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Home My WebLink About6/21/2000 - STAFF REPORTS (21) DATE: June 21, 2000 TO: City Council FROM: Director, Department of Facilities APPLICATION FOR TOURNAMENT FEE WAIVER FOR PALM SPRINGS CHAMBER OF COMMERCE ANNUAL GOLF TOURNAMENT RECOMMENDATION: That City Council consider waiving greens and cart fees for the Palm Springs Chamber of Commerce Annual Golf Tournament at the Resort Course of Tahquitz Creek Golf Resort on Thursday, September 21, 2000. BACKGROUND: Staff at the Palm Springs Chamber of Commerce is requesting a waiver of greens and cart fees for its golf tournament on Thursday, September 21, at Tahquitz Creek Golf Resort's Resort Course. While the tournament has been held at Tahquitz Creek several times in past years, this is the first request for a waiver. Last year, the chamber netted about$22,391 from its event. It is anticipated that this year's tournament will generate approximately $22,824 for the chamber's general fund for operational expenses and$2,536 for the Retarded of the Desert. The estimated unrealized revenue for the Resort Course on this scheduled date is expected to be $5,760, based upon 144 players and an $40-per-round greens fee rate. This request does not comply with the City Council's Tournament and Group Play Policy adopted on November 3, 1999, in that the application was received by City staff the week of May 22, not the 20 weeks prior to the commencement of tournament promotion and/or public notification,and,therefore, could not be presented to City Council 12 weeks in advance of tournament promotion and/or public notification, as required by the policy. However,since this is the chamber's first waiver request, City staff presumes that chamber personnel were not aware of the City's policy terms. This matter was presented to the Parks and Recreation Commission at its June 21 meeting,and the City Council will be advised of the commission's recommendation at this meeting. S OTT WKESELL, Director Department of Facilities APPROVED: GZGCity Manager ATTACHM NTS: 1. Application for Tournament Fee Waiver 2. Minute Order REVIEWED BY DEPT.OF FINANCE 04/05/2000 21:37 7603248122 TAHQUITZ PAGE 05 F CI•L'Y OF PALM SPRINGS TAIIQU=CREEK GOLF RESOR'D DEPARTMENT OF FACILITIES 401 S,Pavilion Way INS Golf Club Drive palm Springs.CA 92262 Palm Springs,CA 92264 Telephone:(760)32341265 Telephone:(760)328-1005 Aplai IrA FOR TOURN IN ORDER TO BE CONSIDEREDs 1 W APPLICATION MUST BE COMPLETED IN US XMI RETX. L Title,Sponsor,Purpose and Gopl • Title: ANNIUAL GOLF TOURNAMENT • Sponsors: PAUM SPRINGS CHAMBER OF COMMERCE • Purpose: FiiN,nRATSFR FO THE PAI u cooTNAc CHAMBER nF COMMERCE . DONATE A PORTION OF THE PRnr.EEns TO A CHARITY CHOSEN BY' THE ROARn nF nTRcrrnRS • Goal: SAME AS ABOVE I 11.Applicant Authorization Attach a written communication-from the organization in whose name the event will be advertised, which authorizes you,the applicant,to submit this application on its or his/her behalf. • Applicant's Name: DAVI'D K. AAKER, A. C. E. _ • Applicant's Title: EXEGIUTIVE DIRErTnR • Address: 1901W AMADO ROAD PALM SPRINGS , CA 92262 • Mailing Address: SAMi AS ABOVE • Affiliation: PAL IM SPRINGS CHAMBER OF COMMERCE • Telephone: Daytime.g=l 5 7 7 Evening: N/A Emergency, N/r e_ EXT 113 or 12n 1*4 04 05 2000 21:37 7603248122 TAHIUUITZ PAGE 06 ]1L MEMEL— Event Principals • Name of person on site during setup,tournament,and takrAnwn who is responsible for the event and is authorized to make necessary d6cisions and changes: DR. DENNIS E . SPl1RGIN AND JANET KARAS , CO-CHAIR i On this page and on any needej attached sheets, lint names,addresses, and telephone numbers of all the principals involved in any way i the proposed tournament.Include professional event organizers,event Proawlers,Gcaaa:ial w,de,wt itrxs,commercial sponsors,contractors,charitable agencies forwhose benefit the event is being produced,the§rganization or organizations in whose name the event is being advertised, and all others administratively,Tiinancially,and organizationally involved as principals in the production of the proposed tournament. • Name: DR. DENNIS, E . SPURGIN, CO-CHAIR • Organiadun/Busiu..dAgw'uy/Affiliation. DOCTOR OF CHIROPRACTIC • Mailing Address: 120 '.E . PALM CANYON DRIVE, PALM SPRINGS , CA 92264 • Daytime Phone: 327-91402 Evening Phone: 325-1034 1 95-1083673 (PALM SPRINGS CHAMBER OF COMMERCE) • Entity's Tax Identification t o.: • Title and Functional Responsibility with Regard to the R NAME N T FOR PALM SPRINGiS CHAMBER OF COMMERCE. RESPONSIBILITIES INCLUDE PLANNING, REGISTRATION, COORDINATING PLAYERS AND GOLF COURSE , FINAL EVALUATION . • Name:, .,,_MNET KAR4S _ • Organization/Business/Age6ey/Affiliation: GUARANTY EEDFRAL RANK t • Mailing Address: 420i S . PALM CANYON DRIVE, PALM SPRINGS . CA 92262 • Daytime Phone: 325-i2021 Evening Phone: 325-3643 • Entity's Tax Identificationfilo.: 95-1033673 (PALM SPRINGS CHAMBER OF COMMERCE) • Title and Functional Respo�tsibility with Regard to the Tournament: CO-CHAIR FOR PALM SPRINGS CHAMBER ,OF COMMERCE GOLF TOURNAMENT. RESPONSIBTirTTFs SAME AS ABOVE i aaA3 2 04/05 2000 21:37 7603248122 : TAHOt1ITZ PAGE 07 All t I IV. Requested Tournament Compo4uts (For mqW-day tuuruamnuts,please attach complete sehedulm) • Requested day and date(first choice): TH U RS DAY , S E P T E M B E R 21, 2010 • Alternate days and dates: • Requostedfseilities: ' TOURNAMENT ON TAHQUITZ CREEK RESORT COURSE BAR-B-QUE IN CLUBHOUSE AND PATIO FOLLOWING GOLF TOURNAMENT I Tournament date and time schgdule for each of the following: i • Setup: from 5 : 39 AM/PMto 7 : 30 AM/PM Date: 9/21/00 • Start: from 6 : �0 �Mto 7 :30 AM/pM Data. 9/21/00 • l-mish: from N O Q N AM/PM to 1 :00 AM/l'M Date: 9/21 /00 • Post-Tournament Activities- from NOI-II AM/ Min 2 :00 AM/PM l7ate: 9/21/00 i • Takedown: from 1 :0�0 AM/gM tc 3:0 0 AMTM DOW; 9/21/00 • Projected number of participahts: 144 and spectators: NONE • Past participant attendance: 144 and spectators: NONE • Name(s)of host hotel(s): N/A i Projected number of room niglits the tournament will bring to Palm Springs: N/A V. Insurance i Attach to this application either an insurance policy or a certificate of insurance, including the policy tHnnhar,amount,and the pfovipion that the r_'ityof Palm Springs and Tahquitz Creek GolfR.esort are nameA as additional insureds.(Note:Insurance requirements depend upon the risk level of the tournament) i Q0 6y 3 r0411150 21:37 76@3248122 � TAHQLIITZPAGE 08 o Map • Ifoutsala services or services na;being supplied by Tahquitz Creek Golf Resort staff and management are being used,please check off below the items that are applicable to your tournament, Indicate these items on maps and attach. Whim possible,plaaus provide a to scale drawing A Entertainment or stage locations(grandstand operators should provide you with a ra- scale drawing) r B Alcoholic bcvcrage concession area C Non-alcoholic beverage concession area D Food concession areas £ General m#obandise concession areas r F . Portable toilet facilities(indicate number): G First aidfafilities H Event p"ipant aruVor spectator parking areas or parking plan I I Event organizer's command post J Fireworks for pyrotechnics site(include launch site and fallout zone) K Tables,enclosures, etc. L Temporary or permanent structures,such as scaffolding,stages,platforms,reviewing stands,gr"dstends or bleachers constructed for the event M Site of elficulcal wiring to be installed for the event ' N Site of w4a or other utilities 0 Trash containers(indicate number): P Other.Pits describe: I VM Availability of Food,Beres&and/or Entertainment I • If theta will be music,soun4 amplification or any other loud noise,please describe, inc udiva the hours. 1V/A + I I 4 � �e� 0r2OOO :37 7603240122 TAFUJITZ PACE 09 i 1 VJL AvailabilHy of Feed,De veragcs aPd/or$atertainmeut(continued) • Are alcoholic beverages to be served? kJI Yea ❑ No If y.r i • Describe what system will be used to ensure that alcoholic bevmagm will be consumed only by those petsuns 21 years of age and older ONLY AS NORMALLY SOLD BY TAHOUITZ CREEK FACILITIES . THE PALM SPRINGSICHAMBFR nF cnMMERCE 11111111111 N T SELL ALCOHOLIC BEVERAGES AT THIS EVENT . • Describe how,where,wheel and by whom the alcoholic beverages will be served. TAHOUITZ CREEK REGULAR PROGRA • If a party, dance or live eMertlainment is part of your event,please describe. N/A ' i • please describe all activities pf your event for which a license is required, i.e.,business license,lapel use permit.parade permits,liquor license,health department permits,pyrotechnics permits,etc. N/A ! I • Am food and/or non-alcoho,ic beverages to be served? R1 Yes ❑ No If yes: Will it be provided by Tihquitr Creek Golf Resort:? R7 Yes ❑ No If no: • Detacribe sanitation npewures, food handling procedures and the nature of the food (such as pre- packaged foods,hot dogs,premixed sodas,unpeeled fruit,raw meats,vegetables,fish,or peeled and cut rMit). i i i NOTE:You myy need roihave a health permit from the Riverside Coumy Department of Hedth Services, 5 ao�c� 04 05/2800 21:37 7603248122 TAHOUITZ PAGE 10 4 VLfI. Seearlty and Sateq Procedures Describe your proposed procedures for setup,operation, internal security,and crowd control. VOLUNTEERS TO REGIiTER GOLFERS AT CHECK-IN TABLE. THERE WILL Ai cn RF TA'3LES FOR SILENT AUCTION ITEMS . • If an event is to occur at night,descnbe how you are guiug to light the event area in order to increase the safety of participants and spectators coming to and leaving the event. N/A t • Describe your proposed planbr traffic control and packing (number of vehicles anticipated, parking locations,rffect on traffic on Oublic streets,etc.). NORMAL PARKING P6CEDURES MAINTAINED BY TAHOUITZ CREEK GOLF RESORT • dive name, address and phope number of the agency or agcncics that will provide first aid staff and equipment.Attach additional sheets,if necessary. i Name of Agency: N/A l Name of Representative: Address: Phone Numbers: l • Indicate medical services th*will be provided for the event. Medical Servio4 ;How Provided i Ambulance 1 Doctors Nurses ! Paramedics ` 6 O �� 84/85/2000 21:37 7603248122 T4WJITZ PAGE 11 Vendors or Concessionaires p( s i • Describe what vendors or concessionaires you will allow in conjunction with the event and the purpose or Purposes of these concessions. N/A • Describe how you intend to regulate, monitor And control the type, number and quality of vendors/ concessionaires whom you may permit to operate in conjunction with the event. N/A X. Mitigation of the Community Upped • Describe how you intend to reduce the impact of the tournament on businesses,churches,neighborhood, motorists,mass transit users and others.Attach additional aheeLs, if necessary. ! NORMAL ACTIVITY LEVEL FOR THE COURSE AS COMPARED TO A NORMAL DAY OIF OPERATION . I i XI. City Services/Equipment I • Describe City services and/or equipment requested for this event This will be reviewed and approved or denied by the Special EventslPlanging Team(SIX.T.). NONE ' XIi. Utter Pertinent Information N/A i r84 85/2000 21:37 7683248122 TAHQUITZ PAGE 12 I r GeneralIInfennatine ; The following information is impprtant for permit approval. It is requested so that the City will have information regarding the dollars raised for charities,the estimated age groups of participants and spectators, the fees charged or donations red_•?i^+,and the specific public benefits derived from each event • Please provide the following information based upon attendance,fees,and revenue and expcuses. LAST YEAR'SEVM 1999 Attendance 144 (players only) Tournament entry fee S 150.00 (Pa'person) INCLUDING DINNER 4 Total entry fees paid $ 21 ,600 .00 Admission revenue ! $ 0 Cuncossiunrevenuc S 420 .00 Sponsorship revenue I S — ,n n n n n Other revenue SILENT Af1CTION S 9.745-On Total oettournamentrevenue ; S 46,765.00 EXPENSES: I Administrative/professional expenses b n Rental expenses $ o Merchandise cxpauias $ 7 ,465 . 13 i PromotionaVadvertising expedsr<c S_ 0 Food&beverage expenses [Y,I N N E R ONLY $ 4,900 .00 Equipment rental expenses GIOL F $ 8, 974 _ no Other expensesANGELYIENt DONATION S 1,752. 00 Total net tournament expense $ 16, 373 .8.7 PALM SPRINGS CHAMBER OF COMMERCE r o9 g 04 05/2000 21:37 7603248122 TAF[il1ITZ PAGE 13 t i >t� General Information(continuedy Tun VEAR's EVENT i Projected 9tendance 144 (players only) REVkNUh TnnUluunent entry fee $ 135 .00 (perpmnn) , S 19,440.00 Totalp projected entry to be paid Projected admission revenue S n Projected concession revenue i $ 0 Projected sponsorship revenue S 9,n n n _n n Other projected revenue SILENTT AAUCTI0N S 2- 12n _ nn *LESS merchandise&m to Ae F&hTee (S 1,944 . 00 ) O/c ofentry tee) Total projected net tournatmeti revenue S 2 R.616 .n n *To be paid in advance to Tahiquitz Creek Golf Resort t EXPENSES: i Projected admi nistrative/proossional expenses S Projected rental expenses S Projected merchandise expenses S SEE ABOVE Projected promotiotioadver*ingexpenses $ 11000 .00 i Projected R)od&bevenago exyi es $ 3,200 .00 Projected equipment rental eAvues 4 496 _0n Other Projected expenses CHOSEN CHARITY $ 2 ,392 .00 Total projected net toumame4t expenses $ 21 _ 5 9 R _ n PALM SPRINGS CHAMB€R OF COMMERCE I I t ao 14-I o t i 9 04 05 2000 21:37 7603248122 TAHGIUITZ PAGE 14 I (se' 001'aI TOf01'mat10P(COntlnUed), (NOTE: Applicant must guarantee that a minimum 50%of the proceeds designated to go to charity most benefit that City otPalm Springs oraralm Spriggs charitable organization/foundation.) • Name the charitable organizations that received monetary benefits from last year's event, if applicable. Deseribc the amount paid,if any,to the charitable organization and give the number of volunteers Provided by that organization. i Nuwber uf Unpaid Volunteers Cbaritable Organization Amount Provided by Beneficiary Paid Qaritahle OMmizatinn PALM SPRINGS CHAMBER OF 16 , 373 .87 30 COMMERCE - (GENEgAL FUND FOR OPERATIONAL EXPENSES TO PROMOTE THE CITY OF PALM SPRINGS ANGELVIEW CRIPPLgD 1,752 .00 6 CHILDREN ' S FOUNDATION i • Name the charitable arganizati6ns that will receive monetary benefits from this year's event.Describe the amount guaranteed, if any,to ite charitable organization and give the number of volunteers provided by chat organization. I Number of Unpaid Volunteers Charitable C)Wniratioh Amount Provided by Beneficiary I Quaranteed Charitable Organization PALM SPRINGS CHAMBER OF 22 ,924 .00 30 COMMERCE CHARITY TO BE SELECTED 2,536 .00 UNKNOWN iC�per�o'C��Gts�'I I I I � A 11 to I Ir20080 21:37 7603248122 TAFpUITZ PAGE 15 eral Information(continueda • Estimated percentage of age groups for participants and spectators: THESE FIGURES AR� APPR0XIMfLficiPeMS SDactatm Age 15 years and under i 16 to 25 years 26 to d5 years 9 r, °/v % 46 to 60 years i 50 61 years and over 2 5 9i° t • rkmeribe, as specifically as possible, the benefit to the Tahquitz Creek Golf Resort, the City of Palm Springs,and the general public that will be derived from this tournament(such as guaranteed nwabmr of times the City of Palm Spring and/or Tahquitr Creek Golf Resort will be mentioned during a broadcast). (NOTE: All madjapromotion ofthe evemmust acknowledge the City ofPalm Springs and Taliquitz Creek Golf Resort as event sponsors.) ALL MEDIA PROMOTION OF THE EVENT WILL ACKNOWLEDGE THE CITY OF PALM SPRINGS ANDITAHQUITZ CREEK GOLF RESORT AS SPONSORS . THE CHAMBER HAS THE 1AR FST MFMRFRSHTP OF R11RTNFSSFC TN PAIM SPRINGS Ic ANn CONSTANTLY PROMOTjING THE CITY ALL YEAR ROUND REGARDLESS OF CITY PARTICIPATION . • How do you plan to promote tPe event?Please prov ide public relations plan,including advertising schedule and promotion campaign,and attach a sample of all promotional literature.(NOTE:All promotional and advertising materials must ac6owledge the City ofPalm Springs and Tahquitz Creek Golf Resort as event sponsors. These materials rdust be submitted Iu the City's Dircctor of Facilities for approval prior to production.) II 1. CHAMBER NEWSLETTER 4 . ARTICLES IN NEWSLETTER _2 . PROMOTIONAL FRYERS 5. ANNOUNCEMENTS AT CHAMBER EVENTS 3. PRESS RELEASES F INFORMATION IN CHAMBER OFFTrE A11 PRnMnTTnNAi PTrCrc wiu- B.E SUBMITTED TO THE CITY ' S OTRFr.Tniz OF FACILITIES POOR TO PRODUCTION . i I I1 04/05/2000 21:37 7603248122 TAHQIIITZ PAGE 16 ICIII. General b formation(continued). What decorations and promotidnal devices will be used: At the site: N/A At other locations: N/H I • Event Committee Name I TWO Responsibilities Ph= DR DENNIS F toll OTN Co-CHAIR OVERSEE COMMITTEE 327-9402 IANFT KARAS Cn CNATP OVERSEE COMMITTER 446-4021 DICK WHITE REGTSTRATif1N orr.TSrER (%QzGCoc 325-7226 MARK PAUL SILENT A CT10N/RAFFIF 32 -3rr2 14ELANTF GURK STI ENT AUTTONIRAEEI C 49f1-97 fiQ JIM DAVIS SPONSORSHIPS 325-1301 - TOM DAVIS SPONSORSHIPS 325-3400 HOWARD JACOBS I AWARDS/RULES 778-84� I hereby certify that the information p>ovided in this Application for Tournament ee Waiver is truthtW an dcnual to the beat of my knowledge. Si 4 Date DAVID K. AAKER, A.C. E. - Name(Please Print) EXECUTIVE DIRECTOR, PALM SPRINGS CHAMBER OF COMMERCE Title ! t We realize thie application is Lengthy. but ive need adequate information to avoid misunderstandings an41 yelp you make your tournament a success. 12 a0 6 13 MINUTE ORDER NO. WAIVING GREENS AND CART FEES FOR THE PALM SPRINGS CHAMBER OF COMMERCE ANNUAL GOLF TOURNAMENTATTHE RESORT COURSE OF TAHQUITZ CREEK GOLF RESORT ON THURSDAY,SEPTEMBER 21, 2000. I HEREBY CERTIFY that this Minute Order, waiving greens and cart fees for the Palm Springs Chamber of Commerce Annual Golf Tournament at the Resort Course of Tahquitz Creek Golf Resort on Thursday, September 21, 2000, was adopted by the City Council of the City of Palm Springs,California, in a meeting thereof held on the 21'day of June,2000. BY: PATRICIA A. SANDERS City Clerk