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HomeMy WebLinkAbout11/3/1999 - STAFF REPORTS (2) DATE: November 3, 1999 TO: City Council FROM: Director, Department of Facilities TAHQUITZ CREEK GOLF RESORT TOURNAMENT AND GROUP PLAY POLICY AND APPLICATION FOR TOURNAMENT FEE WAIVER RECOMMENDATION: That City Council approve the attached Tournament and Group Play Policy and Application for Tournament Fee Waiver for use of the Resort Course at Tahquitz Creek Golf Resort. BACKGROUND: On June 5, 1996, City Council adopted Minute Order 5747, which established the criteria by which fee waivers could be granted for tournament play at the Resort Course of Tahquitz Creek Golf Resort.At the time of adoption,the policy was considered to be relatively comprehensive and sufficient to cover the types of requests received at the golf course. One of the primary policy objectives established by the Tournament and Group Play Policy was to assist in the promotion and fund-raising efforts of local charities through the use of the Resort Course at Tahquitz Creek. It was fell this would benefit the Resort Course through increased community exposure and also help local nonprofit organizations raise needed revenues through golf tournaments. Both objectives were to be accomplished without severely compromising the income of the Resort Course. As time has passed and circumstances have changed, modifications to the initial tournament policy have been needed to more dearly define the original policy objectives and clarify application requirements.The proposed policy has incorporated several concepts and wording changes requested by City Council to reaffirm the intent of the original policy with respect to the benefits received by the golf course being equitable to the cost incurred. The notable modifications are: • Ten percent (10%) of all tournament entry fees will be returned to the golf shop in the form of merchandise sales to support tournament activities. • Only licensed nonprofit organizations will be considered forte waiver of fees. • Fee waivers will only be granted for non-prime time play (Monday through Thursday). Prime time tournament requests(Friday through Sunday and holidays) will pay the prevailing Resident Discount Rate for all participants. • Tournaments may be approved for three successive events provided that a minimum number of players (100) participate annually and that financial data be reviewed within sixty (60) days alter each event to ensure compliance with policy requirements. • Tournaments must demonstrate a promotional value to the City of Palm Springs and the local community. • All advertising and promotional materials must acknowledge the City of Palm Springs and Tahquitz Creek Golf Resort as event sponsors. • Twenty-five percent (25%) of tournament proceeds must be returned to local charities. dwiawa • Applications must be received by the Director of the Department of Facilities twenty (20)weeks in advance of the event. At Its July 7 meeting,this amended policy was reviewed and approved by the Parks and Recreation Commission, subject to modifications made by the City Council.The policy was submitted for review by the City Council at the September 22 Study Session. Several items were requested to be modified at that Study Session and those changes have been incorporated into the attached document. Staff is recommending that City Council approve the attached Tournament and Group Play Policy and Application for Tournament Fee Waiver. . J 6 S TT SELL, Director Department of Facilities C—.Oe APPROVED: City Ifniager ATTACHMENTS: 1. Proposed Tournament and Group Play Policy/Application for Tournament Fee Waiver 2. Minute Order �Arb��V V� OF PALMS U N TAHQUITZ C REEK kPALM �WfkttO� CNGS -10 FOIL A Golf Resort TAHQUITZ CREEK GOLF RESORT RESORT COURSE TOURNAMENT AND GROUP PLAY POLICY (Effective November 4, 1999) CONTACTS: Scott Mikesell Neil Finch Director,Department of Facilities General Manager City of Palm Springs Tahquitz Creek Golf Resort 401 S. Pavilion Way 1885 Golf Club Drive Patin Springs,CA 92262 Palm Springs,CA 92264 Telephone: (760) 323-8265 Telephone: (760) 328-1956 TAHQUITZ CREEK GOLF RESORT RESORT COURSE TOURNAMENT AND GROUP PLAY POLICY An intricate part of the revenue-generated program at Tahquitz Creek Golf Resort is booking tournaments and group business.The primary objective is to book these events at the maximum dollar-per-round amount, determined by the time of year(season)and market conditions. AU Tournament and Group Plav Tahquitz Creek Golf Resort encourages tournament and group play activity at the golf course as is evidenced through the annual support of a number of charitable events. Additionally, both the City of Palm Springs and the Tahquitz Creek Golf Resort management team are highly supportive of the economic impact these events have on the local community through their promotional and revenue- generating value. In return for this support of tournament and group play activity,Tahquitz Creek Golf Resort requires that tan percent(10%)ofeach player's tournament entry fee be allocated towards the purchase of merchandise at Tahquitz Creek Golf Resort in support of the event itself. This requirement is intended to assist in offsetting the administrative costs associated with conducting the event and for ongoing support of retail operations at the Tahquitz Creek pro shop.This fee must be paid a minimum oftwo(2)weeks in advance ofthe scheduled tournament play date and will be based upon the maximum number ofattendees;expected to participate in the tournament. Paid Fee Tournament and Group Plav In this highly competitive market,there are situations when discounting is necessary to secure events.The management staff at Tahquitz Creek is responsible for the negotiations and contract development for fee tournament and group play. All proposals shall be presented directly to the general manager, head golf professional or the staff tournament director at Tahquitz Creek Golf Resort for annual review and action. i Waived Fee Tournaments and Groan Play Only Applications for Tournament Fee Waiver submitted by nonprofit organizations will be considered. In the case of a request for waived tournament fees,the following procedure shall be implemented: An Application for Tournament Fee Waiver must be completed and submitted for review to the City's Director of Facilities.The application must be submitted twenty(20)weeks prior to the commencement oftournament promotion and/or public notification.This is because the application must first be reviewed bythe Parks and Recreation Commission andthen submitted to City Council with a recommended action from the commission. The application must be presented to City Council at least twelve(12)weeks in advance of when the tournament promotion and/or public notification is to begin. No tournament shall advertise Tahquitz Creek GolfResort as the tournament site until approval has been given by the City Council and an agreement has been signed by the promoter and Tahquitz Creek Golf Resort operations staff.Upon approval,the City of Palm Springs and Tahquitz Creek Golf Resort shall be acknowledged in all tournament promotions and advertising as event sponsors.All advertising shall be subject to the review and approval of the City's Director of Facilities prior to production of such material. Requests for the fill waiver of greens fees will only be considered if requesting a weekday(Monday through Thursday) tournament date. All requests for weekend (Friday through Sunday) and holiday tournament dates will be considered at the prevailing Resident Discount rate for each participant. If the tournament is a Pro Am or other similar celebrity/amateur event,celebrities and other dignitaries may receive full waiver of greens fees at the discretion ofthe City Manager or his designee;however,the total number of celebrity players receiving full fee waivers in this manner shall not exceed twenty-five percent(25%)ofthetotal numberof participating tournament players.Thesewaivers will only be granted during the approved tournament dates. Tahquitz Creek staff and City of Palm Springs staff will review and critique the application and request additional information or clarification if necessary. Staff will then submit the application to the City of Palm Springs Parks and Recreation Commission for its review and critique.The commission's responsibility will be to examine the application and to make a formal recommendation to the City Council as to whether or not the tournament should be produced and the fees waived. If the Parks and Recreation Commission does not recommend approval of the tournament,the applicant has the option of appealing the commission's recommendation to the City Council for its consideration. ii If the commission recommends approval,a tournament agreement will be developed for City Council's approval and will be put on the next available regularly scheduled City Council meeting agenda for consideration.This agreement may be written to include up to three(3)successive annual events; after the third(31)event,a new application must be submitted for approval.However,no tournament shall be approved to operate under a multiple-year agreement if less than one hundred(100)players participate in any single year's event.If this occurs,the applicant must resubmit an application and again complete the application process. All conditions and terms of the tournament production will be documented in the agreement, including, but not limited to,greens fees,cart fees,merchandise fees,use of driving range,concessions,banquets, beverages,and staff support. Upon conclusion of each event,the applicant must submit a financial statement,including all income and expenses for the tournament.This must be submitted to the City's Director of Facilities within sixty(60) days after the conclusion of each event to validate the remaining tern of the tournament's three(3)-year agreement or any subsequent agreement. It is the responsibility ofthe applicant to provide the necessary documentation that demonstrates that the following criteria has been met: • Proof of current nonprofit status, such as IRS Sec. 501(c) status, must be submitted with the application. • Evidencethatthe event specifiicallyprovides marketing/promotionalvalueto the City of Palm Springs and/orTahquitz Creek GolfResortthat greatly exceeds the loss of revenue and operating expenses for both the City of Palm Springs and Tahquitz Creek Golf Resort. • Documentation that the tournament presented will be operated and promoted by a reputable entity and appropriate references are provided for background check purposes. • Guarantee that a minimum 50%of the proceeds designated to go to charity must benefit the City of Palm Springs or a Palm Springs charitable organization/foundation. • Agreements for production coverage,celebrity participation/endorsement and sponsor involvement must be provided if these activities are to be considered as promotional value to the City of Palm Springs and/or to Tahquitz Creek Golf Resort. iii CITY OF PALM SPRINGS TAHQUITZ CREEK GOLF RESORT DEPARTMENT OF FACILITIES 1885 Golf Club Drive 401 S.Pavilion Way Palm Springs,CA 92264 Palm Springs,CA 92262 Telephone:(760)328-1005 Telephone: (760)323-8265 APPLICATION FOR TOURNAMENT FEE WAIVER IN ORDER TO BE CONSIDERED,THIS APPLICATION MUST BE COMPLETED IN ITS ENTIRETY. L Title,Sponsor,Purpose and Goal • Title: • Sponsors: • Purpose: • Goal: IL 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: • Applicant's Title: • Address: • Mailing Address: • Affiliation: • Telephone: Daytime. Evening: Emergency: 1 III. Event Principals • Name of person on site during setup,tournament,and takedown who is responsible for the event and is authorized to make necessary decisions and changes: On this page and on any needed attached sheets, list names,addresses,and telephone numbers of all the principals involved in any way in the proposed tournament.Include professional event organizers,event promoters,financial underwriters,commercial sponsors,contractors,charitable agencies for whose benefit the event is being produced,the organization or organizations in whose name the event is being advertised, and all others administratively,financially,and organizationally involved as principals in the production of the proposed tournament. • Name: • Organization/Business/Agency/Affiliation: • MailingAddtess: • Daytime Phone: Evening Phone: • Entity's Tax Identification No.: • Title and Functional Responsibility with Regard to the Tournament: • Name: • Organization/Business/Agency/Affiliation: • Mailing Address: • Daytime Phone: Evening Phone: • Entity's Tax Identification No: • Title and Functional Responsibility with Regard to the Tournament: 2 IV. Requested Tournament Components (For multi-day tournaments,please attach complete schedules.) • Requested day and date(first choice): • Alternate days and dates: • Requested facilities: Tournament date and time schedule for each of the following: • Setup: from AM/PM to AM/PM Date: • Stan: from AM/PM tc AM/PM Date: • Finish: from AM/PM to AM/PM Date: • Post-Tournament Activities: from AM/PM to AM/PM Date: • Takedown: from ---AM/PM to AM/PM Date: • Projected number of participants: and spectators: • Past participant attendance: and spectators: • Name(s)of host hotel(s): • Projected number of room nights the tournament will bring to Palm Springs: V. Insurance • Attach to this application either an insurance policy or a certificate of insurance, including the policy number,amount,and the provision that the City ofPalm Springs and TahquitzCreek GolfResortare named as additional insureds.(Note: Insurance requirements depend upon the risk level of the tournament.) 3 VI. Location Map • If outside services or services not 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.When possible,please provide a to-scale drawing. A Entertainment or stage locations(grandstand operators should provide you with a to- scale drawing) B Alcoholic beverage concession area C Non-alcoholic beverage concession area D Food concession areas E General merchandise concession areas F Portable toilet facilities(indicate number): G First aid facilities H Event participant and/or spectator parking areas or parking plan I Event organizer's command post J Fireworks or pyrotechnics site(include launch site and fallout zone) K Tables,enclosures,etc. L Temporary or permanent structures,such as scaffolding,stages,platforms,reviewing stands,grandstands or bleachers constructed for the event M Site of electrical wiring to be installed for the event N Site of water or other utilities O Trash containers(indicate number): P Other.Please describe: VII. Availability of Food,Beverages and/or Entertainment • If there will be music,sound amplification or any other loud noise, please describe, including the hours. 4 VI L Availability of Food,Beverages and/or Entertainment(continued) • Are alcoholic beverages to be served? ❑ Yes ❑ No If yes: • Describe what system will be used to ensure that alcoholic beverages will be consumed only by those persons 21 years of age and older. • Describe how,where,when and by whom the alcoholic beverages will be served. • If a party,dance or live entertainment is part of your event,please describe. • Please describe all activities of your event for which a license is required, i.e.,business license,land use permit,parade permits, liquor license,health department permits,pyrotechnics permits,etc. • Are food and/or non-alcoholic beverages to be served? ❑ Yes ❑ No If yes: • Will it be provided by Tahquitz Creek Golf Resort? ❑ Yes ❑ No If no: • Describe sanitation measures, 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 fruit). NOTE:You may need to have a health permit from the Riverside County Department of Health Services. 5 VDL Security and Safety Procedures • Describe your proposed procedures for setup,operation, internal security,and crowd control. • If an event is to occur at night,describe how you are going to light the event area in order to increase the safety of participants and spectators coming to and leaving the event. • Describe your proposed plan for traffic control and parking (number of vehicles anticipated, parking locations,effect on traffic on public streets,etc.). • Give name, address and phone number of the agency or agencies that will provide fast aid staff and equipment.Attach additional sheets, if necessary. Name of Agency: Name of Representative: Address: Phone Numbers: • Indicate medical services that will be provided for the evert. Medical Service How Provided Ambulance Doctors Nurses Paramedics 6 IX. Vendors or Concessionaires • Describe what vendors or concessionaires you will allow in conjunction with the event and the purpose or purposes of these concessions. • 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. X. Mitigation of the Community Impact • Describe how you intend to reduce the impact of the tournament on businesses,churches,neighborhood, motorists,mass transit users and others.Attach additional sheets,if necessary. XL City Services/Equipment • Describe City services and/or equipment requested for this event.This will be reviewed and approved or denied by the Special Events Planning Team(S.E.P.T.). NIL Other Pertinent Information 7 3M General Information The following information is important 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 required,and the specific public benefits derived from each event. • Please provide the following information based upon attendance,fees,and revenue and expenses. LAST YEAR'S EVENT: Attendance (players only) RE : Tournament entry fee $ (per person) Total entry fees paid $ Admission revenue $ Concession revenue $ Sponsorship revenue $ Other revenue $ Total net tournament revenue $ EXPENSES: Administrativetprofessional expenses $ Rental expenses $ Merchandise expenses $ Promotional/advertising expenses $ Food&beverage expenses $ Equipment rental expenses $ Other expenses $ Total net tournament expenses $ 8 XIIL General Information(continued) THIS YEAR'S EVENT• Projected attendance (players only) REVENUE: Tournament entry fee $ (per.person) Total projected entry fees to be paid $ Projected admission revenue $ Projected concession revenue $ Projected sponsorship revenue $ Other projected revenue $ *LESS merchandise&management fee ($ 1(10%of entry fee) Total projected net tournament revenue $ *To be paid in advance to Tahquitz Creek Golf Resort EXPENSES: Projected administrative/professional expenses $ Projected rental expenses $ Projected merchandise expenses $ Projected promotional/advertising expenses $ Projected food&beverage expenses $ Projected equipment rental expenses $ Other projected expenses $ Total projected net tournament expenses $ 9 XXM. General Information(continued) (NOTE: Applicant must guarantee that a minimum 50% of the proceeds designated to go to charity must benefit that City ofPalm Springs or Palm Springs charitable organization/foundation.) • Name the charitable organizations that received monetary benefits from last year's event, if applicable. Describe the amount paid,if any,to the charitable organization and give the number of volunteers provided by that organization. Number of Unpaid Volunteers Charitable Organization Amount Provided by Beneficiary Paid Charitable Organization • Name the charitable organizations that will receive monetary benefits from this year's event.Describe the amount guaranteed, if any,to the charitable organization and give the number of volunteers provided by that organization. Number of Unpaid Volunteers Charitable Organization Amount Provided by Beneficia Guaranteed Charitable Organization 10 XM. General Information(continued) • Estimated percentage of age groups for participants and spectators: Partici SMIALOEMS Age 15 years and under % % 16 to 25 years 26 to 45 years 46 to 60 years 61 years and over % • Describe, 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 number of times the City of Palm Springs and/or Tahquitz Creek Golf Resort will be mentioned during a broadcast). (NOTE: Qff media promotion ofthe event must acknowledge the City ofTalm Springs and Taliquitz Creek Golf Resort as event sponsors.) • Howdo youplan to promotethe event?Please provide public relations plan,including advertising schedule and promotion campaign,and attach a sample of all promotional literature.(NOTE:All promotional and advertising materials must acknowledge the City of Palm Springs and Tahquitz Creek GolfResort as event sponsors. These materials must be submitted to the City's Director of Facilities for approval prior to production.) 11 XUL General Information(continued) • What decorations and promotional devices will be used: At the site: At other locations: • Event Committee Name Elk EMnsibil Phone I hereby certify that the information provided in this Application for Tournament Fee Waiver is truthful and factual to the best of my knowledge. Signature Date Name(Please Print) Title We realize this application is lengthy, but we need adequate information to avoid misunderstandings and help you make your tournament a success 12 MINUTE ORDER (P-5 4 APPROVING THE TOURNAMENT AND GROUP PLAY POLICY AND APPLICATION FOR TOURNAMENT FEE WAIVER FOR USE OF THE RESORT COURSE AT TAHQUITZ CREEK GOLF RESORT. I HEREBY CERTIFY that this Minute Order, approving the Tournament and Group Play Policy and Application for Tournament Fee Waiver for use of the Resort Course at Tahquitz Creek Goff Resort, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 3n0 day of November, 1999. BY: PATRICIA A. SANDERS City Clerk a • b