established Events
Guidelines

I. Purpose
The City supports and e-ncouragl:!~ e,ems that :1a' e a signiricant e..:onomic. charitable. or
communir: benefit. The Cit) ''ill consider wai vmg certatr. ret!" in order to promote th<:! City and
special events. The City is regular!: being approached to wai,e fees tor C ommunit) ,ems.
This po l ic~ IS j~signed to ourline the proce ss and criteria for the submtttal. and review by
Council. of fee v.ai' er requests.

Il. Commurur:-- E,ent l-ees

Fees di:,:ibk tor\\ ai\ers .
Special , e-nr Pcrmir Fee
Fees 3SS0C iated \.\ i th street closures
Fees ::tssociated lA irb c\ ems on the beach or ar Cit) P.:~rks
Parking staJ; recs
Fees not eligible for \\'ai"ers:
Grant '-'-'Tiring expenses
Dama~e deposits
Overtime costs tor City personnel
Costs for personnel vvirb v..hi;;n t:1e Cit: con:ral:b in order to facilitate the evem
III. .\ppl ication Process
:\.n applicant shall submit in writing a request for a fee

~Aai,er

to the Community

Acti\ !ties Director

All speci3l ~'em fee ""ai \ er requests \:Vi!! tirst be considered by the Communit~
A..:ti\.nies and Cul tural Commissiuu (C:-\&CCl ar a regularly scheduled meeting.
a. In the case of requests ror ti!e \\ai ,ers for ne"" e,cnts - or established events
that ha\e previousiy received a wai,er of t'ees ct.nd are v;ithin the three-year
'"'indmv outlined in the Guidelines below- the Community Activities and
Cuitural Commission rna: make a formal request to the C'ity Administrator to
'' ai,e eligible fees up ro S5000 instead of securing Council approval
b. Requests tl)r fee \vai\ers from events going into their fourth year or more
must come tc the City Council at1er being reYiewed hy the Community
Activi ties and Cultural Commission.
Th~ Cit~ Admmisrraror shall be gi\ en allthority w appl; this policy for waivers up to
SSt)() I)

85

Staff or th~ applicam can appcai a v.ai,~r reou~sl ro th~ Ci<y CounciL
h em~ p:upo:;c;:.:! fu r co-sponsorship must be placed 0:1 a Ci~: C..:>un~: i l ag~nda

IV . DocumcntariL)n Required \\'ith \.\ ai' cr Rcques;,

Deta:lcd scope of the c\ em
Proposed budg-:r tor the c\cr:!
-\nticipared economic impac: :o :!1e Cit: and commun :ty
Anticipated po::.im l! and neg.ariv~ impacts or the c\cm on the communny
What chariubk contribution;; will be made 1 if any). either directly or indirect ly. to the
com:nui~ity'' What is rhe anticipated amoW1t or p~rc enta~e or'tn~ contribution(Sl and to
,-.hat organizatiLm(:> ) will 1t be made:'
Wri nen s urYe: of businesses and or restdents affectd by the c\ ~nt indi.;ating their
acceptan.. c Ll t' thc prorosed c\ ent

\ . .\dditionai Documcntnion RcqL.irea for Established EYents That Have Recci\ed Fc:e
Wai, ers
Past tin:mci:~: statemen~s since inccprion ol e\Cnt
Documcnta:ion shO\\ ing actual cnaritabk ..:ontribmiom tc organizations vvithin the 93921
Lip code 3.rcd since incepti on or' c\en:
VI. GuideliJ:.:s
The numoc:r ofyea:-s rl..)r \l.hich an organization '"ill be cligibie for ongoing \vaivers of
fees for th.: :)ame c'v ent -;haL Oc' no more thun rhre.:: years from the; inception of the event
C haritaok CO!HribL.lions \\ i:l be made to charitable organ ~zations within the 93921 zip
code area
The tmaJ do I!Jr amount o ff~.; v ai ,ers authorized each riscai year si1alt not exc~cd
5.27.5 00
The Cit) shal : \\ai\'c no mor~ than ~5 .v0() ir; fees tor~ special ;\ent
Priorit~ will be gi\ en to organizar:or.s that oro> ide edt;carional anct.or communitY
programs and eYents that are open to rhe g~nera . publ ic free or' .:harge
.

86

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 A FEE WAIVER IN THE AMOUNT OF $1,575 FOR THE 6TH ANNUAL RUN
IN THE NAME OF LOVE EVENT TO BE HELD SUNDAY, JUNE 19, 2016

WHEREAS, the organizer of the 6th Annual Run in the Name of Love event has
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 6th Annual Run in the Name of Love event in the
amount of $1,575.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA this 1st day of March, 2016, by the following roll call vote:
AYES:

COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT:

COUNCIL MEMBERS

SIGNED:

ATTEST:

Jason Burnett, Mayor

Ashlee Wright
City Clerk

87