Meeting Date: August 7, 2012
Prepared by: Heidi Burch, Asst. City Administrator
City Council
Agenda Item Summary
Description: The organizers of the Carmel Art and Film Festival have requested support from the City to waive certain fees and to grant one of the City’s “free use” days at Sunset Center.
Overall Cost:
City Funds: $3,130 plus one “free use” day valued at $2,000.
Grant Funds: N/A
Staff Recommendation: Adopt the Resolution to waive certain fees totaling $3,130.00 including those for special event processing, sound permits, parking stall fees, the use of Devendorf Park for two days, the closure of Mission Street from Ocean to 6th (provided sponsors are found) and one “free use” day at Sunset Center.
Important Considerations: Noted in the staff report.
Decision Record: In past years, the City Council has supported the Carmel Art and Film Festival by approving the “free use” day at the Sunset Center, the closure of Mission Street and the use of Devendorf Park.
Reviewed by:
_______________________________ __________________
Jason Stilwell, City Administrator Date
CITY OF CARMEL-BY-THE-SEA
STAFF REPORT
TO: MAYOR BURNETT AND CITY COUNCIL MEMBERS
FROM: HEIDI BURCH, ASSIST ANT CITY ADMINISTRATOR
THROUGH: JASON STILLWELL, CITY ADMINISTRATOR
DATE: AUGUST 7, 2012
SUBJECT: CONSIDERATION OF A RESOLUTION APPROVING STREET CLOSURES, ONE OF THE CITY'S FREE USE DAYS AND A WAIVER OF CERTAIN COSTS AND FEES ASSOCIATED WITH THE 2012 CARMEL ART AND FILM FESTIVAL
BACKGROUND
2012 marks the fourth annual Carmel Art & Film Festival, scheduled for October 10-14th. The festival includes events such as the screening of films at venues throughout the City, a lecture series, a "Women in Film" program, a photography exhibit, and an art show and sale in Devendorf Park.
The event brings a large number of visitors to the City. The organizers offer daily tickets
as well as packages ranging in price from $10 to $25,000, making the experience
accessible to a wide array of filmgoers. Additionally, the movies on the beach and the art
show/sale in the park are free to the public.
In continuation of the organizers' commitment to the future of filmmaking, they have
established the Carmel Art & Film Festival Scholarship Fund, which offers four $2,500
scholarships to high school seniors who are planning on going to college to study art or
film, and/or college students already enrolled in art or film programs. As in years past,
student films will be shown in various venues.
The organizers of the Cannel Art and Film Festival have requested support for the event
from the City in various forms the past three years.
This year, the requests of the City are as follows:
Request #1 The closure of Mission Street between Ocean Avenue and Sixth Avenue for
the placement of tents to sell sponsor merchandise.
Carmel Municipal Code Section 12.32.060 requires that City Council approve the closure
of streets and the placement of tents in the public right-of-way for events. This has not
posed problems or generated complaints at similar events held in the City in recent years.
As of August 1, no event sponsors have been confirmed. This request is being made in
anticipation of the procurement of sponsors; however, if none are found within 30 day of
the event, the street will not be closed. Event organizers will confirm sponsors with City
staff 30 days prior to the event.
The request for the street closure has been granted to the organizers each year for the past
three years.
Request #2 One of the City's "free use" days at the Sunset Center for use between
October 10-14,2012.
The City is granted five "free use" days for the use of the theater and lobby of the Sunset
Center each fiscal year. Council has already approved two of these days: one, for the
Carmel Foundation; the other for the Carmel Public Library Foundation. At the August
7, 2012 meeting, Council will consider a request for a free day from the Carmel Authors
and Ideas Festival. Should Council approve both the requests from the Authors and Ideas
Festival and the Art and Film Festival, only one "free use" day will remain for the City
Council to allocate between July 1, 2012 and June 30, 2013.
This "free use day" request has been granted the previous three years for the Art and Film
Festival.
Request #3 Waiver of all allowable City fees totaling $3130.00.
FISCAL IMPACT
The fiscal impacts for the waiver requests are delineated below:
The use of Devendorf Park $1,400
Cost of $400 for the first four hours and $300 for the second four hours for two days.
This fee includes the cost of Public Works' time to inspect the park before and after for
damage, the posting and removal of signage, the placement and removal of barricades
and/or A-frames by the Public Works department.
The closure of Mission between Ocean and Sixth $730
Cost of $365 per block per day for two days. This fee includes the cost of traffic control
by the Police Department, the posting and removal of signage, the placement and
removal of barricades and or A-frames by the Public Works department
City event processing, sound permit and parking stall fees $1,000
100
Sunset Center free use day value of $2,000
This is not a direct cost to the City. The City has five "free use" days for use of the
theater and lobby of the Sunset Center each year. The value is provided here for
reference only.
The Carmel Art and Film Festival organizers have agreed to pay the City for the "hard
cost" expenses associated with the event in accordance with Council Policy.
STAFF RECOMMENDATION
Staff recommends that the Council waive the following fees totaling $3130.00:
Special event processing fee for the main event $ 150.00
Special event processing fee for the beach BBQ 400.00
Fees for two parking stalls 400.00
Sound pennit fees 50.00
Use of Devendorf Park 1,400.00
Closure of Mission Street (between 6th and Ocean) 730.00
Total $ 3,130.00
One day at Sunset Center value of $2,000.00
In accordance with Council Policy regarding the waiver of fees, the organizers have
provided the financial statements for 2011 and budget for the 2012 event for Council
consideration (Attachment "A").
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2012-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA APPROVING STREET CLOSURES, ONE OF THE
CITY’S FREE USE DAYS AND A WAIVER OF CERTAIN COSTS AND FEES
ASSOCIATED WITH THE 2012 CARMEL ART AND FILM FESTIVAL
WHEREAS, the Carmel Art and Film Festival, now in its fourth year, draws a
large number of visitors to the City and has proven to be a popular event; and
WHEREAS, the Festival offers a broad array of films and art events in a variety
of venues throughout the City, many of which are free to public; and
WHEREAS, the event organizers are committed to developing youth talent in
filmmaking, including offering $10,000 in scholarships to promising high school and
college students.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF
THE CITY OF CARMEL-BY-THE-SEA DOES:
1. Approve waiving fees and costs to the 2012 Carmel Art and Film Festival to
include: the closure of Mission Street between Ocean and Sixth Avenue, one
“free use” day for the use of the theater and lobby at Sunset Center, and the
waiver of City permit and parking stall fees.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA this 7th day of August 2012, by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
SIGNED:
ATTEST: _______________________
JASON BURNETT, MAYOR
_____________________
Heidi Burch, City Clerk
101
The Carmel Art & Film Festival is a 501(c)3 nonprofit organization dedicated to the development and
celebration of independent artists and their audiences.
This year the Carmel Art & Film Festival will take place October 10-14 at several venue locations
throughout Carmel-by-the-Sea. Last year the city supported our efforts by waiving all fees associated
with the film festival. Not only was this greatly appreciated, the cost savings allowed us to reallocate
dollars and expand our marketing efforts in both the LA and San Francisco areas which had a significant
impact on the ticket sales.
Listed below are all of the line items that appear on the Special Event Permit, however, we understand
that the City of Carmel-by-the-Sea has implemented new guidelines regarding the waiver of fees and is
no longer in a position to absorb the “hard cost” associated with a special event. Any “hard cost” line
item will be paid by Carmel Art & Film Festival:
1. One “FreeUse Day” at the Sunset Center for the use of the theater and lobby only
2. Special Event processing fee for the Carmel Art & Film Festival: $150
3. Special Event processing fee for the BBQ on the beach: $400
4. Beach Damage Deposit for BBQ (refundable upon inspection): $200
5. Devendorf Park - $400 1st four hours X 2 (use of park Saturday & Sunday only): $800
6. Devendorf Park - 2nd four hours$300 per hours X 2 (use of park Saturday & Sunday only): $600
7. Devendorf Park Damage Deposit: $350
8. Sound permit for Devendorf Park: $25
9. Sound permit for the “Movie on the Beach”: $25
10. ** Closure of Mission Ave. between 6th & Ocean Ave.: $730
11. ** No Parking signs ($1.50 per sign X 20 signs): $30
12. ** Long Barricades to close Mission between 6th and Ocean Ave.: $130
13. A-frames at various city locations: $250
14. Del Mar Beach, 2 officers, Saturday, October 13th from 5:00pm-11:00pm: $750
(2 X $103.62 per hour per officer. 12 hours total)
15. Two Parking stalls (location TBD) $100 per stall per day x 2 days: $400
** The request to close Mission Avenue is contingent on our ability to secure a Sponsor for this area and
we have agreed to a 30 day notice:
If the Carmel Art & Film Festival does not secure a Sponsor for the Mission Avenue street
closure 30 days prior to the film festival, the request will be withdrawn.
102
Attachment "A" 103
Ordinary Income/Expense
Income
Sponsorship Presence
Art Auction - Donation
Board Member Dues
Major Donor Contribution
Grants-Institutions
Product-Merchandise Sales
Print Sales
Ticket Sales
Patron Package
VIP Package
Essential Credential Package
Single Ticket
Women in Film
Advertising Sales
Artist Booth FeesNendors
Artist Application Fees
Film Submission Fees
Revenue Income-Other
Total Income:
Expense
Advertising
Print Media
Bill Board
TV-KSBW
Social Media
Web Design
Advertising - Other
Total Advertising
Automobile Expense
Bank Service Charges
Credit Card Service Charge
Total Bank Service Charges
Staffing & Commissions
PR Firms-LA & SC Live
Advertising Commission
Sponsorship Commission
Carmel Art Film Festival
January-December, 2012
Confidential
Planned
Jan- Dec 12
75,000
10,000
20,000
75,000
5,000
50,000
14,850
37,500
5,000
6,250
5,000
500
9,975
4,500
318,575
1,500
5,000
2,000
500
1,500
10,500
500
4,500
4,500
17,000
500
18,750
Page 1 of 3
104
Total Salary & Commissions
Event & Exhibition Expenses
Artist-Art Sales
Filmmaker Awards
Food & Beverage
Screenwriter Cash Award
Total
Insurance
Liability Insurance
Insurance-Board of Directors
Insurance-Event
Total Insurance
Licenses and Permits
Product-Merchandise
Music Performance
Total
Printing Cost
Program Printing
Banner & Signage
Collateral
Printing-Other
Total Printing Cost
Rentals
Film-Screening Rentals
Projection & Audio Rental
Theater Rental
Rentals - Other
Total Rentals
Security Expense
Transportation & Room Expense
Event & Exhibition Expenses -Other
Total
Total Event & Exhibition Expenses
Filing Fees
IMDb Monthly Fees
Carmel Art Film Festival
January-December, 2012
Confidential
Jan- Dec 12
36,250
3,500
65,000
5,000
73,500
950
3,150
2,500
6,600
750
2,000
500
3,250
15,000
4,500
3,000
6,000
28,500
15,000
24,000
39,000
1,000
35,000
5,000
41 ,000
237,100
300
180
Page 2 of 3
105
Constant Contact Monthly Fees
Office Supplies
Postage & Delivery
Rent
Car Insurance
Miscellaneous Expense
Total
Taxes
Sales
Total Taxes
Travel & Ent
Airfare-Internal
Catering/Event/Private Parties
Travel & Ent - Other
Total Travel & Ent
Utilities
Waste & Recycling
Telephone
Total Utilities
Total Expenses before Executive Compensation
Net Income before Executive Compensation
Executive Compensation
Net Income
Carmel Art Film Festival
January-December, 2012
Confidential
Jan- Dec 12
600
650
1,450
500
9,680
1,500
1,500
800
200
1,000
500
4750
5250
254,530
64,045
28,000
36,045.00
Page 3 of 3
106
Ordinary Income/Expense
Income
Sponsorship Presence
Art Auction - Donation
Board Member Dues
Major Donor Contribution
Grants-Institutions
Product-Merchandise Sales
Print Sales
Ticket Sales
Patron Package
VIP Package
Essential Credential Package
Single Ticket
Women in Film
Advertising Sales
Artist Booth FeesNendors
Artist Application Fees
Film Submission Fees
Revenue Income-Other
Total Income:
Expense
Advertising
Print Media
Bill Board
TV-KSBW
Social Media
Web Design
Advertising- Other
Total Advertising
Automobile Expense
Bank Service Charges
Credit Card Service Charge
Total Bank Service Charges
Staffing & Commissions
Staff Support
Advertising Commission
Sponsorship Commission
Total Salary & Commissions
Event & Exhibition Expenses
Artist-Art Sales
Filmmaker Awards
Carmel Art Film Festival
Financial Statement
Jan-Dec 2011
Previous
Jan- Dec 11
39,050
2,203
350
36,200
10,000
2,660
65,494
5,500
4,445
55
3,839
7,400
177,196
1,767
1,357
1,357
2,730
5,854
2,835
386
5,511
5,897
1,200
1,262
2,462
3,584
7/10/2012 1
107 Carmel Art Film Festival
Financial Statement
Jan-Dec 2011
Food & Beverage
Screenwriter Cash Award
Total
Insurance
Liability Insurance
Insurance-Board of Dire<
Insurance-Event
Total Insurance
Licenses and Permits
Product-Merchandise
Music Performance
Total
Printing Cost
Program Printing
Banner & Signage
Collateral
Printing-Other
Total Printing Cost
Rentals
Film-Screening Rentals
Projection & Audio Rent
Theater Rental
Rentals - Other
34,889
38,472
785
785
401
6,963
4,581
11,945
12,170
1,271
26,395
3,014
2,635
Total Rentals 33,315
Security Expense 250
Transportation & Room Expense 9,412
Event & Exhibition Expenses - Other 8,162 ------- Total 17,824
Total Event & Exhibition Expenses 128,724
Filing Fees 250
IMDb Monthly Fees 180
Constant Contact Monthly Fees 600
Office Supplies 697
Postage & Delivery
Rent
Car Insurance
Miscellaneous Expense
Total
Taxes
Sales
Total Taxes
Travel & Ent
9,000
10,727
5,296
5,296
7/10/2012 2
108
Airfare-Internal
Catering/Event/Private Parties
Travel & Ent - Other
Total Travel & Ent
Utilities
Carmel Art Film Festival
Financial Statement
Jan-Dec 2011
811
200
1 ,011
Waste & Recycling 400
Telephone 4,504
Total Utilities 4,904
Total Expenses before Executive Compensation- ----15-0,66-2 Net Income before Executive Compensation 26,534
Executive Compensation
Net Income 26,534
7/10/2012 3
CITY OF CARMEL-BY-THE-SEA
COMMUNITY SERVICES
PO BOX CC
CARMEL-BY-THE-SEA, CALIFORNIA 93921
Phone: 831/620.2020 Fax: 831/624.2132
E-Mail: srana@ci.carmel.ca.us
clopez@ci.carmel.ca.us
SPECIAL EVENT PERMIT
TYPE OF EVENT
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