HomeMy WebLinkAbout4/20/2005 - STAFF REPORTS (12) CITY COUNCIL APRIL 20, 2005
NEW BUSINESS
SUBJECT: FEE WAIVER APPLICATION FOR THE PALM SPRINGS CHAMBER OF
COMMERCE ANNUAL GOLF TOURNAMENT
FROM: David H. Ready, City Manager
BY: Department of Parks and Recreation
SUMMARY:
The City Council will consider waiving green and cart fees for the Palm Springs
Chamber of Commerce Annual Golf Tournament at the Resort Course of Tahquitz
Creek Golf Resort on Thursday, November 10, 2005 and subsequent events in 2006
and 2007 per policy guidelines.
COMMISSION RECOMMENDATION:
Approve Minute Order No. , 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, November 10, 2005.
STAFF RECOMMENDATION:
City Manager and staff recommend that the City Council not waive any fees due to the
City's current budget deficit.
STAFF ANALYSIS:
Staff at the Palm Springs Chamber of Commerce is requesting a waiver of greens and
cart fees for its golf tournament on Thursday, November 10, at Tahquitz Creek Golf
Resort's Resort Course. The tournament has been held at Tahquitz Creek several times
in past years and this is the second request for a waiver, the last time being in 2000. At
its last tournament, the chamber netted about $18,297. It is anticipated that this year's
tournament will generate approximately $9,800 for the Palm Springs High School
Athletic Scholarship Fund.
This request complies with the City Council's Tournament and Group Play Policy
adopted on November 3, 1999, in that the application was received by City staff at least
20 weeks prior to the commencement of tournament promotion and/or public notification
and is being presented to City Council at least 12 weeks in advance of tournament
promotion and/or public notification, as required by the policy. The fee waiver request
can be granted for up to three years, contingent upon the promoter's compliance with
policy guidelines for attendance and revenue reporting.
ITEM NO. �"Q`
�ILY , l
April 20, 2005
Page 2
This matter was presented to the Parks and Recreation Commission at its April 13
meeting, and the Commission unanimously (7/0) recommended that the City Council
waive the fees.
FISCAL IMPACT:
The estimated unrealized revenue for the Resort Course on this scheduled date is
expected
to be $4,000, based upon 100 players and a $40-per-round greens fee rate.
ott Nlikes ell lDavid H. Ready -
irector, De pt. of Parks and Recreation City Manager
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.
I. Title, Sponsor,Purpose and Goal
• Title:PALM SPRINGS CHAMBER OF COMMERCE GOLF TOURNAMENT
• Sponsors: None at this tima
• Purpose: Fundraiser for Palm Springs Chamber of Commerce
• Goal: Also, donate to hiqh school for athletic scholorship
II. 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.
N/A
• 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:
Janet E. Cook/Jeff Gobble
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: .-
• Mailing Address:
• Daytime Phone: Evening Phone:
• Entity's Tax Identification No.:
• Title and Functional Responsibility with Regard to the Tournament:
i'
• Name:
• Organization/Business/Agency/Affiliation:
• Mailing Address:
• Daytime Phone: Evening Phone:
• Entity's Tax Identification NQ::"
• Title and Functional Kesponsibility with Regard to the Tournament:
2 � .
IV. Requested Tournament Components
(For multi-day tournaments, please attach complete schedules.)
• Requested day and date (first choice): Thursdav, November 10
• Alternate days and dates: Thursday, November 3
Thursday, November 11
• Requested facilities: Tahqui tz Creek Golf Course
Tournament date and time schedule for each of the following:
• Setup: fromg 00 Al PMto11:00 CAI PM Date: Event Day
�✓
11.00 12:30 "
• Start: from AM PM to AM/ M Date:
e• Finish: from 5:30 �, 6:00 Date:
• Post-Tournament
Activities: from 6:00 AM�I to :00 AMl M Date: t'
• Takedown: from 5:30 AN/ I to 6:30 A /PM Date: f
• Projected number of participants : 100 and spectators: N/A
• Past participant attendance: Average 108 and spectators: N/A
• Name(s) of host hotel(s): N/A
• 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 of Palm Springs and Tahquitz Creek GolfResort are named
as additional insureds. (Note: Insurance requirements depend upon the risk level of the tournament.)
Vf. 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
1, H Event participant and/or spectator parking areas or parking plan
1
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.
NO
4 C) '7
VU. Availability of Food,Beverages and/or Entertainment (continued)
• Are alcoholic beverages to be served? IX 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.
Tahquitz Creek Staff
• 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.
N/A
• 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.
N/A
• Are food and/or non-alcoholic beverages to be served? KI Yes ❑ No If yes:
• Will it be provided by Tahquitz Creek Golf Resort:? KI 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 mav need to have a health permit from the Riverside County Department of Health Services.
5
VIII. Security and Safety Procedures
• Describe your proposed procedures for setup, operation, internal security, and crowd control.
Staff and Volunteers will setup - no security
or crowd control needed
• 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.
N/A
• Describe your proposed plan for traffic control and parking (number of vehicles anticipated, parking
locations, effect on traffic on public streets, etc.).
N/A
• Give name, address and phone number of the agency or agencies that will provide first aid staff and
equipment. Attach additional sheets, if necessary.
Name of Agency: N/A
Name of Representative:
Address:
Phone Numbers:
• Indicate medical services that will be provided for the event.
Medical Service How Provided
Ambulance N/A
Doctors
Nurses
Paramedics
U_'r1 i
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.
:1Z
• 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.
F
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.
!r
XI. 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.).
N/A
XH. Other Pertinent Information
7 OCI
X1II. 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:
72
Attendance (players only)
REVENUE:
Tournament entry fee $ 200.00 (per person)
Total entry fees paid $ 15,274.00
Admission revenue $
Concession revenue $
Sponsorship revenue $ 10,000.00
Other revenue $ 1,579.00
Total net tournament revenue $ 26,858.00
EXPENSES:
Administrative/professional expenses $
Rental expenses $ 3,531.00
Merchandise expenses $
Promotional/advertising expenses $
Food &beverage expenses $ 1,966.34
Equipment rental expenses $
Other expenses $ 2,943.85
Total net tournament expenses $ 8,561.19
8
XHI. General Information(continued)
THIS YEAR'S EVENT:
Projected attendance 100 (players only)
REVENUE:
Tournament entry fee $ 175.00 (per person)
Total projected entry fees to be paid $ 17 ,500.00
Projected admission revenue $
Projected concession revenue $ —
Projected sponsorship revenue $ 11 000.00
Other projected revenue $ 500.00
*LESS merchandise& management fee ($ 1 �) (10% of entry fee)
Total projected net tournament revenue $ 17 ,290.00
*To be paid in advance to Tahquitz Creek Golf Resort
EXPENSES:
Projected administrative/professional expenses $ —
Projected rental expenses $ 4,700.00
Projected merchandise expenses $
Projected promotional/advertising expenses $ ----
Projected food & beverage expenses $ 1,500.00
Projected equipment rental expenses $ �-
Other projected expenses $ 1,250.00
Total projected net tournament expenses $ 7 ,450.00
r
9
XIII. General Information (continued)
(NOTE: Applicant must 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.)
• 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
Police Activity League $1,800.00 15
• 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
Beneficiary Guaranteed Charitable Organization
Palm Springs Highschool $500.00 p
Athletic Scholarship
10
XIII. General Information(continued)
• Estimated percentage of age groups for participants and spectators:
Participants Spectators
Age 15 years and under % %
16 to 25 years % %
26 to 45 years 75 % %
46 to 60 years 25 % %
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: All media promotion of the event must acknowledge the City of Palm Springs and Tahquitz Creek
Golf Resort as event sponsors.)
Local business and community leaders will enjoy the opportunity to
experience Tahquitz Creek
• How do you plan to promote the 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 Golf Resort as event
sponsors. These materials must be submitted to the City's Director of Facilities for approval prior to
production.)
Chamber flyers & newsletter
,.Q,
11
XIII. General Information (continued)
• What decorations and promotional devices will be used:
At the site:
At other locations:
• Event Committee
Name Title Responsibilities Phone
Jeff Gobble Chairman 325-4442
--Janet Conk C801_ 325-1577
I hereby certify that the information provided in this Application for Tournament Fee Waiver is truthful and factual
to the best of my knowledge.
Signat{fre 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 NO.
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, NOVEMBER 10,
2005.
I, James Thompson, City Clerk of the City of Palm Springs, 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, November 10, 2005, was adopted by the City Council of the City of
Palm Springs, California, in a meeting thereof held on the 20th day of April, 2005.
James Thompson, City Clerk