HomeMy WebLinkAbout9/3/2003 - STAFF REPORTS (32) DATE: September 3, 2003
TO: City Council
FROM: Director, Department of Parks and Recreation
APPLICATION FOR TOURNAMENT FEE WAIVER FOR PALM SPRINGS POLICE
OFFICERS ASSOCIATION ANNUAL GOLF TOURNAMENT
RECOMMENDATION:
That City Council consider waiving greens and cart fees for the Palm Springs
Police Officers Association Annual Golf Tournament at the Resort Course of
Tahquitz Creek Golf Resort on Monday, December 8, 2003, and for subsequent
tournament dates in 2004 and 2005, in accordance with the City's policy.
BACKGROUND:
The Palm Springs Police Officers Association (PSPOA) is requesting a waiver of
greens and cart fees for its annual golf tournament on Monday, December 8, at
Tahquitz Creek Golf Resort's Resort Course. In 2002, according to the application,
the association netted $8.500 from its event, while the event netted $9,762 and
$10,046 in 2000 and 2001, respectively. It is anticipated that this year's
tournament will generate approximately $9,100 for the association.
The estimated maximum amount of unrealized revenue for the Resort Course on
this scheduled date could be as much as $10,080, based upon 144 players and
a $70-per-round greens fee rate. However, according to Arnold Palmer Golf
Management staff, the typical revenue loss at this time of year is in the $5,800 to
$6,200 range as bookings do not run at 100% capacity. This request is in
accordance with the City's Council's Tournament and Group Play Policy("Policy")
adopted on November 3, 1999. Approval for events planned in 2004 and 2005 will
be subject to the requirements stated in the Policy.
The request for renewal was originally presented to the Parks and Recreation
Commission at its May 14 meeting. At that time, the commissioners requested
clarification of revenue raised in previous events and how these funds were used
by the PSPOA.
PSPOA's response to the commission indicated that support for this annual
tournament allows it to provide four high school scholarships each year for
students interested in pursuing careers in law enforcement, maintenance at the
Palm Springs Police Memorial Statue, occasional financial support for needy
member families and the Citizens Police Academy.
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APPLICATION FOR TOURNAMENT FEE WAIVER FOR PALM SPRINGS POLICE
OFFICERS ASSOCIATION ANNUAL GOLF TOURNAMENT
DATE: September 3, 2003
PAFE: Two
Since the Parks and Recreation Commission did not meet in June,this matterwas
brought back at the commission's July 9 meeting. After review and discussion of
the PSPOA's response,the Parks and Recreation Commission voted unanimously
(7/0) to recommend that City Council waive greens and cart fees for the Palm
Springs Police Officers Association Annual Golf Tournament at the Resort Course
ofTahquitz Creek Golf Resort on Monday, December8, 2003, and for subsequent
tournament dates in 2004 and 2005, which will be coordinated with management
staff at Tahquitz Creek Golf Resort and the Department of Parks and Recreation.
OCOTT MIKESELL, Director
//Department of Parks and Recreation
APPROVED✓'�"� r "' pF PIMA
City Manager REVIEWED g't DEPI.
NC5
ATTACHMENTS:
1. Application for Tournament Fee Waiver
2. Minute Order
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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,Partin and Goal
• Title:
• Sponsors
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• Purpose: (�1� '<\C (51t�nJ5 '�kE` 2— f� - TOOK Ckt-OZPLC t(-t
• Goal: [�
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H.Applicant Authorization
Attach a written communication from the organization in whose name the event will he advertised, which
authorizes you,the applicant,to submit this application on its or his/tier f.er behal
• Applicant's Name: ! , r3 �C �— $,,!g
• Applicant's Title:
• Address: jLb .S C_.t l{ ( L
• Mailing Address:
• Affiliation: O
• Telephone: Daytime: .--�s t)4 Evening: _Emergency:
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111. 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 sbeets, 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 forwhose benefit
the event is being produced,the organization or organizations in whose nine the event is being advertised,
and all others administratively,financially, and organizationally involved as principals in the production
of the proposed tournament.
• Name: —)�>S 1�0';7-h
• Organization/Business/Agency/Affiliation:
• Mailing Address:�C� �U�:,t_ \Z�C)C) t
• Daytime Phone: Evening Phone:_
• Entity's Tax Identification No.:
• Title and Functional Responsibility with Regard to the Tournament:_
• Name:
• Organization/Business/Agency/Affiliaflon:
• Mailing Address:
• Daytime Phone: Evening Phone:
• Entity's Tax Identification No.:
• Title and Functional Responsibility with Regard to the Tournament:
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IV. Requested Tournament Components
(For multi-day tournaments,please attach complete schedules.)
Requested day and date(first choice):
Alternate days and dates: '
• Requested facilities:
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Tournament date and time schedule for each of the following:
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• Setup: from (Al�M to & PM Date:
• Start: from�M to AM/PM Date: G
• Finish: from AMP11 to AM/PM Date: br—r—
• Post-Tournament
Activities: from Uc7 AMOto AM/ Date: ���
• Takedown: from.—AM/PM to AM/PM Date:
• Projected number of participants: )Y-4 and spectators:
• Past participant attendance: ' Z l� 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 thatthe City of Palm Springs and Tahquitz Creek Golf Resort are named
as additional insureds.(Note:Insurance requirements depend upon the risk level of the tournament.)
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V1. Location Map
• Ifoutside services or services not being supplied by Taliquitz Crock 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
7 Fireworks or pyrotechnics site(include launch site and fallout zone)
K Tables,enclosures,eta
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:
VH. Availability of Food,Beverages and/or Entertainment
• If there will be music, sound amplification or any other loud noise,please describe,including the hours.
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VII. Availability of Food,Beverages and/or Entertainment(continued)
• Are alcoholic beverages to be served? NI 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.
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• 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? D�Yes ❑ Tdo If yes:
• Will it be provided by Tahquitz Creek Golf Resort:? VYes ❑ 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
out fruit).
NOTE:You may need to have a health permit from the Riverside County Department of Health Services.
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VIU. Security and Safety Procedures
• Describe your proposed procedures for setup,operation,internal security, and crowd control.
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• 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.
Nor'#
• 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 first aid staff and
equipment.Attach additional sheets, if necessary.
Name of Agency:_ f� 1
Name of Representative:
Address:
Phone Numbers:
• Indicate medical services that will be provided for the event.
Medical Service How Provided
Ambulance
Doctors
Nurses
Paramedics
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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.
M. 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.).
XII. Other Pertinent Information
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XM. General Information(continued)
THIS YEAR'S EVENT:
Projected attendance _ (players only)
REVEN[.IE:
Tournament entry fee $ g (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 ($ )(10%of entry fee)
Total projected net tournament revenue $ IS a
*To be paid in advance to Tahquitz Creek Golf Resort
EXPENSES:
Projected administrative/professional expenses $ _
Projected rental expenses $
Projected merchandise expenses $
Projected promotionalladvertising expenses $ _
Projected food&beverage expenses $ _
Projected equipment rental expenses $ _
Other projected expenses $
Total projected net tournament expenses $�
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XIIt. General Information(continued)
(NOTE: Applicant must guarantee that a minimum 50%of the proceeds designated to go to charity
must benefit the City ofPalm Springs or a Palm Springs charitable organizationtfoundation.)
• Name the charitable organizations that received monetary benefits from last year's event, if applicable.
Describe the amountpaid,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
QSQpF) \ sth� oot�
• 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
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XM. General Information(continued)
Estimated percentage of age groups for participants and spectators:
Participants Spectators
Age 15 years and under % i
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 Gulf 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 ofthe eventmust acknowledge the City of Palm Springs and Trhquitz Creek
Golf Resort as event sponsors,)
rya aF o\)g- p rs eoL.L�
• How do you plan to promote the event?Please provide public relations plan,including advertising schedu le
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.)
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XM. General Information(continued)
• What decorations and promotional devices will be used:
At the site:
At other locations: WC)0 Cr
• Event Committee
Name Title Responsibilities hone
I hereby certify that the information provided in this Application for Tournament Fee Waiver is truthful and factual
to the best of my knowledge.
ODQK�
Signature fo
Date —
d� )t/
N (Plea se Pi t}p)
Title `r
We realize this application is lengthy, but we need adequate information to m;oid misunderstandings
and help you make your tournament a success.
12
— MINUTE ORDER NO. 7369
WAIVING GREENS AND CART FEES
FOR THE PALM SPRINGS POLICE
OFFICERS' ASSOCIATION ANNUAL
GOLF TOURNAMENT AT THE RESORT
COURSE OF TAHQUITZ CREEK GOLF
RESORT ON MONDAY, DECEMBER 8,
2003, AND FOR SUBSEQUENT
TOURNAMENT DATES IN 2004 AND
2005.
------------------
I HEREBY CERTIFY that this Minute Order, waiving greens and cart fees for the
Palm Springs Police Officers Association Annual Golf Tournament at the Resort
Course of Tahquitz Creek Golf Resort on Monday, December 8, 2003, and for
subsequent tournament dates in 2004 and 2005, was adopted by the City Council
of the City of Palm Springs, California, in a meeting thereof held on the 3rd day of
September, 2003.
PATRICIA A. SANDERS
City Clerk