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2015 Feb 03 - CC PACKETAGENDA
EL SEGUNDO CITY COUNCIL
COUNCIL CHAMBERS - 350 Main Street
The City Council, with certain statutory exceptions, can only take action upon properly posted and listed
agenda items. Any writings or documents given to a majority of the City Council regarding any matter on
this agenda that the City received after issuing the agenda packet are available for public inspection in
the City Clerk's office during normal business hours. Such Documents may also be posted on the City's
website at www.elsegundo.org and additional copies will be available at the City Council meeting.
Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is
within the jurisdiction of the City Council and /or items listed on the Agenda during the Public
Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing
item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5)
minutes per person.
Before speaking to the City Council, please come to the podium and state: Your name and residence
and the organization you represent, if desired. Please respect the time limits.
Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk
or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior
Tuesday). The request must include a brief general description of the business to be transacted or
discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if
they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five
(5) minutes in length.
In compliance with the Americans with Disabilities Act, if you need special assistance to
participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the
meeting will enable the City to make reasonable arrangements to ensure accessibility to this
meeting.
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, FEBRUARY 3, 2015 — 5:00 PM
5:00 P.M. SESSION
CALL TO ORDER
ROLL CALL
PUBLIC COMMUNICATION — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) Individuals who have received value of $50 or more to communicate
to the City Council on behalf of another, and employees speaking on behalf of their employer, must so
identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and
punishable by a fine of $250.
SPECIAL ORDER OF BUSINESS:
CLOSED SESSION:
The City Council may move into a closed session pursuant to applicable law, including
the Brown Act (Government Code Section §54960, et sue.) for the purposes of
conferring with the City's Real Property Negotiator, and /or conferring with the City
Attorney on potential and /or existing litigation; and /or discussing matters covered under
Government Code Section §54957 (Personnel); and /or conferring with the City's Labor
Negotiators; as follows:
CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code
§54956.9(d) (3): -3- matter
1. City of El Segundo vs. City of Los Angeles, et.al. LASC Case No. BS094279
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code §54956.9(d) (2) and (3):
-0- matter.
Initiation of litigation pursuant to Government Code §54956.9(c): -0- matter.
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matter
APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957): -0- matter
PUBLIC EMPLOYEMENT (Gov't Code § 54957) -0- matter
2
E
CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -8-
matters
1. Employee Organizations: Police Management Association; Police Officers
Association; Police Support Services Employees Association; Fire Fighters
Association; Supervisory and Professional Employees Association; City
Employees Association; Executive Management Group (Unrepresented Group);
Management/Confidential Group (Unrepresented Group)
Agency Designated Representative: Steve Filarsky and City Manager
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0-
matters
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AGENDA
EL SEGUNDO CITY COUNCIL
COUNCIL CHAMBERS - 350 Main Street
The City Council, with certain statutory exceptions, can only take action upon properly posted and listed
agenda items. Any writings or documents given to a majority of the City Council regarding any matter on
this agenda that the City received after issuing the agenda packet, are available for public inspection in
the City Clerk's office during normal business hours. Such Documents may also be posted on the City's
website at www.elsegundo.org and additional copies will be available at the City Council meeting.
Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is
within the jurisdiction of the City Council and /or items listed on the Agenda during the Public
Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing
item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5)
minutes per person.
Before speaking to the City Council, please come to the podium and state: Your name and residence
and the organization you represent, if desired. Please respect the time limits.
Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk
or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior
Tuesday). The request must include a brief general description of the business to be transacted or
discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if
they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five
(5) minutes in length.
In compliance with the Americans with Disabilities Act, if you need special assistance to
participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the
meeting will enable the City to make reasonable arrangements to ensure accessibility to this
meeting.
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, FEBRUARY 3, 2015 - 7:00 P.M.
7:00 P.M. SESSION
CALL TO ORDER
INVOCATION — Scott Lambert, Hilltop Community Church of Christ
PLEDGE OF ALLEGIANCE — Council Member Atkinson
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PRESENTATIONS
ROLL CALL
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) Individuals who have received value of $50 or more to communicate
to the City Council on behalf of another, and employees speaking on behalf of their employer, must so
identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and
punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to
take action on any item not on the agenda. The Council will respond to comments after Public
Communications is closed.
CITY COUNCIL COMMENTS — (Related to Public Communications)
A. PROCEDURAL MOTIONS
Consideration of a motion to read all ordinances and resolutions on the
Agenda by title only.
Recommendation — Approval.
B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING)
1. Consideration and possible adoption of an Ordinance amending El
Segundo Municipal Code Chapter 4 -10 and ESMC §§ 15 -5F -2 and 15 -5F -5
concerning regulation of massage establishments within the City of El
Segundo. Applicant: City of El Segundo.
(Fiscal Impact: None)
Recommendation — 1) Open the public hearing; 2) Discussion; 3) Introduce and
waive first reading of the proposed Ordinance amending El Segundo Municipal
Code Chapter 4 -10 and ESMC § §15 -5F -2 and 15 -5F -5 concerning regulation of
massage establishments within the City of El Segundo; 4) Schedule second
reading and adoption of the proposed Ordinance on February 17, 2015; and /or;
5) Alternatively, discuss and take other possible action related to this item.
C. UNFINISHED BUSINESS
2. Consideration and possible action regarding the adoption of an ordinance
setting the City's water and wastewater (sewer) rates for Fiscal Year
2014/15- 2018/19.
(Fiscal Impact: $24,510,401 in revenue to the Water Enterprise Fund and
$3,817,519 in revenue to the Sewer Enterprise Fund in 2015 for distribution,
operations and CIP.)
Recommendation — 1) Waive the second reading and adopt Ordinance No. 1501
setting the amount of Water and Wastewater (sewer) Rates and Charges
pursuant to Safety Codes §5471 and El Segundo Municipal Code §11 -1 -5; 2)
Alternatively, discuss and take other possible action related to this item.
D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS
E. CONSENT AGENDA
All items listed are to be adopted by one motion without discussion and passed unanimously. If a call for
discussion of an item is made, the item(s) will be considered individually under the next heading of
business.
3. Warrant Numbers 3004314 through 3004569 on Register No. 8 in the total
amount of $1,339,927.19 and Wire Transfers from 1/05/2015 through
1/18/2015 in the total amount of $3,294,961.00.
Recommendation — Approve Warrant Demand Register and authorize staff to
release. Ratify Payroll and Employee Benefit checks; checks released early due
to contracts or agreement; emergency disbursements and /or adjustments; and
wire transfers.
4. Regular City Council Meeting Minutes of January 20, 2015.
Recommendation — Approval.
5. Consideration and possible action to accept as complete the City's Tennis
Court Resurfacing Grant Project at Recreation and Park, Project No. PW 13-
30.
(Fiscal Impact: $59,597.47 from Grant Funds)
Recommendation — 1) Authorize the City Clerk to file a Notice of Completion in
the County Recorder's Office; 2) Alternatively, discuss and take other possible
action related to this item.
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C:
6. Consideration and possible action to receive and file this report regarding
emergency work to repair dwelling units at the Park Vista Senior Housing
Facility due to water intrusion without the need for bidding in accordance
with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal
Code ( "ESMC ")§ 1 -7 -12 and 1 -7A-4.
(Fiscal Impact: $50,000.00)
Recommendation — 1) Receive and file this report regarding emergency work to
repair dwelling units at the Park Vista Senior Housing Facility due to water
intrusion without the need for bidding in accordance with Public Contracts Code
§§ 20168 and 22050 and El Segundo Municipal Code ( "ESMC')§ 1 -7 -12 and 1-
7A-4; 2) Alternatively, discuss and take other possible action related to this item.
7. Consideration and possible action regarding 1) the second reading and
adoption of an Ordinance amending El Segundo Municipal Code § 1 -6-4
regarding Employment Exclusions from Civil Service.
(Fiscal Impact: $324,312.00)
Recommendation — 1) Second reading by title only and adoption of Ordinance
No. 1503 regarding Employment Exclusions from Civil Service; 2) Alternatively,
discuss and take other possible action related to this item.
8. Consideration and possible action to award a contract to Landrum and
Brown for acoustical testing and supplemental design services (related to
RFQ 14 -07) for the 2014/2015 fiscal year.
(Fiscal Impact: Up to $105, 340.00; funding source: RSI Program)
Recommendation — 1) Award a contract to Landrum and Brown for acoustical
testing and supplemental design services (related to RFQ 14 -07); 2) Authorize
the City Manager to execute a contract in a form approved by the City Attorney
for the 2014/2015 fiscal year; 3) Alternatively, discuss and take other possible
action related to this item.
9. Consideration and possible action regarding a request for modification of
an existing Department of Alcoholic Beverage Control (ABC) License to
allow the relocation of a brewery tasting room within an existing brewery
and expansion of tasting room hours for on -site sale and consumption of
beer (Type 23 State of California Alcoholic Beverage Control License) at a
small beer manufacturer facility (El Segundo Brewing Company) at 140
Main Street. Applicant: Rob Croxall, El Segundo Brewing Company, LLC.
Fiscal Impact: N /A)
Recommendation — 1) Receive and file this report without objecting to the
modification of a Type 23 alcohol license for on -site and off -site sale of beer at
140 Main Street; 2) Alternatively, discuss and take other possible action related
to this item.
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F. NEW BUSINESS
10. Presentation from the Department of Recreation and Parks and the Isaac
Sports Group for the City of El Segundo and Wiseburn Unified School
District Aquatic Center Facility Programming, Design, and Financial
Analysis Report Preliminary Report.
(Fiscal Impact: None)
Recommendation — 1) Discuss and provide feedback; 2) Alternatively, discuss
and take other possible action related to this item.
11. Consideration and possible action to approve a request from the Special
Olympics World Games in Los Angeles 2015 for the City of El Segundo to
be a Host Town.
(Fiscal Impact: Unknown)
Recommendation — 1) Direct Staff by approving or declining the request from the
Special Olympics World Games in Los Angeles 2015 to participate as a Host
Town; 2) Alternatively, discuss and take other possible action related to this item.
G. REPORTS — CITY MANAGER
H. REPORTS — CITY ATTORNEY
I. REPORTS — CITY CLERK
J. REPORTS — CITY TREASURER
K. REPORTS — CITY COUNCIL MEMBERS
Council Member Fellhauer —
Council Member Atkinson —
Council Member Dugan -
Mayor Pro Tern Jacobson —
FQ
Mayor Fuentes —
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) Individuals who have receive value of $50 or more to communicate
to the City Council on behalf of another, and employees speaking on behalf of their employer, must so
identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and
punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to
take action on any item not on the agenda. The Council will respond to comments after Public
Communications is closed.
MEMORIALS —
CLOSED SESSION
The City Council may move into a closed session pursuant to applicable law, including the Brown Act
(Government Code Section §54960, et seq.) for the purposes of conferring with the City's Real Property
Negotiator, and /or conferring with the City Attorney on potential and /or existing litigation; and /or
discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with
the City's Labor Negotiators.
REPORT OF ACTION TAKEN IN CLOSED SESSION (if required)
ADJOURNMENT
POSTED
DATE:
TIME:
NAME.
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EL SEGUNDO PLANNING COMMISSION MEETING DATE: February 3, 2015
AGENDA ITEM STATEMENT AGENDA HEADING:
Special Orders of Business
AGENDA DESCRIPTION:
Consideration and possible adoption of an Ordinance amending El Segundo Municipal Code Chapter 4-
10 and ESMC § § 15 -5F -2 and 15 -517-5 concerning regulation of massage establishments within the City
of El Segundo. Applicant: City of El Segundo (Fiscal Impact: None)
RECOMMENDED ACTION:
1. Open the public hearing;
2. Discussion;
3. Introduce and waive first reading of the proposed Ordinance amending El Segundo Municipal
Code Chapter 4 -10 and ESMC §§ 15 -5F -2 and 15 -517-5 concerning regulation of massage
establishments within the City of El Segundo;
4. Schedule second reading and adoption of the proposed Ordinance on February 17,2015; and/or,
5. Alternatively, discuss and take other possible action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
1. Draft Ordinance.
2. Planning Commission Resolution No. 2766 as adopted.
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
5 LJ
ORIGINATED BY: Kimberly Christensen, AICP, Planning Manager �.
REVIEWED BY: Sam Lee, Director of Planning Building. Safety
APPROVED BY: Greg Carpenter, City Manager '
BACKGROUND & DISCUSSION:
I. Introduction
The proposed project is an Environmental Assessment and a Zone Text Amendment to modify
El Segundo Municipal Code (ESMC) regulations regarding massage regulations to comply with
recent changes in state law and allow the City to re- establish the City's land use authority to
regulate massage establishments. The proposed Zone Text Amendment among other things
modifies the MU -S Zone to require a Conditional Use Permit for massage establishments rather
than to allow massage establishments as a permitted use by right.
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II. Background
Assembly Bill (AB) 1147 was adopted by the Legislature and signed by the Governor in 2014.
AB 1147 restores local regulatory authority over massage establishments. This means that the
City may once again require massage therapy businesses to obtain conditional use permits for
operating including limitations on the hours of operation.
Before AB 1147, California law preempted the City from requiring local licensing or permitting
of massage practitioners and massage therapists if such practitioners and therapists had been
certified by the California Massage Therapy Council (CAMTC). Local ordinances, other than
business licensing, zoning, and reasonable health and safety regulations, were also preempted if
they treated massage businesses differently from other businesses providing professional
services. While massage practitioners and therapists will continue to be certified by the
CAMTC, AB 1147 restores limited land use authority for regulating massage establishments.
III. Analysis
Proposed Ordinance
The attached draft ordinance, if adopted, would amend the City's zoning regulations and ESMC
Chapter 4 -10 (Massage Establishments). In particular, the draft ordinance:
1. Requires new massage establishments to obtain a conditional use permit before
operating in the City;
2. Makes clear that business licenses are not transferable and that if there is a
change in ownership in the business, the permittee must notify the City of the change;
and
3. Provides that a massage establishment owner will be held responsible for any
code violations or criminal activities of any of the owner's employees, agents,
independent contractors or other representatives.
While the draft ordinance, if adopted, would allow massage establishments only in the City's
Urban Mixed Use South (MU -S) Zone, off -site massage services that are offered at a business
other than a massage establishment are still permitted in the following zones: C -RS, C -2, C -3,
CO, MU -N, MU -S, M -1, M -2, MM, SB, GAC, AND P -F.
Because the draft ordinance proposes to amend the City's zoning regulations, the Planning
Commission must hold a public hearing to consider whether the proposed Zone Text
Amendment is consistent with the objectives of the zoning regulations, the General Plan and the
City's development policies.
IV. Environmental Review
The proposed Zone Text Amendment is exempt from further review under the California
Environmental Quality Act (California Public Resources Code § § 21000, et seq., "CEQA ")
and CEQA Guidelines (14 California Code of Regulations §§ 15000, et seq.) because it
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establishes rules and procedures to permit operation of existing facilities; consists only of
minor revisions and clarifications to existing regulations and specification of procedures
related thereto; and consists of actions taken to assure the maintenance, protection and
enhancement of the environment. This ordinance, therefore, does not have the potential to
cause significant effects on the environment. Consequently, it is categorically exempt from
further CEQA review under 14 Cal. Code Regs. §§ 15301, 15305, and 15308.
V. Planning Commission Hearing and Public Comments
On January 8, 2015, the Planning Commission held a public hearing regarding the proposed
Ordinance. No members of the public provided testimony at the Planning Commission meeting
and no written comments were received regarding the proposed Ordinance. Pursuant to ESMC
Title 15, Chapter 26 (Amendments), in order to recommend City Council approval of the
proposed amendments, the Planning Commission must find that the amendments are necessary
to carry out the general purpose of ESMC Title 15. After receiving both a verbal and written
staff report, the Planning Commission adopted Resolution No. 2766 recommending that the City
Council approve Environmental Assessment No. EA -1101 and Zone Text Amendment ZTA 14-
04 and adopt the proposed Ordinance.
VI. Recommendation
Planning staff recommends that the City Council introduce and waive first reading of the
attached draft Ordinance amending ESMC Chapter 4 -10 and ESMC §§ 15 -5F -2 and 15 -5F -5
concerning regulation of massage establishments within the City of El Segundo. If introduced
without changes, second reading and adoption of the Ordinance would occur on February 17,
2015.
PAPlanning & Building Safety\0 Planning - Old\PROJECTS (Planning)\1 101-1 125\EA-1101\CC2.3.15\EA 1101 -CC Staff Report.doc
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ORDINANCE NO.
AN ORDINANCE AMENDING EL SEGUNDO MUNICIPAL CODE
CHAPTER 4 -10 AND §§ 15 -5F -2 AND 15 -5F -5 REGULATING
MASSAGE ESTABLISHMENTS WITHIN THE CITY OF EL SEGUNDO.
The City Council of the city of El Segundo does ordain as follows:
SECTION 1: Findings. The City Council finds as follows:
A. The City currently regulates the practice of massage and the operation
of massage establishments for the benefit of the public health, safety
and welfare.
B. Business and Professions Code §§ 4600, et seq. (enacted by SB 731
in 2008 and amended by AB 619 in 2011) created a statewide system
for issuing massage worker permits, preempting local permitting
systems and requirements. The statewide permitting system is
administered by the California Massage Therapy Council or "CAMTC."
C. Assembly Bill 1147 (enacted in 2014 and effective January 1, 2015)
amended Business and Professions Code §§ 460 and 4600.5 and
Government Code § 51034 to return land use authority over massage
establishments to cities.
D. On December 22, 2014, the City of El Segundo initiated an application
for Environmental Assessment No. EA -1101 and Zone Text
Amendment No. ZTA14 -04 to amend the ESMC regulating massage
establishments within the City of El Segundo.
E. The application was prepared and reviewed by the City's Planning and
Building Safety Department for, in part, consistency with the General
Plan and conformity with the El Segundo Municipal Code ( "ESMC ").
F. The City reviewed the project's environmental impacts under the
California Environmental Quality Act (California Public Resource Code
§§ 21000, et seq., "CEQA ") and the regulations promulgated
thereunder (14 California Code of Regulations §§ 15000, et seq., the
"CEQA Guidelines "), and the City's Environmental Guidelines (City
Council Resolution No. 3805, adopted March 16, 1993).
G. The Planning and Building Safety Department completed its review
and scheduled the public hearing regarding the application before the
Planning Commission for January 8, 2015.
H. On January 8, 2015, the Planning Commission held a public hearing to
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receive public testimony and other evidence regarding this Ordinance,
including, without limitation, information provided to the Planning
Commission by City staff and public testimony.
On January 8, 2015, the Planning Commission adopted Resolution No.
2766 recommending the City Council approve Environmental
Assessment No. EA -1101 and Zone Text Amendment No. ZTA 14 -04.
J. The City Council desires to amend the ESMC to reestablish the City's
land use authority and to regulate massage establishments to the
fullest extent allowed under state law.
K. This Ordinance and its findings are made based upon the entire
administrative record including, without limitation, testimony and
evidence presented to the City Council at its
2015, hearing including, without limitation, the staff report submitted
by the Planning and Building Safety Department.
SECTION 2: Environmental Assessment. The proposed Zone Text Amendment is
exempt from further review under the California Environmental Quality Act
(California Public Resources Code §§ 21000, et seq., "CEQA ") and CEQA
Guidelines (14 California Code of Regulations §§ 15000, et seq.) because it
establishes rules and procedures to permit operation of existing facilities; consists
only of minor revisions and clarifications to existing regulations and specification of
procedures related thereto; and consists of actions taken to assure the maintenance,
protection and enhancement of the environment. This ordinance, therefore, does not
have the potential to cause significant effects on the environment. Consequently, it is
categorically exempt from further CEQA review under 14 Cal. Code Regs. §§ 15301,
15305, and 15308.
SECTION 3: General Plan Findings. As required under Government Code § 65860,
the ESMC amendments proposed by the Ordinance are consistent with the El
Segundo General Plan as follows:
A. The proposed zone text amendment conforms with Land Use Element
Goal LU4 in that the amendment will help provide a stable tax base for
the City by providing a clear regulatory framework for massage uses
and permit their operation in a manner similar to other personal service
uses.
B. The proposed zone text amendment is also consistent with Economic
Development Element Goal ED1 in that the amendment will help create
in El Segundo a strong, healthy economic community in which all
diverse stakeholders may benefit.
SECTION 4: Zone TextAmendment Findings. In accordance with ESMC § 15 -26 -4,
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the proposed Zone Text Amendment is consistent with the goals, policies, and
objectives of the General Plan as follows:
A. It is consistent with the purpose of the ESMC, which is to serve the
public health, safety, and general welfare and to provide the economic
and social advantages resulting from an orderly planned use of land
resources.
B_ It is necessary to comply with Business and Professions Code §§
4600, et seq., to provide a clear regulatory framework for massage
uses and permit their operation in a manner similar to other personal
service uses consistent with state regulations.
SECTION 5: ESMC § 15 -5F -2 is amended to read as follows:
"15 -5F -2: PERMITTED USES:
The following uses are permitted in the MU -S zone:
A. Business service establishments such as electronic computer facilities and
addressing services.
B. Engineering, industrial design, consultation and other offices.
C. Financial institutions.
D. General offices of commercial, financial or industrial establishments.
E. Hotels and motels.
em
GF. Medical - dental offices or facilities.
#G. Motion picture /television production facilities (excluding outdoor facilities).
fH. Restaurants and cafes.
JI. Retail (excluding off site alcohol sales) and wholesale sales and service.
KJ. Scientific research and experimental development laboratories.
L. K. Other similar uses approved by the director of planning and building safety,
as provided by chapter 22 of this title."
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SECTION 6: ESMC § 15 -5F -5 is amended to read as follows:
"15 -5F -5: USES SUBJECT TO CONDITIONAL USE PERMIT:
The following uses are allowed subject to obtaining a conditional use permit, as
provided by chapter 23 of this title:
A. Assembly halls.
B. Catering services and flight kitchens.
C. Drive - through restaurants.
D. Freight forwarding.
E. Helicopter landing facilities subject to the provisions of section 15 -2 -13 of this
title.
F. Hospitals.
1=G. Massage establishments that meet the requirements of chapter 4 -10 of
this code in addition to all other requirements imposed by law.
GH. Motion picture /television production facilities (outdoor facilities only).
MI. On site sale and consumption of alcohol at bars.
IJ. Outdoor dining, exempting cafes, outdoor dining at restaurants and drive -
through restaurants where outdoor dining comprises twenty percent (20 %) or
less of the total dining area of the restaurant or drive - through restaurant, but not
exceeding two hundred (200) square feet of floor area.
JK. Parking facilities, including park and ride lots.
KL. Recreational facilities (public and commercial).
LM. Service stations, if a five hundred foot (500') minimum distance from any
residential zoned property is provided. This distance criteria does not apply to
properties east of Sepulveda Boulevard.
MN. Video arcades with four (4) or more video or arcade machines.
NO. Other similar uses approved by the director of planning and building safety,
as provided by chapter 22 of this title."
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SECTION 7: ESMC § 4 -10 -1 is amended to read as follows:
"4 -10 -1: PURPOSE:
A. This chapter establishes new permitting standards intended to comply
with California law and establish zoning, business licensing, and
health and safety guidelines for massage establishments.
B. This chapter is not intended to be exclusive and compliance will not
excuse noncompliance with any state or local laws or regulations that
are uniformly applied to other professional or personal services
businesses including, without limitation, all zoning applications;
business license regulations; building, fire, electrical, and plumbing
codes; and health and safety code laws and regulations applicable to
professional or personal services businesses.
C. This chapter establishes a local regulatory system that allows only
state certified massage therapists and massage practitioners to
operate within the City. This chapter is also intended to allow a
transitional-- peried f^oFG.�� existing massage ffast+t+eneF
Gontinue nraGtiGinq whole they obtain state nortifi alien before
•-- ' "" /�T9 7 acc�rcrrrScmvrr —uwrc
2012 an/! n ate the timing of the Gity's hui ino
11v//''�v�p r,�,, ��+ e��T����, ��. ap- t��+�ee�d +r��„�„r,g�,- -�,,.. r �,
IiGen6e r als with state massage Pie FtifI ation nr0Ge l+.the City
to exercise broad control over land use in regulating massage
establishments and to impose and enforce reasonable and
necessary fees and regulations, in keeping with the
requirements
of existing law, while being mindful of the need to protec t
legitimate business owners and massage professionals."
SECTION 8: ESMC § 4 -10 -2 is amended to read as follows:
"4 -10 -2: DEFINITIONS:
Unless the contrary is stated or clearly appears from the context, the following
definitions govern the construction of the words and phrases used in this chapter.
Words and phrases not defined by this chapter have the meaning set forth
elsewhere in this Code, the Business and Professions Code, or Government
Code.
"California Massage Therapy Council (CAMTC)" means the California Massage
Therapy Council created pursuant to Business and Professions Code §
4500.5(a).
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"Certified Massage Practitioner" means a person who is currently certified as a
massage practitioner by the CAMTC, and who administers massage for
compensation.
"Certified Massage Therapist" means a person who is currently certified as a
massage therapist by the CAMTC, and who administers massage for
compensation.
"City" means the City of El Segundo.
"Director" means the planning manager or such other dafeEter- erson designated
by the city manager.
"Massage" means any method of pressure on, or friction against, or stroking,
kneading, rubbing, tapping, pounding, vibrating or stimulating the external parts
of the human body with the hands or with the aid of any mechanical or electrical
apparatus, or other appliances or devices, with or without such supplementary
aids as rubbing alcohol, liniment, antiseptic, oil, powder, cream, lotion, ointment
or other similar preparations.
"Massage Establishment" means and includes any massage establishment,
parlor, or any room, place or institution where massage is given or administered
by a massage technician as the primary service of the business establishment.
"Massage Technician" means any person, who gives, performs or administers to
another person a massage for any form of consideration.
"Person" means and includes person(s), firms, corporations, partnerships,
associations or other forms of business organization or group.
"Specified anatomical areas" means and includes any of the following human
anatomical areas: genitals, pubic regions, anuses or female breasts below a
point immediately above the top of the areola.
"Specified sexual activities" means and includes all of the following:
A. Fondling or other erotic touching of specified anatomical areas;
B. Sex acts including, without limitation, intercourse, oral copulation, or
sodomy;
C. Masturbation; or
D. Excretory functions as part of or in connection with any specified
sexual activity listed in this definition."
6
18
SECTION 9: ESMC Chapter 4 -10 is amended by adding a new § 4 -10 -5 to read as
follows:
"4 -10 -5: PERMIT REQUIRED:
Every person conducting, managing, operati,nq, owning or in control
of a massage establishment or any other place that is open to the
public or is a private club, where facial massages, fomentations,
massages, electric or magnetic treatments or alcohol rubs are
administered or given, or any public bathing place, which has in
connection therewith a steam room, dry or hot _room plunge,
swimming _ pool, shower, bath, or sleeping accommodations, must
obtain a conditional use permit. A conditional use permit issued
pursuant to this section must include, as a condition of approval, a
requirement that the permittee notify the City of any change in
ownership."
SECTION 10: ESMC Chapter 4 -10 is amended by adding a new § 4 -10 -6 to read as
follows:
"4 -10 -6: BUSINESS LICENSE REQUIRED:
Before operating any massage establishment or becoming engaged
in the occupation of a massage practitioner or massage technician
the individual proposing to conduct the business must obtain the
_ ct addition unless otherwise
required business license to so and, m .... ,
specified, is subject to each and all of the terms, conditions and
provisions of this chapter. A business license is not transferable."
SECTION 11: ESMC Chapter 4 -10 is amended by renumbering existing §§ 4 -10 -5
through 4 -10 -12 as follows:
§ 4 -10 -5 is renumbered as § 4 -10 -7.
§ 4 -10 -6 is renumbered as § 4 -10 -8.
§ 4 -10 -7 is renumbered as § 4 -10 -9.
§ 4 -10 -8 is renumbered as § 4- 10 -10.
§ 4 -10 -9 is renumbered as § 4- 10 -11.
§ 4 -10 -10 is renumbered as § 4- 10 -12.
§ 4 -10 -11 is renumbered as § 4- 10 -13.
§ 4 -10 -12 is renumbered as § 4- 10 -14.
SECTION 12: Existing § 4 -10 -13 is renumbered as § 4 -10 -15 and is amended to read
as follows:
"4- 104 -315: REVOCATION:
7
19
A. Grounds for Revocation. The Director or City Attorney may revoke
approvals issued under this chapter for one or more of the following
grounds:
1. Fraud or Deceit. That the applicant practiced fraud or deceit in
obtaining an approval under this chapter;
2. Violation of Chapter. That the massage establishment owner,
operator, massage technician, or its employee, agent,
independent contractor or other representative violated a
provision or provisions of this chapter;
3. Criminal Conviction. That the massage establishment owner,
operator, massage technician, or its employee, agent,
independent contractor or other representative has been
convicted in a court of competent jurisdiction of any offense
described in this chapter;
4. Improperly Maintained Facilities. That the facilities and
operations of the massage establishment are not kept in
compliance with this chapter, and that the owner or operator has
failed to promptly remedy any deficiency of which they have
been notified. For purposes of this subsection, "notice" means
notice given personally or by leaving notice at the massage
establishment premises, or by first class mail, postage prepaid,
to the address designated by the massage technician or
establishment in accordance with this chapter;
& Employment of Uncertified Technicians. That the massage
establishment has employed, allowed or permitted an
uncertified person to perform massage in the massage
establishment;
6. Error. That the approval was issued in error;
7. Civil Penalties. Assessment of three or more civil penalties as
provided by this chapter during any six month period; or
8. Prohibited Conduct. A massage establishment owner, operator,
massage technician, or its employee, or- agent, independent
contractor or other representative has been found to have
engaged in prohibited conduct in violation of this chapter.
B. Notice of Revocation. Upon a determination on the grounds to revoke
an approval under this chapter, the Director or City Attorney must
cause a notice of revocation to be mailed by first class, postage
8
20
prepaid mail, to the address designated by the massage technician or
establishment pursuant to this chapter.
C. Suspension or Revocation of Conditional Use Permit. A
conditional use permit issued to a massage establishment may be
sus ended or revoked ursuant to Chanter 15 -23 of this code."
SECTION 13: Existing § 4 -10 -14 is renumbered as § 4- 10 -16.
SECTION 14: Existing § 4 -10 -15 is renumbered as § 4 -10 -17 and is amended to read
as follows-
"4-104-617 APPEAL:
Any person denied an approval under this chapter or a massage establishment
owner or operator whose approval has been revoked may appeal the denial or
revocation in writing pursuant to the appeal procedures provided in by section 1-
2A-15 et seq. of this code. Such appeal must be in writing an must be filed with
the City Clerk not more than fifteen (15) days following the Director's deposit into
the mail of the notice of denial or revocation sent to the applicant or massage
establishment owner or operator to the address listed by the applicant or
massage establishment owner or operator pursuant to this chapter. Any
successful appeal will result in approval or reinstatement of an approval and
refund of any fines collected by the City. Notwithstanding the fore-going, an
appeal of a suspension or revocation of a conditional use permit issued to
a massage establishment must c2ffiply comply with Chapter 15 -23 of this code."
SECTION 15: Construction. This Ordinance must be broadly construed in order to
achieve the purposes stated in this Ordinance. It is the City Council's intent that the
provisions of this Ordinance be interpreted or implemented by the City and others in a
manner that facilitates the purposes set forth in this Ordinance.
SECTION 16: Enforceability. Repeal of any provision of the ESMC does not affect any
penalty, forfeiture, or liability incurred before, or preclude prosecution and imposition of
penalties for any violation occurring before this Ordinance's effective date. Any such
repealed part will remain in full force and effect for sustaining action or prosecuting
violations occurring before the effective date of this Ordinance.
SECTION 17: Validity of Previous Code Sections. If this entire Ordinance or its
application is deemed invalid by a court of competent jurisdiction, any repeal or
amendment of the ESMC or other city ordinance by this Ordinance will be rendered void
and cause such previous ESMC provision or other the city ordinance to remain in full
force and effect for all purposes.
9
21
SECTION 18: Severability. If any part of this Ordinance or its application is deemed
invalid by a court of competent jurisdiction, the City Council intends that such invalidity
will not affect the effectiveness of the remaining provisions or applications and, to this
end, the provisions of this Ordinance are severable.
SECTION 19: The City Clerk is directed to certify the passage and adoption of this
Ordinance; cause it to be entered into the City of El Segundo's book of original
ordinances; make a note of the passage and adoption in the records of this meeting;
and, within fifteen (15) days after the passage and adoption of this Ordinance, cause it
to be published or posted in accordance with California law.
SECTION 20: This Ordinance will take effect on the 31st day following its final passage
and adoption.
PASSED, APPROVED, AND ADOPTED this day of , 2015.
APPROVED AS TO FORM:
MARK D. HENSLEY, City Attorney
Suzanne Fuentes,
Mayor
Karl H. Berger, Assistant City Attorney
ATTEST:
TRACY SHERRILL WEAVER, City Clerk
10
22
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF EL SEGUNDO )
I, TRACY SHERRILL WEAVER, City Clerk of the City of El Segundo, California, do
hereby certify that the foregoing Ordinance No. was introduced, and
placed upon its first reading at a meeting of the City Council of the City of El Segundo,
held on the day of That thereafter on the day of
said Ordinance was duly passed, approved and adopted by the
following vote:
AYES:
COUNCIL MEMBERS:
NOES:
COUNCIL MEMBERS:
ABSENT:
COUNCIL MEMBERS:
ABSTAIN:
COUNCIL MEMBERS:
Dated this day of
Tracy Sherrill Weaver, City Clerk
City of El Segundo, California
PAPlanning & Building Safety \0 Planning - Old \PROJECTS (Planning) \1101- 1125 \1101 - Massage Ordinance \EA -1101 ES —
Massage Ordinance (draft 12- 29- 14).doc
11
23
RESOLUTION NO. 2766
A RESOLUTION RECOMMENDING THAT THE CITY COUNCIL ADOPT
AN ORDINANCE AMENDING THE El SEGUNDO MUNICIPAL CODE
( "ESMC ") CHAPTER 4 -10 AND §§ 15 -5F -2 AND 14 -5F -5 REGULATING
MASSAGE ESTABLISHMENTS WITHIN THE CITY OF EL SEGUNDO.
(EA NO. 1101 and ZTA NO. 14 -04)
The Planning Commission of the City of El Segundo does resolve as follows:
SECTION 1: The Planning Commission finds and declares that:
A. The City currently regulates the practice of massage and the operation of
massage establishments for the benefit of the public health, safety and
welfare;
B. Business and Professions Code §§ 4600, et seq. (enacted by SB 731 in
2008 and amended by AB 619 in 2011) created a statewide system for
issuing massage worker permits, preempting local permitting systems and
requirements. The statewide permitting system is administered by the
California Massage Therapy Council or "CAMTC ";
C. Assembly Bill 1147 (enacted in 2014 and effective January 1, 2015)
amended Business and Professions Code §§ 460 and 4600.5 and
Government Code § 51034 to return land use authority over massage
establishments to cities;
D. On December 22, 2014, the City of El Segundo initiated an application for
Environmental Assessment No. EA -1101 and Zone Text Amendment No.
14 -04 to amend the ESMC regulating massages within the City of El
Segundo;
E. The application was prepared and reviewed by the City's Planning and
Building Safety Department for, in part, consistency with the General Plan
and conformity with the ESMC;
D. The City reviewed the project's environmental impacts under the California
Environmental Quality Act (California Public Resources Code §§ 21000, et
seq., "CEQA ") and the regulations promulgated thereunder (14 California
Code of Regulations §§ 15000, et seq., the "CEQA Guidelines "), and the
City's Environmental Guidelines (City Council Resolution No. 3805,
adopted March 16, 1993);
E. The Planning and Building Safety Department completed its review and
scheduled the public hearing regarding the application before the Planning
Commission for January 8, 2015;
-1-
24
F. On January 8, 2015, the Planning Commission held a public hearing to
receive public testimony and other evidence regarding the proposed
amendment, including, without limitation, information provided to the
Planning Commission by City staff and public testimony; and
G. This Resolution and its findings are made based upon the evidence
presented to the Commission at its January 8, 2015, hearing including,
without limitation, the staff report submitted by the Planning and Building
Safety Department.
SECTION 2: Factual Findings And Conclusions. The Commission finds that the
proposed ordinance to amend ESMC Chapter 4 -10 and ESMC §§ 15 -5F -2 and 15 -5F -5
concerning massage establishments includes, without limitation, as follows:
A. It re- establishes the City's land use authority to regulate massage
establishments to the fullest extent allowed under state law.
B. It modifies the MU -S Zone to require a Conditional Use Permit for
massage establishments rather than to allow massage establishments as
a permitted use by right.
C. It amends ESMC § 4 -10 -1 to clarify that the purpose of Chapter 4 -10
includes the establishment of zoning and business license for massage
establishments. It also clarifies that this Chapter allows the City broad
control over land use in regulating massage establishments and in
imposing and enforcing reasonable and necessary fees and regulations in
keeping with the requirements of existing law.
D. It amends the definition of Director in ESMC § 4 -10 -2.
E. It amends and adds a new ESMC § 4 -10 -5 to establish a permit
requirement for massage establishments.
F. It amends and adds a new ESMC § 4 -10 -6 to establish a business license
requirement for massage establishments, massage practitioners and
massage technicians.
G. ESMC Chapter 4 -10 is amended by renumbering existing §§ 4 -10 -5
through 4 -10 -12 and 4- 10 -14.
K ESMC § 4 -10 -13 is renumbered as § 4- 10 715 and amended to establish
procedures for suspension or revocation of a conditional use permit for
massage establishments.
-2-
25
ESMC § 4 -10 -15 is renumbered as § 4 -10 -17 and amended to establish
an appeal procedure for the suspension or revocation of a conditional use
permit for massage establishments.
SECTION 3: Environmental Assessment. Because of the facts set forth in Section 2,
the proposed Zone Text Amendment is exempt from further review under the
California Environmental Quality Act (California Public Resources Code §§ 21000,
et seq., "CEQA ") and CEQA Guidelines (14 California Code of Regulations §§
15000, et seq.) because it establishes rules and procedures to permit operation of
existing facilities; consists only of minor revisions and clarifications to existing
regulations and specification of procedures related thereto; and consists of actions
taken to assure the maintenance, protection and enhancement of the environment.
This ordinance, therefore, does not have the potential to cause significant effects on
the environment. Consequently, it is categorically exempt from further CEQA review
under 14 Cal. Code Regs. §§ 15301, 15305, and 15308.
SECTION 4: General Plan Findings. As required under Government Code § 65860 the
ESMC amendments proposed by the Ordinance are consistent with the El Segundo
General Plan as follows:
A. The proposed zone text amendment conforms with Land Use Element
Goal LU4 in that the amendment will help provide a stable tax base for the
City by providing a clear regulatory framework for massage uses and
permit their operation in a manner similar to other personal service uses.
B. The proposed zone text amendment is also consistent with Economic
Development Element Goal ED1 in that the amendment will help create in
El Segundo a strong, healthy economic community in which all diverse
stakeholders may benefit.
SECTION 5: Zone Text Amendment Findings. In accordance with ESMC § 15 -26 -4 and
based on the findings set forth in Section 2, the proposed Zone Text Amendment is
consistent with the goals, policies, and objectives of the General Plan as follows:
A. It is consistent with the purpose of the ESMC, which is to serve the public
health, safety, and general welfare and to provide the economic and social
advantages resulting from an orderly planned use of land resources.
B. It is necessary to comply with Business and Professions Code §§ 4600, et
seq.., to provide a clear regulatory framework for massage uses while
allowing the City to exercise broad control over land use in regulating
massage establishments.
SECTION 6: Recommendation. The Planning Commission recommends that the City
Council adopt the ordinance set forth in attached Exhibit "A," which is incorporated into
this resolution by reference.
-3-
26
SECTION 7: Reliance On Record. Each and every one of the findings and
determination in this Resolution are based on the competent and substantial evidence,
both oral and written, contained in the entire record relating to the project. The findings
and determinations constitute the independent findings and determinations of the
Planning Commission in all respects and are fully and completely supported by
substantial evidence in the record as a whole.
SECTION 8: This Resolution will remain effective until superseded by a subsequent
resolution.
-4-
27
SECTION 9: The Commission secretary is directed to mail a copy of this Resolution to
any person requesting a copy.
PASSED AND ADOPTED this 8t" day of January, 2015.
ATTEST:
Sam Lee, Secretary
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
David Wagner, Chairperson
City of El Segundo Planning Commission
David King, Assistant City Attorney
Wagner
- Aye
Baldino
- Aye
Newman
- Aye
Nisley
- Aye
Nicol
- Aye
PAPlanning & Building Safety \0 Planning - Old \PROJECTS (Planning) \1101 - 1:125 \EA - 1101 \EA -1101 PC Reso.doc
-5-
28
EL SEGUNDO CITY COUNCIL MEETING DATE: January 20, 2015
AGENDA STATEMENT AGENDA HEADING: Unfinished Business
AGENDA DESCRIPTION:
Consideration and possible action regarding the adoption of an ordinance setting the
City's water and wastewater (sewer) rates for Fiscal Year 2014/15- 2018/19. (Fiscal
Impact: $24,510,401 in revenue to the Water Enterprise Fund and $3,817,519 in revenue
to the Sewer Enterprise Fund in 2015 for distribution, operations and CIP.)
RECOMMENDED COUNCIL ACTION:
1. Waive the second reading and adopt Ordinance No. 1501 setting the amount of Water
and Wastewater (Sewer) Rates and Charges pursuant to Safety Codes §5471 and El
Segundo Municipal Code §11 -1 -5.
2. Alternatively, discuss and take other possible action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Proposed Ordinance No. 1501 Establishing Water and Sewer Rates
FISCAL IMPACT: $$24,510,401 in revenue to the Water Enterprise Fund and $3,817,519 in
revenue to the Sewer Enterprise Fund
Amount Budgeted: $N /A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Stephanie Katsouleas, Public Works Director
REVIEWED BY: Mark Hensley, City Attorney
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION:
On September 16, 2014, City Council approved a schedule of proposed water and sewer rate
increases and adopted an ordinance setting procedures to conduct a Proposition 218 Ballot
Protest process. On November 18, 2014 City Council authorized staff to conduct the ballot
protest and set a public hearing date for January 20, 2015 to conduct a public hearing and count
all protest ballots submitted. By the close of the public hearing, the City received 1988 water
protest ballots, and 1984 sewer protest ballots in addition to the verbal testimony. Although the
ballots themselves were not verified for accuracy, it was determined that the number received
fell below the 2646 threshold required to successfully protest the rate increases. Subsequently,
City Council 1) introduced Resolution No. 4828 certifying the protest ballot results, 2)
introduced an ordinance setting the newly proposed water and sewer rates pursuant to Health and
Safety Code 5471 and El Segundo Municipal Code 11 -1 -5 and 3) set February 3, 2015 as the
Council meeting where the ordinance could be adopted following the second reading.
WE
At this time, staff recommends that City Council waive the second reading and adopt Ordinance
No. 1501 setting the amount of water and sewer rates for FY 2014/15 through 2018/19. Passage
of the ordinance requires two - thirds approval (four affirmative votes) by the Council.
Proposed Rate Increases
The proposed Ordinance (attached) provided for increases to the City's water and sewer rates to
be implemented over the next five years, from FY 2014/15 through FY 2018/19. The new rates
proposed in the 2014 Water Rate Study and Sewer Rate Study (available at
li! W:// www .elsegundo.org/news /diMlaynews .asp ?NewslD = 1511 &TargetlD =1 ) are designed to
fully cover the associated costs incurred by the Water Enterprise Fund and Sewer Enterprise
Fund for the next five years. Soon the Enterprise revenues will not be able to cover the rising
cost of imported water and also provide funding for operations, treatment of wastewater,
emergencies and planned capital projects, thus making passage of new rates necessary to
continue operations as self - sufficient Enterprises.
WE
ORDINANCE NO. 1501
AN ORDINANCE SETTING THE AMOUNT OF WATER
AND WASTEWATER (SEWER) RATES AND CHARGES
PURSUANT TO HEALTH AND SAFETY CODE §5471 AND
EL SEGUNDO MUNICIPAL CODE § 11 -1 -5 AND § 12 -7 -3.
The City Council of the City of El Segundo does ordain as follows:
SECTION 1: The City Council finds and declares as follows:
A. The City of El Segundo requires a reliable supply of water meeting current and
anticipated water quality standards to protect the public general welfare, health and
safety.
B. The purpose of water rates and charges is to protect the public health, safety and
general welfare by providing a reliable and adequate supply of water meeting current
and anticipated water quality standards for the residential properties and non-
residential properties of the City of El Segundo and to pay for the cost of providing
such service.
C. The purpose of the wastewater rates and charges (sewer charges) is to protect the
public health, safety and general welfare by providing a reliable and adequate system
for the discharge, transmission and treatment of wastewater from residential and non-
residential properties located within the City.
D. There is a reasonable relationship between the amount of the rates and charges and
the cost of services and facilities necessary to deliver water and wastewater (sewer)
service to the residents and non - residential development of the City.
E. The City Council previously set water rates and established administrative procedures
for billing and collecting water rates. These actions are reflected, without limitation,
in Ordinance No. 1435 (adopted November 17, 2009).
F. The City Council previously set wastewater (sewer) rates and established
administrative procedures for billing and collecting sewer rates. These actions are
reflected, without limitation, in Ordinance No. 1404 (adopted January 16, 2007).
G. Notice regarding the water and wastewater (sewer) rates included in this ordinance
was provided in accordance with California Constitution Article XI111), § 6(c) and
Government Code § 54354.5.
H. On January 20, 2015, the City Council held a public hearing to consider the results of
the protest proceeding and to consider whether to increase the water and wastewater
(sewer) rates as proposed.
31
I. This Ordinance is exempt from review under the California Environmental Quality
Act (Cal. Pub. Res. Code §§ 21000, et seq.; "CEQA ") and CEQA regulations (Cal.
Code Regs. tit. 14, §§ 15000, et seq.) because it establishes, modifies, structures,
restructures, and approves rates and charges for meeting operating expenses;
purchasing supplies, equipment, and materials; meeting financial requirements; and
obtaining funds for capital projects needed to maintain service within existing service
areas. This Ordinance, therefore, is categorically exempt from further CEQA review
under Cal. Code Regs. tit. 14, § 15273.
J. This ordinance is adopted in accordance with Health and Safety Code § 5471 and EI
Segundo Municipal Code ( "ESMC ") § 11 -1 -5 to establish the City's current water
rates and ESMC § 12 -7 -3 to establish the City's current wastewater rates.
K. The City Council has considered the evidence and testimony presented at the public
hearing. Based in part upon that evidence, and the staff reports presented to the
Council regarding this issue, the City Council believes that it is in the public interest
to adopt this Ordinance.
SECTION 2: AMOUNT OF RATES AND CHARGES. Pursuant to ESMC § 11 -1 -5, the
City Council establishes the amount of water rates as set forth in attached Exhibit "A," which
is incorporated by reference ( "Water Charges "). Pursuant § 12 -7 -3. The City Council
established the amount of sewer rates as set forth in attached Exhibit "B," which is
incorporated by reference ( "Wastewater Charges ")
SECTION 3: COST ESTIMATES. The City Manager, or designee, will periodically, but not
less than annually, review the Water and Wastewater Charges to determine whether revenues
from such charges are meeting actual cost of services and facilities needed to deliver water
service and provide waste collection services to the residents and non - residential
developments within the City. If the City Manager determines that revenues do not
adequately meet costs, the City Manager will recommend to the City Council a revised rate
and charge schedule to be adopted by this City Council by ordinance.
SECTION 4: This Ordinance was adopted to comply with the California Supreme Court
decision in Bighorn - Desert View Water Agency v. Verjil (2006) 39 Cal.4th 205. To the extent
any provision of this Ordinance repeals or supersedes Ordinance No. 1435 and Ordinance
No. 1404, such repeal or replacement will not affect any penalty, forfeiture, or liability
incurred before, or preclude prosecution and imposition of penalties for any violation
occurring before, this Ordinance's effective date. Any such repealed or superseded part of
Ordinance No. 1435 and/or Ordinance No. 1404 will remain in full force and effect for
sustaining action or prosecuting violations occurring before the effective date of this
Ordinance.
SECTION 5: If any part of this Ordinance or its application is deemed invalid by a court of
competent jurisdiction, the City Council intends that such invalidity will not affect the
effectiveness of the remaining provisions or applications and, to this end, the provisions of
this Ordinance are severable.
32
SECTION 6: The City Clerk is directed to certify the passage and adoption of this
Ordinance; cause it to be entered into the City of El Segundo's book of original ordinances;
make a note of the passage and adoption in the records of this meeting; and, within fifteen
(15) days after the passage and adoption of this Ordinance, cause it to be published or posted
in accordance with California law.
SECTION 7: This Ordinance will become effective on the thirty -first (31 ") day following its
passage and adoption.
PASSED AND ADOPTED this 3rd day of February, 2015
Suzanne Fuentes, Mayor
ATTEST:
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO 1
I, Tracy Weaver, City Clerk of the City of EI Segundo, California, do hereby verify that the
whole number of members of the City Council of said City is five; that the foregoing
Ordinance No. 1501 was duly introduced by said City Council at a regular meeting held on
the 201h day of January, 2015, and was duly passed and adopted by said City Council,
approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting
of said Council held on the 3rd day of February, 2015, and the same was so passed and
adopted by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Tracy Weaver, City Clerk
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
wo
Karl H. Berger, Assistant City Attorney
33
Exhibit "A"
City of El Segundo
Schedule of Proposed Monthly Service Charge Increases for Potable Water
Capacity Charges (Monthly)
Meter Size
October 2014
july 2015
July 2015
July
2016
luiv 2019
Ju!.X 2017
ul
2018
$ 50.79
lu y 2019
5/8" x 3/4" and 3/4"
$
9.36
$
9.83
$
10.32
$
10.84
$
11.38
$
11.95
5/8" x 3/4" and 3/4" Lifeline
$
4.68
$
4.92
$
5.16
$
5.42
$
5.69
$
5.98
11"
$
21.23
$
22.29
$
23.41
$
24.58
$
25.81
$
27.10
1" Lifeline
$
10.62
$
11.15
$
11.70
$
12.29
$
12.90
$
13.55
2"
$
49.29
$
51.75
$
54.34
$
57.06
$
59.91
$
62.90
3'"
$
110.95
$
116.50
$
122.33
$
128.44
$
134.86
$
141.61
4"
$
196.86
$
206.71
$
217.04
$
227.90
$
239.29
$
251.25
6"
$
368.06
$
386.46
$
405.78
$
426.07
$
447.37
$
469.74
8"
$
645.23
$
677.49
$
711.36
$
746.93
$
784.28
$
823.49
101"
$
1,009.46
$
1,059.93
$
1,112.93
$
1,168.58
$
1,227.00
$
1,288.35
12"
$
1,453.48
$
1,526.16
$
1,602.47
$
1.,682.59
$
1,766.72
$
1,855.05
16"
$
2,580.90
$
2,709.95
$
2,845.44
$
2,987.71
$
3,137.10
$
3,293.96
20"
$
4,030.92
$
4,232.46
$
4,444.09
$
4,666.29
$
4,899.61
$
5,144.59
Fire Service Charges (Monthly)
Meter Size
October 2014
july 2015
July 2016
July 2017
July 2018
luiv 2019
21'
$ 46.07
$ 48.37
$ 50.79
$ 53.33
$ 56.00
$ 58.80
3"
$ 70.32
$ 73.84
$ 77.53
$ 81.40
$ 85.47
$ 89.75
4 "
$ 94.58
$ 99.31
$ 104.27
$ 109.49
$ 114.96
$ 120.71
61'
$ 143.08
$ 150.23
$ 157.75
$ 165.63
$ 173.91
$ 182.61
101"
$ 240.10
$ 252.11
$ 264.71
$ 277.95
$ 291.84
$ 306.44
Monthly Single Familv Residence Consumption Charges per 100 ft3
New Tiers
Range
2015
2016
2017
2018
2019
1
0 -10
$
2.3200
$
2.4360
$
2.5578
$
2.6857
$
2.8200
1- Lifeline
0 -10
1 $
1.1600
$
1.2180
$
1.2789
$
1.3428
$
1.4100
2
10 -20
$
4.2698
$
4.4833
$
4.7075
$
4.9428
$
5.1900
3
20 -50
$
4.8500
$
5.0925
$
5.3471
$
5.6145
$
5.8952
4
50+
$
4.2698
$
4.4833
$
4.7075
$
4.9428
$
5.1900
34
Monthly Multi Family and Non- Residential Consumption Charges
per 100 ft3
New
Tiers
Ran a
ju! 2016
2015
July 2018
2016
$ 0.7894
2017
$ 0.8703
2018
$ 0.9595
2019
1
0 -10
$
2.8242
$
2.9654
$
3.1137
$
3.2694
$
3.4328
2
10 -20
$
3.4500
$
3.6225
$
3.8036
$
3.9938
$
4.1935
3
1 20 -50
1 $
3.6500
$
3.8325
$
4.0241
$
4.2253
$
4.4366
4
1 50+
1 $
3.8314
$
4.0230
$
4.2241
$
4.4353
$
4.6571
Chevron Recycled Water Surcharge per 100 ft3*
Ju!j 2014
July 2015
ju! 2016
ju! 2017
July 2018
ul 2019
$ 0.7894
$ 0.8289
$ 0.8703
$ 0.9138
$ 0.9595
$ 1.0075
* If the Metropolitan Water District and/or West Basin Municipal Water District increase
rates beyond the annual percentage increase identified in the above tables, then the City's
annual water rates will also increase by the same percent.
35
Exhibit "B"
City of El Segundo
Schedule of Proposed Monthly Service Charge Increases for Wastewater (Sewer)
Collection
Monthly Wastewater Service Fees
36
2014 -15
2015 -16
2016 -17
2017 -18
2018 -19
Single Family Residential
3/4'
$
4.85
$
5.24
$
5.66
$
6.11
$ 6.60
11'
$
5.82
$
6.29
$
6.79
$
7.33
$ 7.92
1.5"
$
6.31
$
6.81
$
7.36
$
7.95
$ 8.58
2"
$
6.79
$
7.34
$
7.92
$
8.56
$ 9.24
Multi- family Residential
3/4'
$
7.77
$
8.39
$
9.06
$
9.78
$ 10.56
1"
$
10.92
$
11.79
$
12.74
$
13.75
$ 14.85
1.5"
$
16.49
$
17.81
$
19.24
$
20.77
$ 22.44
2 "'
$
36.39
$
39.30
$
42.44
$
45.83
$ 49.50
3"
$
126.14
1 $
136.24
1 $
147.13
1 $
158.91
$ 171.62
4 "
$
169.81
$
183.39
$
198.06
$
213.91
$ 231.02
Lifeline
3/4'
$
2.43
$
2.62
$
2.83
$
3.06
$ 3.31
1"'
$
2.43
$
2.62
$
2.83
$
3.06
$ 3.31
Commercial (West)
3/4'
$
5.34
$
5.76
$
6.22
$
6.72
$ 7.26
1 "'
$
13.82
$
14.93
$
16.12
$
17.41
$ 18.81
1.5 "
$
24.26
$
26.20
$
28.29
$
30.56
$ 33.00
2"
$
63.07
$
68.12
$
73.57
$
79.45
$ 85.81
3"
$
135.84
$
146.71
$
158.45
$
171.12
$ 184.81
4 "
$
509.41
$
550.17
$
594.18
$
641.72
$ 693.05
6"
$
509.41
$
550.17
$
594.18
$
641.72
$ 693.05
Commercial (East)
1"'
$
5.34
$
5.76
$
6.22
$
6.72
$ 7.26
1.5"
$
33.97
$
36.68
$
39.62
$
42.79
$ 46.21
2"
$
97.03
$
104.79
$
113.17
$
122.23
$ 132.00
3"
$
135.84
$
146.71
$
158.45
$
171.12
$ 184.81
4"
$
218.32
$
235.79
$
254.65
$
275.02
$ 297.02
6"
$
557.93
1 $
602.56
$
650.77
$
702.83
$ 759.05
Industrial (West)
3/4"
$
4.85
$
5.24
$
5.66
$
6.11
$ 6.60
1"
$
5.82
$
6.29
$
6.79
$
7.33
$ 7.92
1.5"'
$
17.95
$
19.39
$
20.94
$
22.61
$ 24.42
2"
$
53.36
$
57.63
$
62.24
$
67.22
$ 72.60
3"
135.84
$
146.71
$
158.45
$
171.12
$ 184.81
4"
$
194.07
$
209.59
$
226.36
1 $
244.471
$ 264.02
6"
$
194.07
$
209.59
$
226.36
$
244.47
$ 264.02
Industrial (East)
3/4"
$
5.34
$
5.76
$
6.22
$
6.72
$ 7.26
1'"
$
13.34
$
14.41
$
15.56
S
16.80
$ 18.15
1.5"
$
24.26
$
26.20
$
28.29
$
30.56
$ 33.00
2"
$
53.36
$
57.63
$
62.24
$
67.22
$ 72.60
3"
$
218.32
$
235.79
$
254.65
$
275.02
$ 297.02
4"
$
339.61
$
366.77
1 $
396.12
1 $
427.81
$ 462.03
6"
$
921.80
$
995.55
$
1,075.19
$
1,161.20
$ 1,254.10
Institutional
3/4"
$
4.85
$
5.24
$
5.66
$
6.11
$ 6.60
1"
$
6.79
$
7.34
$
7.92
$
8.56
$ 9.24
1.5"'
$
10.18
$
11.00
$
11.88
$
12.83
$ 13.86
2"
$
14.56
$
15.72
$
16.98
$
18.34
$ 19.81
3"
$
38.82
$
41.92
$
45.27
$
48.90
$ 52.81
4"
$
48.51
$
52.39
$
56.59
$
61.11
$ 66.00
6"
1 $
48.51
1 $
52.39
1 $
56.59
1 $
61.11
1 $ 66.00
36
Monthly Sewer Fees (per CCF sewage generation)
Treatment Fee (Monthly)
2014 -15
2015 -16
2016 -17
2017 -18
2018 -19
Single Family Residential
$
0.54
$
0.58
$
0.63
$
0.68
$
0.73
Multi- family Residential
$
0.67
$
0.72
$
0.78
$
0.84
$
0.91
Lifeline
$
0.27
$
0.29
$
0.31
$
0.34
$
0.37
Commercial
$
0.77
$
0.83
$
0.89
$
0.97
$
1.04
Industrial
$
0.77
$
0.83
$
0.89
$
0.97
$
1.04
Institutional
$
0.67
$
0.72
$
0.78
$
0.84
$
0.91
Treatment Fee (Monthly)
37
2014 -15
2015 -16
2016 -17
2017 -18
2018 -19
Single Family Residential
3/4'
$
13.51
$
15.59
$
16.63
$
16.63
$
16.63
1"
$
17.18
$
19.82
$
21.15
$
21.15
$
21.15
1.5"
$
18.59
$
21.45
$
22.87
$
22.87
$
22.87
2 "
$
19.74
$
22.77
$
24.29
$
24.29
$
24.29
Multi- family Residential
3/4'
$
22.33
$
25.76
$
27.48
$
27.48
$
27.48
1'"
$
31.28
$
36.10
$
38.50
$
38.50
$
38.50
1.5"
$
47.72
$
55.07
$
58.74
$
58.74
$
58.74
2 "
$
107.03
$
123.50
$
131.73
$
131.73
$
131.73
3"
$
363.80
$
419.77
$
447.75
$
447.75
$
447.75
4"
$
500.58
$
577.59
$
616.10
$
616.10
$
616.10
Lifeline
3/4'
$
6.76
$
7.80
$
8.32
$
8.32
$
8.32
11"
$
8.60
$
9.92
$
10.58
$
10.581
$
10.58
Commercial
3/4'
$
15.94
$
18.39
$
19.62
$
19.62
$
19.62
11"
$
39.79
$
45.91
$
48.97
$
48.97
$
48.97
1.5 "
$
73.27
$
84.54
$
90.18
$
90.18
$
90.18
2 "
$
193.15
$
222.87
$
237.73
$
237.73
$
237.73
3"
$
358.00
$
413.08
$
440.61
$
440.61
$
440.61
4"
$
1,529.741
$
1,765.09
$
1,882.76
$
1,882.76
$
1,882.76
6"'
$
-1,529.741
$
1,765.09
1 $
1,882.76
1 $
1,882.76
1 $
1,882.76
Industrial
3/4"
$
13.22
$
15.25
$
16.27
$
16.27
$
16.27
1"'
$
17.87
$
20.62
$
21.99
$
21.99
$
21.99
1.5 "'
$
51.63
$
59.58
$
63.55
$
63.55
$
63.55
2 "'
$
157.62
$
181.87
$
193.99
$
193.99
$
193.99
3"
$
395.11
$
455.89
$
486.29
$
486.29
$
486.29
4"
$
561.35
$
647.71
$
690.89
$
690.89
$
690.89
6"
$
561.35
$
647.71
$
690.89
$
690.89
$
690.89
Institutional
3/4"
$
12.49
$
14.41
$
15.38
$
15.38
$
15.38
1'"
$
19.79
$
22.83
$
24.35
$
24.35
$
24.35
1.5"
$
30.11
$
34.74
$
37.06
$
37.06
$
37.06
21"
$
45.65
$
52.68
$
56.19
$
56.19
$
56.19
31"
$
113.21
$
130.63
$
139.34
1 $
139.341
$
139.34
4"
$
134.06
$
154.69
$
165.00
$
165.00
$
165.00
6"
$
134.06
$
154.69
$
165.00
$
165.00
$
165.00
37
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38
CITY OF EL SEGUNDO
PAYMENTS BY WIRE TRANSFER
1/5/15 THROUGH 1/18/15
Date
Payee
Amount
Description
1/5/2015
IRS
237,212.57
Federal 941 Deposit
1/5/2015
Employment Development
3,263.32
State SDI payment
1/5/2015
Employment Development
50,718.87
State PIT Withholding
1/7/2015
Unum
208.70
Long Term Care Premium
1/7/2015
Cal Pers
104,432.45
EFT Retirement Misc
1/7/2015
Cal Pers
282,333.54
EFT Retirement Safety
1/7/2015
Cal Pers
2,977.60
EFT Retirement Safety - Police
1/7/2015
Cal Pers
8,792.60
EFT Retirement Misc
1/7/2015
Cal Pers
458,808.18
EFT Health Payment
1/8/2015
Lane Donovan Golf Ptr
18,225.77
Payroll Transfer adjustment
1/8/2015
Pitney Bowes
10,000.00
Postage for City Hall
1/9/2015
Health Comp
951.41
Weekly claims
1/12/2015
West Basin
1,795,735.77
H2O payment
1/15/2015
Cal Pers
43,790.28
2015 Replacement Charge
1/15/2015
Cal Pers
6,120.00
1959 Survivor Benefit - Employer's Portion
1/16/2015
Health Comp
3,430.05
Weekly claims
1/16/2015
Manufacturers & Traders
29,557.28
457 payment Vantagepoint
1/16/2015
Manufacturers & Traders
477.31
ROTH IRA payment Vantagepoint
1/16/2015
Manufacturers & Traders
5,321.59
401 payment Vantagepoint
1/16/2015
US Bank - Trust Acct
7,150.12
PARS payment
1/16/2015
South Bay Credit Union
13,180.38
Payroll credit union deduction pmt
1/16/2015
Nationwide NRS EFT
177,016.79
EFT 457 payment
1/16/2015
Nationwide NRS EFT
3,111.42
EFT 401a payment
1/16/2015
State of CA EFT
1,229.14
EFT Child support payment
1/3/15- 1/9/15
Workers Comp Activity
23,317.64
SCRMA checks issued
1/10/15- 1/16/15
Workers Comp Activity
7,598.22
SCRMA checks issued
3,294,961.00
DATE OF RATIFICATION: 1/20/15
TOTAL PAYMENTS BY WIRE:
3.294,961.00
Certified as to the accuracy of the wire transfers by:
!la I//
Deputy City Treasur r II Date
l /2_7 (
Date
/-i7 /,j
Date
Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo.
PACity Treasurer \Wire Transfers \Wire Transfers 10 -01 -14 to 9 -30 -15 1/27/Y15 1/1
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, JANUARY 20, 2015 — 5:00 PM
5:00 P.M. SESSION
CALL TO ORDER - Mayor Fuentes at 5:00 PM
ROLL CALL
Mayor Fuentes -
Mayor Pro Tern Jacobson -
Council Member Atkinson -
Council Member Fellhauer -
Council Member Dugan -
Present
Present
Present (via teleconferencing)
Present
Present
PUBLIC COMMUNICATION — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) Individuals who have received value of $50 or more to
communicate to the City Council on behalf of another, and employees speaking on
behalf of their employer, must so identify themselves prior to addressing the City
Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250.
Mayor Fuentes announced that Council would be meeting in closed session pursuant to
the items listed on the Agenda.
SPECIAL ORDER OF BUSINESS:
CLOSED SESSION:
The City Council may move into a closed session pursuant to applicable law, including
the Brown Act (Government Code Section §54960, et seq.) for the purposes of
conferring with the City's Real Property Negotiator; and /or conferring with the City
Attorney on potential and /or existing litigation; and /or discussing matters covered under
Government Code Section §54957 (Personnel); and /or conferring with the City's Labor
Negotiators; as follows:
CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code
§54956.9(d) (3): -3- matter
1. City of El Segundo vs. City of Los Angeles, et.al. LASC Case No. BS094279
2. Penuelas vs. City of El Segundo, LASC Case No. BC55698
3. Hooper vs. City of El Segundo, LASC Case No. BC 540995
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code §54956.9(d) (2) and (3):
-0- matter.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JANUARY 20, 2015
PAGE NO. 1
ME
Initiation of litigation pursuant to Government Code §54956.9(c): -0- matter.
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matter
APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957): -0- matter
PUBLIC EMPLOYEMENT (Gov't Code § 54957) -0- matter
CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6):-8-
matters
Employee Organizations: Police Management Association; Police Officers
Association; Police Support Services Employees Association; Fire Fighters
Association; Supervisory and Professional Employees Association; City
Employees Association; Executive Management Group (Unrepresented Group);
Man agement/Confidential Group (Unrepresented Group)
Agency Designated Representative: Steve Filarsky and City Manager
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0-
matters
Council recessed at 6:55 PM
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JANUARY 20, 2015
PAGE NO. 2
41
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, JANUARY 20, 2015 - 7:00 P.M.
7:00 P.M. SESSION
CALL TO ORDER — Mayor Fuentes at 7:03 PM
INVOCATION — John Svendsen, Pastor, First Baptist Church
PLEDGE OF ALLEGIANCE — Mayor Pro Tern Jacobson
PRESENTATIONS
a) Marsha Hansen, Chamber of Commerce President, announced the 2014
Holiday Parade Winners.
ROLL CALL
Mayor Fuentes -
Present
Mayor Pro Tern Jacobson -
Present
Council Member Atkinson -
Present
Council Member Fellhauer -
Present
Council Member Dugan -
Present
B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING)
Consideration and possible action to 1) conduct a public hearing related to the
Proposition 218 majority protest process relative to proposed rate increases to
the City's water rates and sewer rates for FY 2014/15- 2018/19 and 2)
introduction of an ordinance setting the new rates if it is determined that no
majority protests exist.
(Fiscal Impact: Undetermined — Dependent on the results of Proposition 218
Protest Ballot Measure)
Mayor Fuentes stated this was the time and place for a Public Hearing related to the
Proposition 218 majority protest process relative to proposed rate increases to the City's
water rates and sewer rates for FY 2014/15- 2018/19 and 2) introduction of an
ordinance setting the new rates if it is determined that no majority protests exist.
City Clerk Weaver stated that proper notice had been given in a timely manner and that
written communication has been received in the City Clerk's office and council was
copied.
Mayor Fuentes opened the Public Hearing.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JANUARY 20, 2015
PAGE NO. 3
M
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) Individuals who have received value of $50 or more to
communicate to the City Council on behalf of another, and employees speaking on
behalf of their employer, must so identify themselves prior to addressing the City
Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250.
While all comments are welcome, the Brown Act does not allow Council to take action
on any item not on the agenda. The Council will respond to comments after Public
Communications is closed.
John Gutt, resident, spoke concerning item #F12, Top Golf and the potential RFP.
William H Yarroll II, Founder and President of the Got Kids? charity, spoke concerning
the possibility of El Segundo serving as a host city for the 2015 Special Olympics World
Games.
Laurence Martin, resident, backed up Mr. Yarroll and would also like the City to serve
as a host city for the 2015 Special Olympics World Games.
Ron Prechard, is also in support of the 2015 Special Olympics World Games and El
Segundo acting as a host city.
Loretta Frye, resident, concerned that her PRA request was not fulfilled and unhappy
with the City in general.
Rupesh Bhakta, CenterCal properties, spoke concerning the Top Golf RFP and stated
his company would pay for the balance of the analysis if needed.
Liz Garnholz, resident, questioned the amount of time the City is legally responsible to
answer a PRA request.
CITY COUNCIL COMMENTS — (Related to Public Communications)
Council answered questions pertaining to Public Communications.
F. NEW BUSINESS (Moved per Mayor Fuentes) — Move up in the Agenda
12. Consideration and possible action to select a consulting firm to conduct work as
described in Request for Proposals #14 -31, Financial Analysis and Comparison
of The Lakes at El Segundo Golf Course and the TopGolf Development
Proposal.
(Fiscal Impact: $15,970 - $30,000, authorized fiscal impact will be reduced by a
pledged donation of $10,000.00)
Meredith Petit, Director of Recreation and Parks, gave a brief presentation and
answered Council questions.
Greg Carpenter, City Manager, answered Council questions.
Council Discussion
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JANUARY 20, 2015
PAGE NO. 4
43
An informal consensus was taken as to whether to accept funds from CenterCal to
balance out the fees for selected consulting firm in conjunction with RFP #14 -31.
Dugan: No, Fellhauer: Yes, Fuentes: No, Jacobson: No, Atkinson: Yes
MOTION by Council Member Dugan, SECONDED by Council Member Jacobson to
select Pro Forma Advisors, LLC consulting firm to conduct work as a result of RFP #14-
31 and authorize the City Manager to execute a Professional Services Agreement
number 4781 in a form approved by the City Attorney with the Pro Forma Advisors, LLC
firm and the City will pay the additional costs for this firm. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 3/2 Yes: Dugan, Fuentes, Jacobson No: Fellhauer,
Atkinson
Council Member Atkinson left the meeting at 8:08 PM
Counting of protest ballots for Prop 218 is not complete at this time, therefore, Council
moved on to other items.
A. PROCEDURAL MOTIONS
Consideration of a motion to read all ordinances and resolutions on the Agenda by title
only.
MOTION by Mayor Pro Tern Jacobson, SECONDED by Council Member Fellhauer to
read all ordinances and resolutions on the agenda by title only. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 4/0. (Council Member Atkinson has left the meeting)
B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) —
ITEM MOVED - Consideration and possible action to 1) conduct a public
hearing related to the Proposition 218 majority protest process relative to
proposed rate increases to the City's water rates and sewer rates for FY
2014/15- 2018/19 and 2) introduction of an ordinance setting the new rates if it is
determined that no majority protests exist.
(Fiscal Impact: Undetermined — Dependent on the results of Proposition 218
Protest Ballot Measure)
2. Consideration and possible action regarding (Public Hearing) the proposed
project and budget for the 2015 -16 Community Development Block Grant
(CDBG) Program Year. The estimated CDBG budget allocation for Program
Year 2015 -2016 is approximately $52,861. Additionally, $11,401 in unspent prior
year CDBG Program funds are available for reprogramming for a total available
CDBG allocation of approximately $64,262.
(Fiscal Impact: $64,262.00)
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JANUARY 20, 2015
PAGE NO. 5
ii
Mayor Fuentes stated this was the time and place for a Public Hearing related the
proposed project and budget for the 2015 -16 Community Development Block Grant
(CDBG) Program Year. The estimated CDBG budget allocation for Program Year
2015 -2016 is approximately $52,861. Additionally, $11,401 in unspent prior year CDBG
Program funds are available for reprogramming for a total available CDBG allocation of
approximately $64,262.
City Clerk Weaver stated that proper notice had been given in a timely manner and that
no written communication has been received in the City Clerk's office.
Mayor Fuentes opened the Public Hearing.
Tina Gall, CDBG representative, spoke on the item.
MOTION by Mayor Pro Tern Jacobson, SECONDED by Council Member Dugan to
close the public hearing. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0
Council Discussion
MOTION by Mayor Pro Tem Jacobson, SECONDED by Council Member Dugan to
adopt the new 2015 -2016 CDBG project and budget and authorize the City Manager to
execute the contracts, in a form approved by the City Attorney, with the Los Angeles
County Community Development Commission (CDC). MOTION PASSED BY
UNANIMOUS VOICE VOTE. 4/0
Counting of protest ballots for Prop 218 is not complete at this time, therefore, Council
moved on to other items.
C. UNFINISHED BUSINESS
D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS
3. Consideration and possible action to open the recruitment process for the
positions on the Committees, Commissions and Boards ( "CCBs ") that expire in
the year 2015.
(Fiscal Impact: None)
Council Consensus directed staff to open the recruitment process for the positions on
the Committees, Commissions and Boards ( "CCBs ") that expire in the year 2015.
E. CONSENT AGENDA
All items listed are to be adopted by one motion without discussion and passed
unanimously. If a call for discussion of an item is made, the item(s) will be considered
individually under the next heading of business.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JANUARY 20, 2015
PAGE NO. 6
45
4. Approve Warrant Numbers 3003931 through 3004133 on Register No. 6 in the
total amount of $1,259,667.99 and Wire Transfers from 12/1/2014 through
12/14/2014 in the total amount of $4,007,868.90 and approve Warrant Numbers
3004134 through 3004313 on Register No. 7 in the total amount of 1,028,926.21
and Wire Transfers from 12/15/2014 through 1/4/2015 in the total amount of
$1,067,691.13. Authorized staff to release. Ratified Payroll and employee
Benefit checks; checks released early due to contracts or agreement;
emergency disbursements and /or adjustments; and wire transfers.
5. Approve Regular City Council Meeting Minutes of December 16, 2014, Special
City Council Meeting Minutes of December 22, 2014 and Special City Council
Minutes of January 6, 2015.
6. PULLED BY MAYOR FUENTES
7. Receive and file this report regarding emergency work to repair dwelling units at
the Park Vista Senior Housing Facility due to water intrusion without the need
for bidding in accordance with Public Contracts Code §§ 20168 and 22050
and El Segundo Municipal Code ( "ESMC ") §§ 1 -7 -12 and 1 -7A -4.
(Fiscal Impact: $50,000.00)
8. Authorize the City Manager to enter into a three year contract number 4780 with
P.C. Mall Gov. for Cisco SmartNet support and maintenance at a cost not to
exceed $68,400 (three years of $22,800).
(Fiscal Impact: $68,400.00)
9. Approve a new Class Specification for the at -will position of Senior Civil
Engineer, adoption of Resolution No. 4829 establishing the basic monthly salary
range for Senior Civil Engineer and introduce and waive the first reading of
Ordinance No. 1503 amending El Segundo Municipal Code § 1 -6 -4 regarding
Employment Exclusions from Civil Service.
(Fiscal Impact: $324,312.00)
10. Authorize the City Clerk to file the City Manager, or designee's, Notice of
Completion accepting completion of work for twenty -nine (29) homes related to
Project RSI 14 -03 (the City's Residential Sound Insulation Program's Group 53).
(Fiscal Impact: Final Contract Amount - $1,054,647.76)
11. Authorize the City Clerk to file the City Manager, or designee's, Notice of
Completion accepting completion of work for twenty -seven (27) homes related to
Project RSI 14 -04 (the City's Residential Sound Insulation Program's Group 54).
(Fiscal Impact: Final Contract Amount - $591,337.15)
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JANUARY 20, 2015
PAGE NO. 7
iN
MOTION by Council Member Fellhauer, SECONDED by Council Member Dugan to
approve Consent Agenda items 4, 5, 7, 8, 9, 10 and 11. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 4/0
Item Pulled:
6. Consideration and possible action to lease acre -ft. of ground water pumping
rights for two years to Golden State Water Company.
(Fiscal Impact: $133,420.00 revenue to the Water Enterprise Fund)
MOTION by Mayor Fuentes, SECONDED by Council Member Fellhauer to authorize
the City Manager to execute a two year lease agreement number 4799 with Golden
State Water Company to lease 953 acre -ft. of ground water pumping rights.
F. NEW BUSINESS — MOVED UP IN THE AGENDA
B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) — CONTINUED
Item #1 Continued
Stephanie Katsouleas, Public Works Director, gave a presentation and answered
Council questions.
Public Comments:
Loretta Frye, resident, had questions concerning the water vs. sewer to protest ballots
and amounts received. Ms. Frye is concerned she was denied her right as a citizen to
protest publicly Prop 218 due to the fact she did not receive answers to her PRA
request.
Mike Robbins, resident, raised numerous questions concerning Prop 218 protest. Mr.
Robbins is against raising water and sewer rates.
Cynthia Legget, resident, believes that Chevron should pay higher taxes to provide
ample funds for the Community's needs and is concerned that she was denied her right
to protest the fee rates.
Rose Wilson, resident, spoke concerning Prop 218 protest and the water bill with all
the added fees.
MOTION by Council Member Fellhauer, SECONDED by Mayor Pro Tern Jacobson to
close the public hearing. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0
Mona Shilling, acting Deputy City Clerk II, gave an update on the process and answered
Council questions.
City Attorney, Mark Hensley, Stephanie Katsouleas, Public Works Director and Council
answered questions from the Public Hearing.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JANUARY 20, 2015
PAGE NO. 8
47
Council Discussion
Mona Shilling left the Chamber to continuing counting the protest ballots in the City
Clerk's office.
G. REPORTS — CITY MANAGER - None
H. REPORTS — CITY ATTORNEY — None
I. REPORTS — CITY CLERK — None
J. REPORTS — CITY TREASURER — Not present
K. REPORTS — CITY COUNCIL MEMBERS
Council Member Fellhauer — None
Council Member Atkinson — Not present
Council Member Dugan - None
Mayor Pro Tern Jacobson — None
Mayor Fuentes — Wished everyone a Happy New Year.
Recessed at 8:53 PM
Back in session at 9:19 PM
B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) — CONTINUED
Item #1 Continued
Mark Hensley, City Attorney, gave Council various options as how to proceed with this
item.
Council consensus to stay and wait until the protest ballots are counted.
Recess at 9:23 PM until 10:15 PM
Back in session at 10:04 PM
Item #1 Continued
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JANUARY 20, 2015
PAGE NO. 9
iQ
Mark Hensley, City Attorney, stated the total number of protest ballots returned for
sewer /wastewater is 1988 and 1984 protest ballots were received for water. Mr.
Hensley stated the majority protest number needed is 2646, neither count meets this
required number.
Mark Hensley, City Attorney, gave Council various options as how to proceed with this
item.
Council discussed options for adopting
Mark Hensley, City Attorney, read by title only:
RESOLUTION NO: 4828
A RESOLUTION DECLARING THE RESULTS OF THE PROCEEDINGS FOR
ADOPTING WATER CHARGES IN ACCORDANCE WITH ARTICLE XIIIO OF THE
CALIFORNIA CONSTITUTION
MOTION by Council Member Dugan, SECONDED by Council Member Fellhauer to
adopt Resolution No. 4828 assuming all protest ballots were valid and no duplicates
were received, the number of ballots received does not represent the majority of
property owners eligible to protest, therefore, the Council may adopt the proposed water
and wastewater fees. The final count, not including duplicate or invalid ballots, are as
follows; 1988 wastewater and 1984 water. MOTION PASSED BY UNANIMOUS VOICE
VOTE. 4/0
Council Member Fellhauer introduced the Ordinance
Mark Hensley, City Attorney, read by title only:
ORDINANCE NO. 1501
AN ORDINANCE SETTING THE AMOUNT OF WATER AND SEWER RATES AND
CHARGES PURSUANT TO HEALTH AND SAFETY CODE § 5471 AND EL SEGUNDO
MUNCIPAL CODE § 11 -1 -5
Mark Hensley, City Attorney, made a correction, stating the word Chevron was left off of
the recycled water surcharge rate on Exhibit A, page 28.
Council Member Dugan will not be able to attend the February 3, 2015 City Council
meeting.
The second reading of Ordinance No. 1501 will continue to the February 3, 2015 City
Council meeting. If not enough City Council members are in attendance, the item may
be moved to the second meeting in February.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JANUARY 20, 2015
PAGE NO. 10
W
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) Individuals who have receive value of $50 or more to
communicate to the City Council on behalf of another, and employees speaking on
behalf of their employer, must so identify themselves prior to addressing the City
Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250.
While all comments are welcome, the Brown Act does not allow Council to take action
on any item not on the agenda. The Council will respond to comments after Public
Communications is closed.
Mike Robbins, resident, spoke concerning ongoing employee negotiations, mainly
concerned with Police and Fire Union contracts.
Rose Wilson, resident, spoke concerning Prop 218 and thanked Council Member
Fellhauer and Mayor Pro Tern Jacobson for asking if at any time the Council could
reduce the proposed fees for water and sewer during the next 5 years.
MEMORIALS — Brian Kutil
ADJOURNMENT at 10:20 PM
Tracy Weaver, City Clerk
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JANUARY 20, 2015
PAGE NO. 11
WE
EL SEGUNDO CITY COUNCIL
AGENDA STATEMENT
AGENDA DESCRIPTION:
MEETING DATE: February 3, 2015
AGENDA HEADING: Consent Agenda
Consideration and possible action to accept as complete the City's Tennis Court
Resurfacing Grant Project at Recreation Park, Project No. PW 13 -30.
(Fiscal Impact: $59,597.47 from Grant Funds)
RECOMMENDED COUNCIL ACTION:
1. Authorize the City Clerk to file a Notice of Completion in the County Recorder's
Office.
2. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Notice of Completion
FISCAL IMPACT:
Amount Budgeted: $68,257.00
Additional Appropriation: None
Account Number(s): 125- 400 - 3614 -6215 (Repairs & Maintenance - Grant)
ORIGINATED BY: Mark Trujillo, Parks Superintendent
REVIEWED BY: Stephanie Katsouleas, Public Works Director
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION:
On June 17, 2014, the City Council awarded a contract to Trueline Corporation, the lowest
responsible bidder in the amount of $68,257.00 for refurbishing the tennis courts at Recreation
Park, Project No. PW 13 -30. The project is funded from the Los Angeles County Regional Park
& Open Space District, Recreation Park Rehabilitation Project Grant No. 58132 -12 -2268.
Construction began on September 29, 2014 and included installing and relocating support posts
and resurfacing, restriping and caulking seven (7) tennis courts. The project was successfully
completed on October 23, 2014 and a final inspection of the project was performed to ensure
compliance with the City's plans and specifications. The final cost of the project is $59,597.47.
The balance of the original $150,000 grant will be allocated to two more Recreation Park
refurbishment projects scheduled for implementation later this year.
Staff recommends that City Council accept the work performed by Trueline Corporation as
complete and authorize the City Clerk to file a Notice of Completion with the County Recorder's
Office.
5
51
Recording Requested by
and When Recorded Mail To:
City Clerk, City Hall
350 Main Street
El Segundo, CA 90245
NOTICE OF COMPLETION OF CONSTRUCTION PROJECT
Project Name: Tennis Court Resurfacing Project
Project No.: PW 13 -30 Contract No. 4626
Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that:
The undersigned is an officer of the owner of the interest stated below in the property
hereinafter described.
2. The full name of the owner is: City of El Segundo
3. The full address of the owner is: City Hall, 350 Main Street, El Segundo, CA, 90245
4. The nature of the interest of the owner is: Public Facilities
5. A work of improvement on the property hereinafter described was field reviewed by the
City Engineer on October 23, 2014. The work done was: Install new tennis court surfaces
and striping at Recreation Park.
6. On February 3, 2015, City Council of the City of El Segundo accepted the work of this
contract as being complete and directed the recording of this Notice of Completion in the
Office of the County Recorder.
7. The name of the Contractor for such work of improvement was: Trueline Corporation
8. The property on which said work of improvement was completed is in the City of El
Segundo, County of Los Angeles, State of California, and is described as follows:
Recreation Park.
9. The street address of said property is: 401 Sheldon St. El Segundo, CA. 90245
Dated:
Stephanie Katsouleas
Public Works Director
VERIFICATION
I, the undersigned, say: I am the Director of Public Works /City Engineer of the City El Segundo, the
declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the
contents thereof; the same is true of my own knowledge.
I declare under penalty of perjury the foregoing is true and correct.
Executed on , 2015 at El Segundo, California.
Stephanie Katsouleas
Public Works Director
52
EL SEGUNDO CITY COUNCIL MEETING DATE: February 3, 2015
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to receive and file this report regarding emergency
work to, repair dwelling units at the Park Vista Senior Housing Facility due to water
intrusion without the need for bidding in accordance with Public Contracts Code §§
20168 and 22050 and El Segundo Municipal Code (`SSMC ")§ 1 -7 -12 and 1 -7A -4.
(Fiscal Impact: $50,000.00)
RECOMMENDED COUNCIL ACTION:
(1) Receive and file this report regarding emergency work to repair dwelling units at the
Park Vista Senior Housing Facility due to water intrusion without the need for
bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El
Segundo Municipal Code (`SSMC ")§ 1 -7 -12 and 1 -7A -4.
(2) Alternatively, discuss and take other possible action related to this item
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $50,000.00
Additional Appropriation: No
Account Number(s): 405- 400 - 0000 -6215 (Facilities Maintenance: Repairs and
Maintenance)
ORIGINATED BY: Stephanie Katsouleas, Director of Public Works
REVIEWED BY: Gregg Kovasevich, Assistant City Attorney
APPROVED BY: Greg Carpenter, City Manager 51
BACKGROUND AND DISCUSSION:
On November 18, 2014 City Council approved a contract to complete emergency work to repair
three dwelling units at the Park Vista Senior Housing Facility due to water intrusion caused by
improperly sloped decks. Contract and insurance documents were finalized in December and
designs for the repair have commenced, starting with surveying the building's rooftop deck and
balconies and reviewing existing construction drawings. Construction designs will consist of
several options including drain modifications, slope realignment and adjustments to the height of
the sliding glass doors facing the decks for three be completed, each of which will help address
the water intrusion problems caused when it rains. Bidding and award of the construction
portion of the project will commence as soon as the designs are finalized and approved, which is
expected to be in February.
IV
53
Public Contracts Code § 22050 (c) requires that the City Council receive updates at every
regularly scheduled meeting until the emergency repair is completed. Therefore, staff
recommends that City Council receive and file this report on the status of the emergency repair
to address the water intrusion issues at Park Vista Senior Housing Facility.
54
EL SEGUNDO CITY COUNCIL MEETING DATE: February 3, 2015
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding 1) the second reading and adoption of an Ordinance
amending El Segundo Municipal Code § 1 -6 -4 regarding Employment Exclusions from Civil
Service. Fiscal Impact: ($324,312)
RECOMMENDED COUNCIL ACTION:
1. Second reading by title only and adoption of Ordinance No. 1503regarding Employment
Exclusions from Civil Service.
2. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
1. Ordinance No. 1503amending El Segundo Municipal Code § 1 -6 -4 regarding Employment
Exclusions from Civil Service.
FISCAL IMPACT:
Amount Budgeted: $ N/A
Additional Appropriation: N/A
Account Number(s):
ORIGINATED BY: Martha A. Dijkstra, ector of Human Resources
REVIEWED BY:
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION:
At its regular meeting on January 20, 2015, City Council approved the creation of and salary
allocation for a new classification entitled Senior Civil Engineer. As the classification is to be
designated "At -Will" status, it is necessary to exclude this position from the classified service in the
El Segundo Municipal Code. To this end, the January 201h staff report included the introduction of
an Ordinance to amend Municipal Code § 1 -6 -4, Employment Exclusions from Civil Service, by
adding the newly created classification of Senior Civil Engineer. Staff is now recommending that
Council approve the passage and adoption of the Ordinance. The Ordinance will become effective
after a thirty -day waiting period following passage and adoption.
fi
6M
ORDINANCE NO. 1503
AN ORDINANCE AMENDING EL SEGUNDO MUNICIPAL CODE
§ 1 -6 -4 REGARDING EXCLUSIONS.
The City Council of the City of El Segundo does ordain as follows:
SECTION 1: The City Council finds as follows:
A. The El Segundo Municipal Code ( "ESMC ") provides that the City Council may
from time to time by Ordinance designate departments, appointive officers, or
employees of the City; and
B. It is in the best interest of the City to list all existing officers and members of
departments excluded from the Personnel Merit System; and
SECTION 2: ESMC § 1 -6 -4 is amended in its entirety to read as follows:
"Sec 1 -6 -4. EXCLUSIONS
Those officers and members of departments in addition to department heads and elected
officers who are expressly excluded from the merit system are:
Assistant City Manager
City Attorney
City Manager
City Engineer
Construction Coordinator
Economic Development Analyst
Economic Development Manager
Property Owner Coordinator
Residential Sound Insulation Design Coordinator
Senior Civil Engineer
Senior Executive Assistant
SECTION 3: Repeal of any provision of the ESMC herein will not affect any penalty, forfeiture,
or liability incurred before, or preclude prosecution and imposition of penalties for any
violation occurring before, this Ordinance's effective date. Any such repealed part will
remain in full force and effect for sustaining action or prosecuting violations occurring
before the effective date of this Ordinance.
SECTION 4: If any part of this Ordinance or its application is deemed invalid by a court of
competent jurisdiction, the city council intends that such invalidity will not affect the
effectiveness of the remaining provisions or applications and, to this end, the provisions of
this Ordinance are severable.
SECTION 5: The City Clerk is directed to certify the passage and adoption of this Ordinance;
cause it to be entered into the City of El Segundo's book of original ordinances, make a note
of the passage and adoption in the records of this meeting, and, within fifteen (15) days after
the passage and adoption of this Ordinance, cause it to be published or posted in accordance
with California law.
SECTION 6: This Ordinance will become effective on the thirty -first (31 st) day following its
passage and adoption.
PASSED AND ADOPTED this _ day of , 2015.
Suzanne Fuentes, Mayor
57
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO )
I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole
number of members of the City Council of said City is five; that the foregoing Ordinance No. 1503
was duly introduced by said City Council at a regular meeting held on the 20th day of January
2015, and was duly passed and adopted by said City Council, approved and signed by the Mayor,
and attested to by the City Clerk, all at a regular meeting of said Council held on the day of
2015, and the same was so passed and adopted by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Tracy Weaver, City Clerk
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
EL SEGUNDO CITY COUNCIL MEETING DATE: February 3, 2015
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to award a contract to Landrum and Brown for acoustical
testing and supplemental design services (related to RFQ 14 -07) for the 2014/2015 fiscal year.
(Fiscal Impact: Up to $105,340, funding source: RSI Program)
RECOMMENDED COUNCIL ACTION:
1. Award a contract to Landrum and Brown for acoustical testing and supplemental design
services (related to RFQ 14 -07);
2. Authorize the City Manager to execute a contract in a form approved by the City Attorney
for the 2014/2015 fiscal year; and /or
3. Alternatively discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Proposal from Landrum & Brown
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $100,000
Additional Appropriation: N/A
Account Number(s): 116 - 400 - 0000 -6214 (Professional /Technical)
ORIGINATED BY: James S. O'Neill, Program Mae,uilding
REVIEWED BY: Sam Lee, Director of Planning Safet ,
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION:
At the December 16, 2014 City Council meeting, Landrum & Brown was selected as the
principal firm for acoustical testing and supplemental design services (in response to RFQ 14 -07)
and staff was authorized to begin to negotiate a contract price. Staff contacted Landrum &
Brown after the City Council meeting in December and entered into negotiations.
After carefully reviewing Landrum & Brown's initial proposal in early January, staff discussed
the contents at considerable length and revisions were made to curtail costs where staff felt was
reasonable. As such services are typically fulfilled as a sub - consultant to general design services
for other Residential Sound Insulation (RSI) Programs across the country; staff is unaware of any
similar contracts to compare proposed costs to. However, with personal knowledge of tasks
involved, staff recommends the acceptance of proposed pricing as reasonable.
Furthermore, staff proposed that the contract be based on scheduling testing in week blocks to
address a number of concerns, including without limitation, maximizing advance notice to
property owners, completing all "post- construction" testing within ninety (90) days of the
completion of construction at any given home, and completing all testing (and receiving all
applicable test reports) prior to the September 30, 2015 deadline set by FAA (Federal Aviatf
Administration) Program Guidance Letter 12 -09. An additional week of testing will allow the
City to having testing performed on additional homes to determine their eligibility for treatment
after the September 30, 2015 deadline. This may allow for construction of RSI Improvements at
a small number of homes (likely 25 or less) between October and December of this year that
would otherwise be ineligible as of September 30th of this year.
Staff recommends the acceptance of the final proposal and award a contract based on the pricing
included in that proposal.
City Council is reminded that, unlike construction services where a contractor is selected based
on the lowest responsive bid, consultants are required to be selected based on qualifications and
pricing negotiated with the most qualified firm, as determined by the City.
.W
61
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Acoustical Testing Schedule
City of El Segundo
Residential Sound Insulation Program
Home Time
1 8:00 a.m. — 9:30 a.m.
2 9:30 a.m. —11:00 a.m-
3 11:00 a.m. — 12:30 p.m.
Lunch 12:30 p.m. —1:30 p.m.
4 1:30 p.m. — 3:00 p.m.
5 3:00 p.m. — 4:30 p.m.
(Note: testing schedules allows for about 1 hour 20 minutes of testing and 10 minutes
travel time between properties.
.A
EL SEGUNDO CITY COUNCIL MEETING DATE: February 3, 2015
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding a request for modification of an existing Department
of Alcoholic Beverage Control (ABC) License to allow the relocation of a brewery tasting room
within an existing brewery and expansion of tasting room hours for on -site sale and consumption
of beer (Type 23 State of California Alcoholic Beverage Control License) at a small beer
manufacturer facility (El Segundo Brewing Company) at 140 Main Street. Applicant: Rob
Croxall, El Segundo Brewing Company, LLC (Fiscal Impact: N /A)
RECOMMENDED COUNCIL ACTION:
1. Receive and file this report without objecting to the modification of a Type 23 alcohol
license for on -site and off -site sale of beer at 140 Main Street; and /or
2. Alternatively, discuss and take other possible action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
1. Crime Statistical Report for Reporting District RD #E113 (7/l/2014 — 1/21/2015)
2. Police Reporting Districts Map
3. Planning Commission Staff Report and Resolution, dated January 8, 2015
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A j
ORIGINATED BY: Kimberly Christensen, AICP, Planning Manager
REVIEWED BY: Sam Lee, Planning and Building Safety Director �> L.
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION:
I. Background
In 1995, the City Council directed staff to bring all future ABC licenses to it for review. For
alcohol sales at bars, California regulations require a 30 -day review and comment period after
ABC notifies local police and planning departments of an application for the issuance or transfer
of a liquor license. The grounds of a protest, if any, should relate to public health, safety or
welfare concerns. Based upon previous Council direction, staff is providing background
information regarding this application.
63
II. Analysis
According to the most recent Crime and Arrest statistics report prepared by the Police
Department, the proposed restaurant is located in Reporting District (RD) 113. Based on the July
1, 2014 to January 21, 2015 reported data prepared by the Police Department, the RD had a total
of 25 reported Part I and II crimes. No incidents were reported at the applicant's address (140
Main Street) during this reporting period. This Reporting District is considered a low crime area.
The Police Department and the Planning and Building Safety Department do not object to the
continuation of the Type 23 ABC alcohol license for the applicant.
The Type 23 ABC license allows the sale of alcohol for on -site and off -site consumption and
allows the manufacture of beer. On September 1, 2010 the Planning Commission originally
approved the operation of a tasting room at 140 Main Street (PC Resolution No. 2683). The
originally approved hours of operation for the tasting room were 4 p.m. to 8 p.m. on Fridays, and
1 p.m. to 6 p.m. on Saturdays and Sundays. On January 8, 2015, the Planning Commission
approved modifications to the operation of the tasting room (PC Resolution No. 2764). The
approval allowed for relocation of the tasting room from the front of the building to the rear of
the building. The revised approval also allows for modification in tasting room hours of
operation to Monday to Thursday, 4 p.m. to 10 p.m., Friday 4 p.m. to 11 p.m., Saturday 12 p.m.
to 11 p.m. and Sunday 12 p.m. to 10 p.m.
III. Conclusion
Planning staff recommends that the Council Receive and File this report without objecting to the
continued and modified operation of the El Segundo Brewing Company tasting room under a
Type 23 ABC license for the sale of beer at a small beer manufacturer's facility for on -site and
off -site consumption at 140 Main Street, or alternatively discuss and take another action related
to this item.
P:\Planning & Building Safety\0 Planning - Old\PROJECTS (Planning) \1051- 1075\EA- 1074\EA -1074 CC sr FINAL 02.3.2015.doe
•E
EL SEGUNDO POLICE DEPARTMENT
CRIME STATISTICAL REPORT — BY SELECTED REPORTING DISTRICT
LOCATION: REPORTING DISTRICT #E113
REPORTED PERIOD: 07/01/2014 — 01/21/2015
CATEGORY: Uniform Crime Reporting — PART I & II CRIMES
NO INCIDENTS REPORTED FOR ADDRESS: 140 MAIN STREET, CITY OF EL SEGUNDO
RMS DATA SOURCE: RD #E113 (ONLY)
REPORT No
LOCATION
REPORTED
RETORTED
CRIME CODE
EL SEGUNDO POLICE
REP DIST
OFFICER
14 -1748
200 BLK OF E GRAND AV
07/02/2014
DEPARTMENT
647(F)PC
Joe
E113
110
14 -1879
100 BLK OF STANDARD ST
CRIME STATISTICAL REPORT
108 111
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THEFT
IE113
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LOCATION:
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r<
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RD #E113
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30484
14 -2188
.200 BLK OF E GRAND AV
07/01/2014- 01/21/2015
15:34:20
484(A)PC
THEFT
1:113
30453
14 -2211
100 BLK OF EUCALYPTUS DR
08/18/2014
13:11:10
r
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CATEGORY:
14 -2286
100 BLK OF ARENA ST
108/25/2014
05:34;05
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130417
14 -2408
iE GRAND AV /STANDARD ST
E113
00:56:19
23152(E)VC
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J
30502
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200 BLK OF E GRAND AV
09/15/2014
U 4�
0 ASSAULT
112
`
YRANKLIN:AVE
1T3
100 BLK OF MAIN ST
_FRANKLIN : "271 _
0 BURGLARY
487PC
GRAND THEFT FNEHICLE
E113
30436
14- 2599
200 BLK OF ARENA ST
09/26/2014
THEFT
530.5PC
THEFT /IDENTITY
1:113
30870
14 -2820
IN GRAND AV /MAIN ST
10/20/2014
I
496PC
THEFT
E113
30459
14 -2852
FORGERY
10/24/2014
10:30:11
647(F)PC
DRUNKENNESS
E113
130493
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SELECTED LOCATION
I
CRY OF EL SEGUNDO
NO INCIDENTS REPORTED FOR ADDRESS: 140 MAIN STREET, CITY OF EL SEGUNDO
RMS DATA SOURCE: RD #E113 (ONLY)
REPORT No
LOCATION
REPORTED
RETORTED
CRIME CODE
DESCRIPTION
REP DIST
OFFICER
14 -1748
200 BLK OF E GRAND AV
07/02/2014
01:23;20
647(F)PC
DRUNKENNESS
E113
30501
14 -1879
100 BLK OF STANDARD ST
07/15/2014
07:38:59
-484PC
THEFT
IE113
30413
14 -1902
rN GRAND AV/MAIN ST
07/17/2014
00:36:11
23152(A)VC
DUI
E113
30481
14 -1984
200 BLK OF MAIN ST
07/25/2014
02:07:29
23152(A)VC
DUI
1 =113
30484
14 -2188
.200 BLK OF E GRAND AV
08/16/2014
15:34:20
484(A)PC
THEFT
1:113
30453
14 -2211
100 BLK OF EUCALYPTUS DR
08/18/2014
13:11:10
487(D)PC
GRAND THEFT AUTO
E113
30392
14 -2286
100 BLK OF ARENA ST
108/25/2014
05:34;05
11358HS
DRUGS OFFENSE
E113
130417
14 -2408
iE GRAND AV /STANDARD ST
109/07/2014
00:56:19
23152(E)VC
DUI
1:113
30502
14- 2496
200 BLK OF E GRAND AV
09/15/2014
23,53:12
647(F)PC
DRUNKENNESS
E113
30484
14 -2526
100 BLK OF MAIN ST
09/19/2014
109:02:06
487PC
GRAND THEFT FNEHICLE
E113
30436
14- 2599
200 BLK OF ARENA ST
09/26/2014
05:43:27
530.5PC
THEFT /IDENTITY
1:113
30870
14 -2820
IN GRAND AV /MAIN ST
10/20/2014
06:19:06
496PC
THEFT
E113
30459
14 -2852
200 BLK OF E GRAND AV
10/24/2014
10:30:11
647(F)PC
DRUNKENNESS
E113
130493
RECORDS/El Page 1 of 2 1/21/2015
65
EL SEGUNDO POLICE DEPARTMENT
CRIME STATISTICAL REPORT — BY SELECTED REPORTING DISTRICT
REPORT No
LOCATION
REPORTED
DATE
RETOrREED
CRIME CODE
DESCRIPTION
REP DIST
OFFICER
14 -2887
E GRAND AV/STANDARD ST
10/28/2014
00:04:57
647(F)PC
DRUNKENNESS
E113
.30433
14 -2915
100 BLK OF E GRAND AV
10/31/2014
11:35:55
!i30.5PC
THEFT /IDENTITY
El 13
OTHER
14 -2969
.200 BLK OF E GRAND AV
11/07/2014
18:52:15
459PC
13URGLARY
1E113
30507
14 -2976
100 BLK OF E GRAND AV
11/08/2014
14:40:45
647(F)PC
DRUNKENNESS
1:113
:30464
14 -3019
100 BLK OF MAIN ST
11/13/2014
17:46:24
422PC
CRIMINAL THREATS
9-113
30469
14 -3151
IE FRANKLIN AV /STANDARD ST
11/28/2014
22:50:03
23152(A)VC
DUI
:113
:30502
14 -3289
IN EL SEGUNDO BL/MAIN ST
12/15/2014
19:28:25
69PC
OBSTRUCTING ARREST
E113
.30436
14- 3331
200 BLK OF E GRAND AV
1212012014
22:03:51
245(A)1 PC
ASSAULT
E113
30463
14 -3338
ARENA ST /E GRAND AV
12/22/2014
02:47:05
23152(A)VC
DUI
E113
:30498
15 -0012
400 BLK OF E EL SEGUNDO BL
01/02/2015
12:03:45
470PC
IFORGERY
:113
.30453
15 -0051
100 BLK OF ARENA ST
01/07/2015
18:03:40
243(E)1 PC
ASSAULT
El 13
130505
15 -0071
200 BLK OF E GRAND AV
01/10/2015
00:36:15
242PC
ASSAULT
E113
;30505
FOR
RECORDS /E] Page 2 of 2 1/21/2015
66
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CITY OF EL SEGUNDO
PLANNING COMMISSION STAFF REPORT
PUBLIC HEARING: January 8, 2015
SUBJECT: Environmental Assessment No. EA -1074 and
Conditional Use Permit No. CUP 14 -04
APPLICANT: Robert Croxall of El Segundo Brewing Co. LLC
PROPERTY OWNER: David B. Taylor
REQUEST: A modification to an existing Environmental
Assessment No. EA -886 and Conditional Use
Permit No. CUP 10 -11 for the relocation of the
beer tasting room, expansion of the overall size of
the brewery facility to 4,900 square feet and to
modify the operating hours of the beer tasting
room located within an existing 5,600 square -foot
warehouse building.
PROPERTY INVOLVED: 140 Main Street
I. Introduction
The proposed project is a request for a modification to the existing Environmental
Assessment No. EA -886 and Conditional Use Permit No. CUP 10 -11 for the beer
tasting room within the El Segundo Brewing Company brewery facility. The
existing approved tasting room is 350 square -feet in size. The El Segundo
Brewing Company proposes to expand the overall size of the brewery facility
within their current building from 3,030 square feet to 4,900 square feet. The
brewery's tasting room will be relocated from the front of the existing building to
the rear of the building. The new beer tasting area is proposed to be 350 square -
feet in size, with an additional 150 square -foot service area being added for
tasting room staff and 40 square feet of retail area for the display and sale of
retail goods. All other brewery operations such as brewing, transferring of beer
between tanks, and product packaging of beer will remain the same.
The existing hours of operation for the tasting room are 4:00 p.m. to 8:00 p.m. on
Fridays and 1:00 p.m. to 6:00 p.m. on Saturdays and Sundays with no food
service provided. The applicant is proposing to modify the hours of the tasting
room operation to 4:00 p.m. to 11:00 p.m. on weekdays (Monday through Friday)
and 12:00 noon to 11:00 p.m. on Saturdays and Sundays. The tasting room will
PAPlanning & Building Safety \0 Planning - Old \PROJECTS (Planning) \1050 - 1075 \EA -1074\ EA -1074 CUP 14 -04 140 Main Street
PC sr.doc
•:
continue to operate with a Type 23 Department of Alcoholic Beverage Control
license, which allows beer tasting rooms with no food service as an accessory
use to a brewery.
The El Segundo Brewery is located at 140 Main Street in the Main Street
Transitional District of the Downtown Specific Plan. The property is located on
the block bounded by Main Street on the west, Standard Street on the east,
Franklin Avenue on the north, and El Segundo Boulevard on the south.
II. Recommendation
Planning staff recommends that the Planning Commission open the public
hearing, review the facts and findings contained within this report, and adopt
Resolution No. 2764 (Exhibit A) approving Environmental Assessment No. EA-
1074 and CUP No. 14 -04.
III. Analysis
The applicant is requesting approval to a modification of the existing Conditional
Use Permit to allow for the relocation of the beer tasting room, expansion of the
overall size of the brewery facility and to modify the operating hours of the beer
tasting room (Type 23 ABC license) located within an existing 5,600 square -foot
light industrial and warehouse building. All other brewery operations will remain
the same with no expected changes.
The brewery is going to assume the lease on the rear (eastern -most) portion of
the building that it currently does not occupy. This will represent an increase of
approximately 1,870 square feet to the existing 3,030 square foot area the
brewery currently occupies, totaling a new overall area of 4,900 square feet
within the existing 5,600 square -foot building. The remaining 700 square feet is
occupied by two shipping offices that are not part of the El Segundo brewery.
The current tasting room (350 square feet) which occupies the front portion of the
building facing Main Street will be converted to office /storage and a portion of the
new leased rear section of the building will become the new tasting room location
totaling 350 square feet of area with the addition of a new service area (150
square feet) and retail component (40 square feet). There will be no net increase
in the tasting room area and based on the total floor area of the brewery (4,900
square feet), the tasting room, service and retail area (540 square feet)
encompasses approximately eleven percent (11 %) of the total floor area.
Therefore, the tasting room, service and retail area can be characterized as an
accessory use to the commercial brewery primary use and will not require any
additional parking spaces to be located on -site. The tasting room associated
floor area in the brewery is summarized in the table below:
PAPlanning & Building Safety \0 Planning - Old \PROJECTS (Planning) \1050 - 1075 \EA -1074\ EA -1074 CUP 14 -04 140 Main Street
PC sr.doc
2 69
Table 1 — Tasting Room related Floor Area
Area Square footage % of
space
Tasting Room 350 7%
Service Area 150 3%
Retail 40 1 %
Brewery Total 4,900 square feet
The tasting room is an accessory use to the brewery and will be open to the
public. The brewing operations at the facility will operate typically Mondays
through Fridays between 8:00 a.m. and 5:00 p.m. Under the currently adopted
Planning Commission Resolution No. 2683 (see Exhibit B) the permitted
accessory tasting room hours of operation are Fridays from 4:00 p.m. to 8:00
p.m. and on Saturdays and Sundays from 1:00'p.m. to 6:00 p.m. The applicant
has proposed to modify their hours of operation for the tasting room to 4:00 p.m.
to 11:00 p.m. Monday through Friday and 12:00 noon to 11:00 p.m. on Saturday
and Sundays. Based on staff's research of other local breweries with tasting
rooms as well as the current operation of other alcohol serving establishments
located on Main Street, staff is recommending more limited hours than the hours
requested by the applicant. Table 2 below identifies that most brewery tasting
rooms in the Los Angeles and South Bay area operate with more limited hours
during weekdays and on Sundays than during weekend evenings.
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Table ,2
Nearby Breweries with T e'23 `Licenses - Tasting Room Hours
Brewery
Holur's of 'operation
Monkish Brewing Co.
TH &FRI: 4 -9 PM
(Torrance)
SAT: 1 -8 PM, SUN: 1 -6 PM
Smog City Brewing Co.
WED -FRI: 4 -9 PM
(Torrance)
SAT: 12 -8 PM, SUN: 12 -6 PM
Strand Brewing Co.
TH &FRI: 4 -9 PM
(Torrance)
SAT: 12 -8 PM, SUN: 12 -6 PM
The Dudes Brewing Co.
TH &FRI: 3 -10PM
(Torrance)
SAT & SUN: 12 -10 PM
Absolution Brewing Co.
WED &TH: 3 -9 PM
(Torrance)
FRI &SAT: 11 -9 PM, SUN: 12 -6 PM
King Harbor Brewing Co.
WED &TH: 4 -8 PM
(Redondo Beach)
FRI: 4 -9 PM, SAT: 12 -9 PM, SUN: 12 -6 PM
Angel City Brewing
MON -WED: 4 -10 PM, TH -FRI: 4 PM -12 AM
(Los Angeles)
SAT: 12 PM -12 AM, SUN: 12 -10 PM
Eagle Rock Brewing
WED -FRI: 4 -10 PM
(Los Angeles)
SAT -SUN: 12 -10 PM
Golden Road Brewing
MON -TUE: 11 -12AM, WED -FRI: 11 -2 AM,
(Los Angeles)
SAT -SUN: 10 -2 AM
Three Weavers Brewing
WED -TH: 4 -10 PM, FRI: 4 -11 PM
(Inglewood)
SAT: 12 AM -11 PM, SUN: 12 AM -6 PM
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Table 3 below identifies hours of operation for alcohol serving establishments in
the downtown located on Main Street:
Table 3 --
City Record,.of Hours of Operation
Nearby,;: Alcohol Serving �Main'Street
Bar and Restaurant Establishments
Establishment
Hottrs of Operation
Chef Hannes
MON -SAT: 11 AM -10 PM
(411'/ Main)
SUN: CLOSED
Rock N Brews
MON -SUN: 8 AM -11 PM
(139 -143 Main)
El Tarasco
MON -SUN: 10 AM -11 PM
(210 Main)
Stuft Pizza
MON -TH: 11AM -9 PM
(400 Main)
FRI -SAT: 11AM -10 PM, SUN: 12 -8:30 PM
Hana Haru
MON -FRI: 11 AM -9 PM
(409 Main)
SAT -SUN: 5 AM -9 PM
Canton Low
MON -TH: 11 AM -9:30 PM, FRI: 11 AM -10 PM,
(435 Main)
SAT: 4 -10 PM, SUN: CLOSED
Indian Summer
MON -SUN: 10 AM -11 PM
(219 Main)
Havana Sandwich
MON -SUN: 11 AM -11 PM
(229 Main)
Farm Stand
MON -TH: 7 AM -10 PM
(422 Main)
SAT -SUN: 7 AM -11 PM
Steve's Burgers
MON -SUN: 6 AM -11 PM
(321 Main)
Fuji Haru
_ MON -FRI: 11 AM -10 PM
(357 Main)
SAT -SUN: 4 PM -10 PM
Main St Cafe
MON -FRI: 8 AM -8 PM
(450 Main)
SAT: 8 AM -9 PM
SUN: 8 AM -4 PM
Tavern on Main
MON -FRI: 10 AM -2 AM
(123 Main)
SAT -SUN: 11 AM -2 AM
The Crush
MON -SUN: 10 AM -10 PM
(403 Main)
Table 4 below provides a comparison of the applicant's requested hours of
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operation for the El Segundo Brewery tasting room and staff's recommended
hours of operation:
Table 4
Hours of Operation
.s Re ub$4.
p lidant' q
A P
Staff'sil_Recommendatsan,'
Monday- Friday: 4 p.m. to 11 p.m.
Monday- Thursday: 4 p.m. to 10 p.m.
Saturday- Sunday: 12 p.m. (noon)
Friday: 4 p.m. to 11 p.m.
to 11 P.M.
Saturday: 12 p.m. to 11 p.m.
West:
Sunday: 12 p.m. to 10 p.m.
This staff recommendation is based on the following: 1) The hours of operation
of other brewery tasting rooms in the Los Angeles area generally have more
limited tasting room hours during the work week and on Sundays; 2) The hours
of operation for many of the existing alcohol serving establishments on Main
Street have more restricted hours or no hours on Sunday; and 3) The Type 23
"small beer manufacturer" license identifies a tasting room as an accessory use
to the brewery primary use. As the tasting room is accessory to the primary use,
an accessory use could have more limited hours than a bar or restaurant where
alcohol service is a primary use.
The project site is located in the Main Street Transitional District (MTSD) in the
Downtown Specific Plan (DSP) Zone. The Downtown Specific Plan identifies
"bars" as an allowable use subject to a conditional use permit. The proposed
350 square -foot tasting room is analogous to a bar since on -site consumption of
alcohol with no food service occurs. In compliance with the Type 23 license, the
tasting room serves beer that is brewed on premises. The new tasting room will
consist of a maximum of 22 seats. The brewery is allowed by -right as an
industrial use (manufacturing) and is replacing another industrial use (bakery) at
the rear portion of the existing building.
The surrounding land uses are as follows:
Land Uses Zone
North:
Commercial Office
DSP - MTSD
South:
Restaurant
DSP - MTSD
East:
Industrial /Office
SB — Smoky Hollow
West:
Restaurant
DSP - MTSD
Off - street Parking
There are four existing off - street parking spaces on the property and two loading
spaces. No accessible spaces are currently provided. The applicant will not
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alter the configuration of the existing parking and loading spaces. The brewery is
considered a permitted manufacturing use replacing an existing permitted
manufacturing use. The Downtown Specific Plan identifies that "an existing use
within an existing building may change to any other use enumerated in the
PERMITTED USES section of the applicable Specific Plan District without
providing additional on -site parking spaces" (DSP VI1.10). Further, the tasting
room component of the brewery is considered an accessory use and therefore
requires no additional parking.
The two loading spaces provided exceed that required by the ESMC since
buildings 15,000 square feet or less require no loading spaces. The two loading
spaces provided are approximately 15.5' in width and 40' in length and comply
with the minimum dimensions for required small truck loading spaces. The
brewery will use a small truck or SUV for deliveries.
Conditional Use Permit
The application includes a request for approval to a modification of the existing
Conditional Use Permit No. CUP 10 -11 to allow for the relocation of the beer
tasting room, expansion of the overall size of the brewery facility to 4,900 square
feet and to modify the operating hours of the beer tasting room located within an
existing 5,600 square -foot warehouse building while maintaining their Type 23
ABC license.
Findings
ESMC § 15 -23 -6 requires that the following findings must be made before
granting a modification to a CUP approval.
1. That the proposed location of the conditional use is in accord with the
objectives of this Title and the purposes of the zone in which the site is
located;
2. That the proposed location of the conditional use and the conditions under
which it would be operated or maintained will not be detrimental to the public
health, safety or welfare, or materially injurious to properties or
improvements in the vicinity; and
3. That the proposed conditional use will comply with each of the applicable
provisions of this Chapter.
Staff believes that the required Conditional Use Permit Findings can be made
based upon the facts and analysis provided in the attached Resolution No. 2764
(Exhibit A). Based on these findings, staff is recommending approval to a
modification to a Conditional Use Permit with conditions. The Planning
Commission may consider and impose additional conditions through the
Conditional Use Permit process, which it deems necessary, in order to meet the
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required Conditional Use Permit findings. The proposed conditions establish the
tasting room and brewery operation that can be carried out under the CUP, the
hours of operations for the brewery and tasting room, the process for any
expansion and /or modification of the brewery and tasting room operations, and
the minimum number of required parking spaces.
IV. Inter - Departmental Comments
The project application and plans were circulated to the Building Safety Division
and the Public Works, Fire, and Police Departments. Staff has incorporated
comments from Departments as conditions of approval where appropriate.
V. Environmental Review
The proposed project is categorically exempt from additional California
Environmental Quality Act (CEQA) analysis pursuant to 14 California Code of
Regulations § 15301 as a Class 1 categorical exemption (Existing Facilities).
The project involves the permitting of existing private structures, involving
negligible expansion of use beyond the current use. No adverse environmental
impacts would occur as a result of the proposed project because the elements of
the project comply with all conditions applicable to a Class 1 Categorical
Exemption.
VI. Conclusion
Planning staff recommends approval of Environmental Assessment No. EA -1074
and Conditional Use Permit No. CUP 14 -04 since the required findings for
support can be made and appropriate conditions of approval are incorporated.
VII. Exhibits
A. Draft Planning Commission Resolution No. 2764
B. Planning Commission Resolution No. 2683 adopted on October 14, 2010
C. Plans
Prepared by: Masa Alkire, AICP, Principal Planner
Kimberly Chr' tensen, AICP, Planning Manager
Planning an Building. Safety Department
Sam Lee, Dir dtor . - °—r
Planning an=ilding Safety Department
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RESOLUTION NO. 2764
A RESOLUTION APPROVING ENVIRONMENTAL ASSESSMENT NO.
EA -1074 AND CONDITIONAL USE PERMIT NO. CUP -14 -04 TO ALLOW
MODIFICATION TO EXISTING ENVIRONMENTAL ASSESSMENT NO.
EA -886 AND CONDITIONAL USE PERMIT NO. CUP 10 -11 ALLOWING
ON -SITE SALE OF ALCOHOL FOR ON -SITE AND OFF -SITE
CONSUMPTION (TYPE 23 ABC LICENSE -SMALL BEER
MANUFACTURERS) IN A RELOCATED BEER TASTING ROOM WITH
MODIFIED OPERATING HOURS AND EXPANSION OF THE OVERALL
SIZE OF THE BREWERY FACILITY TO 4,900 SQUARE -FEET AT 140
MAIN STREET
The Planning Commission of the City of El Segundo does resolve as follows:
SECTION 1: The Planning Commission finds and declares that:
A. On July 14, 2014 Robert Croxall of El Segundo Brewing Co., LLC filed an
application for an Environmental Assessment and a Conditional Use
Permit to modify existing Environmental Assessment No. EA -886 and
Conditional Use Permit No. CUP 10 -11 for the relocation of the beer
tasting room, expansion of the overall size of the brewery facility to 4,900
square feet and to modify the operating hours of the beer tasting room at
140 Main Street in the Main Street Transitional District (MSTD) Zone
within the Downtown Specific Plan Zone;
B. The application was reviewed by the City's Planning and Building Safety
Department for, in part, consistency with the General Plan and conformity
with the El Segundo Municipal Code ( "ESMC ");
C. In addition, the City reviewed the project's environmental impacts under
the California Environmental Quality Act (Public Resources Code §§
21000, et seq., "CEQA "), the regulations promulgated thereunder (14 Cal.
Code of Regulations § §15000, et seq., the "CEQA Guidelines "), and the
City's Environmental Guidelines (City Council Resolution No. 3805,
adopted March 16, 1993);
D. The Department of Planning and Building Safety completed its review and
scheduled a public hearing regarding the application before this
Commission for January 8, 2015;
E. On January 8, 2015, the Commission held a public hearing to receive
public testimony and other evidence regarding the application including,
without limitation, information provided to the Commission by Robert
Croxall, representing El Segundo Brewing Co., LLC; and
I
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F. The Commission considered the information provided by City staff, public
testimony, and Robert Croxall. This Resolution, and its findings, are made
based upon the evidence presented to the Commission at its January 8,
2015 hearing including, without limitation, the staff report submitted by the
Planning and Building Safety Department.
SECTION 2: Factual Findings and Conclusions. The Commission finds that the
following facts exist:
A. The proposed project is a modification to existing Environmental
Assessment No. EA -886 and Conditional Use Permit No. CUP 10 -11 to
allow relocation of the beer tasting room, expansion of the overall size of
the brewery facility and to modify the operating hours of the beer tasting
room as an accessory use to a brewery for on -site sale of alcohol for on-
site and off -site consumption at 140 Main Street in the Main Street
Transitional District (MSTD) within the Downtown Specific Plan (DSP);
B. The surrounding land uses are urbanized and include commercial uses in
the MSTD to the north, south, and west, and industrial /office development
in the Small Business (SB) Zone to the east;
C. The subject site consists of one existing 4,900 square -foot building
situated on an approximately 6,913 square -foot lot;
D. The proposed industrial brewery facility expansion will replace a former
legal non - conforming industrial bakery warehouse use and continue this
legal non - conforming use in the DSP MSTD;
E. The project will maintain the existing four off - street parking spaces, and
two loading spaces provided on site, and therefore be in compliance with
DSP parking requirements;
F. The tasting room related uses consists of a 350 square -foot seating area,
a 150 square -foot service area and a 40 square -foot retail area which will
collectively occupy approximately 11 % of the expanded 4,900 square -foot
brewery;
G. The tasting room will have on -site and off -site alcohol sales with no food
service as well as retail sales. The tasting room is considered analogous
to a bar use and therefore requires a Conditional Use Permit in the
Downtown Specific Plan (DSP) Zone; and
H. The proposed project involves remodeling the interior of the existing
building and does not include exterior changes to the existing building.
SECTION 3: Environmental Assessment. Because of the facts identified in Section 2 of
this Resolution, the proposed project is categorically exempt from the requirements of
2
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the California Environmental Quality Act (CEQA) pursuant to 14 California Code of
Regulations § 15301 as a Class 1 categorical exemption (Existing Facilities) as it
involves the minor interior alteration of an existing private facility. The project involves
the permitting of existing private structures, involving negligible expansion of use
beyond the current use. No adverse environmental impacts would occur as a result of
the proposed project because the elements of the project comply with all conditions
applicable to a Class 1 Categorical Exemption.
SECTION 4: General Plan and Zoning. The proposed project conforms with the City's
General Plan and the zoning regulations in the ESMC as follows:
A. The General Plan Land Use Designation of the project site is Downtown
Specific Plan (DSP). The proposed project is consistent with the goals,
objectives, and policies of the General Plan. Specifically, the project is
consistent with Goal ED3 and Objective ED3 -1 in that the proposed uses are
the kinds of uses that create an economically viable and stable Downtown
area that uniquely contributes to El Segundo's commercial options.
B. The project conforms to DSP Economic Development Goal and Objective
ED3, in that it creates an economically viable and stable Downtown area that
uniquely contributes to El Segundo's commercial options.
C. The project conforms to the DSP Land Use Goal LU4 by providing a stable
tax base for the City through development of new commercial uses, primarily
within a mixed -use environment. Specifically, it conforms to Objective LU4 -2,
Policy LU4 -2.1 in which that the proposed use revitalizes and upgrade
commercial areas, making them part of a viable, attractive and people -
oriented commercial district.
D. The ESMC zoning classification for the project site is Downtown Specific
Plan, allows for continuation of the tasting room use (as it is similar to a bar
use), expansion of the brewery facility, and modification of the tasting room
hours with approval of a Conditional Use Permit in conformance with ESMC
Chapter 15 -23;
E. The proposed project complies with the applicable provisions of ESMC
Chapter 14 -1, since proper notification and a public hearing were provided,
proper hearing decision and records will be complied with and the required
findings will be considered.
SECTION 5: Conditional Use Permit Findings. After considering the above facts
regarding proposed Environmental Assessment No. EA -1074 and Conditional Use
Permit No. CUP 14 -04, the Planning Commission finds as follows:
A. That the proposed location of the conditional use is in accord with the
objectives of this Title and the purposes of the zone in which the site is
located;
3
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The Main Street Transitional District (MSTD) in the DSP requires the approval
of a CUP for bars, which is a similar use to the proposed tasting room, as
alcohol is served for on -site sale and for on -site and off -site consumption.
The retail nature of the brewery satisfies the purpose of the MSTD.
The proposed relocation of the previously approved tasting room within the
brewery is the continuation of an incidental use at the site that is limited in
floor area and hours of operation. Alcohol service under a Type 23 ABC
license is permitted within the MSTD of the DSP Zone subject to approval of a
conditional use permit.
B. That the proposed location of the conditional use and the conditions under
which it would be operated or maintained will not be detrimental to the public
health, safety or welfare, or materially injurious to properties or improvements
in the vicinity,
The attached conditions of approval establish limits to the operation's hours
and activities. There is only minor interior alteration of the building proposed.
The location is several hundred feet from any residential areas in a mixed
commercial and industrial area with existing restaurants, offices and light
manufacturing. The proposed operations are inside the building and not
visible from major city thoroughfares. Additionally, the site will maintain all
existing legal non - conforming parking spaces.
The proposed relocated tasting room within the brewery is an incidental use
of the premises when limited in area, time, and frequency of activity.
Planning Commission approval of a Conditional Use Permit is required for
businesses with a Type 23 ABC license and located in the MSTD of the DSP
Zone. The location, size, design and operating characteristics of the tasting
room will not create conditions which may be objectionable, detrimental to the
public health, safety and welfare or incompatible with other permitted uses in
the vicinity. Furthermore, conditions of approval are incorporated to minimize
any impacts from the proposed activity. Therefore, the project will not be
materially injurious to property or improvements in the vicinity.
C. That the proposed conditional use will comply with each of the applicable
provisions of this Chapter.
The proposed conditional use complies with the applicable provisions of
ESMC Chapter 15 -27 since proper notice and hearing were provided, and
proper hearing decision and records will be complied with, and the required
findings will be considered.
SECTION 6: Approval. Subject to the conditions listed in the attached Exhibit "A,"
which are incorporated into this Resolution by reference, the Planning Commission
4
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approves Environmental Assessment No. EA -1074 and Conditional Use Permit No.
CUP 14 -04. This Resolution supersedes Planning Commission Resolution No. 2683.
SECTION 7: This Resolution will remain effective unless superseded by a subsequent
resolution. -
SECTION 8: The Commission Secretary is directed to mail a copy of this Resolution to
Robert Croxall of El Segundo Brewing Company, LLC and to any other person
requesting a copy.
SECTION 9: This Resolution may be appealed within ten (10) calendar days after its
adoption. All appeals must be in writing and filed with the City Clerk within this time
period. Failure to file a timely written appeal will constitute a waiver of any right of
appeal.
SECTION 10: Except as provided in Section 9, this Resolution is the Planning
Commission's final decision and will become effective immediately upon adoption.
PASSED AND ADOPTED this 8t" day of January, 2015.
ATTEST:
Sam Lee, Secretary
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
David Wagner, Chair
City of El Segundo Planning Commission
Karl H. Berger, Assistant City Attorney
Wagner -
Baldino -
Newman -
Nicol -
Nisley -
5
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PLANNING COMMISSION RESOLUTION NO. 2764
Exhibit A
CONDITIONS OF APPROVAL
In addition to all applicable provisions of the El Segundo Municipal Code ( "ESMC "),
Robert Croxall of El Segundo Brewing Company, LLC and David B. Taylor agree that
they will comply with the following provisions as conditions for the City of El Segundo's
approval of Environmental Assessment No. EA 1074 and Conditional Use Permit No.
CUP 14 -04 ( "Project Conditions ").
Planning Division
1. Before building permits are issued, the applicant must develop plans, showing
that the facility substantially conforms with plans approved and on file with the
Planning and Building Safety Department. Any subsequent modification to the
project as approved, including the site plan, floor plan, elevations, landscaping
and materials, must be referred to the Director of the Planning and Building
Safety Department for a determination regarding the need for Planning
Commission review of the proposed modification.
2. Before building permits are issued, the applicant must obtain all the necessary
approvals, licenses and permits and pay all the appropriate fees as required by
the City of El Segundo.
3. The Conditional Use Permit allows for the relocation of the operation of a 350
square -foot tasting room with addition of a new 150 square -foot service area and
40 square -foot retail area which is an accessory use to the brewery. Operation
of the tasting room requires the continuous operation of the brewery as the main
use.
4. Hours of operations for the tasting room must be limited to Monday to Thursday
from 4:00 p.m. to 10:00 p.m., Friday from 4:00 p.m. to 11:00 p.m., Saturday from
12:00 p.m. to 11:00 p.m. and Sunday from 12:00 p.m. to 10:00 p.m, Pacific
Standard Time. Any change to the hours of operation or the hours that alcohol
may be served is subject to review and approval by the Director of Planning and
Building Safety.
5. A trash and recycling enclosure must be provided and shown on the site plan
that is sufficiently large enough to store the necessary bins required for the
regular collection of commercial solid waste and recyclable materials. The site
plan with the location and dimensions of the trash and recycling enclosure and
an elevation view of the enclosure must be provided to the Planning and Building
Safety Department for review and approval before the City issues building
permits.
6
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6. Modifications to the floor plan and site plan require the approval of the Planning
and Building Safety Director. Significant changes to the size of the areas
designated for each use as determined by the Director of Planning and Building
Safety require review by the Planning Commission.
7. A minimum of 4 parking spaces and 2 loading spaces must be maintained on-
site.
8. Taxicab phone numbers must be posted in a conspicuous location at all times in
the area(s) where alcohol is served to customers.
9. The premises must be maintained in a litter and graffiti -free manner. Any graffiti
that should appear on the premises must be removed within 48 hours.
10. The applicant must obtain and maintain all licenses required by the Alcoholic
Beverage Control Act (Business & Professions Code §§ 23300 et seq.). The
applicant must maintain a Type 23 license.
11. The brewery and tasting room operations must comply with ESMC §§ 7 -2 -1, et
seq. regulating noise and vibration.
12. The Planning and Building Safety Department and the Police Department must
be notified of any change of ownership of the approved use in writing within 10
days of the completion of the change of ownership. A change in project
ownership may be cause to schedule a hearing before the Planning Commission
regarding the status of the conditional use permit.
13. The applicant must comply with all regulations of the Alcoholic Beverage Control
Act and the regulations promulgated by the Alcoholic Beverage Control Board
including, without limitation, the regulations set forth in 4 Cal. Code of Regs. §§
55, et seq.
14. The applicant must post a sign in a clear and conspicuous location listing a
phone number at which a responsible party may be contacted during all open
hours of the establishment to address any concerns of the community regarding
noise in the brewery, tasting room and parking lot. Said contact's name and
phone number must also be available through the restaurant staff at all times.
15. The applicant must, at all times, display a Designated Driver sign of at least ten
inches by ten inches (10" X 10 ") in the tasting room at eye level. The sign must
be worded in a way that reminds patrons who are consuming alcohol to
designate a non - drinking driver.
16.There must be no exterior advertising of any kind or type, including advertising
directed to the exterior from within, promoting or indicating the availability of
alcoholic beverages. Interior displays of alcoholic beverages which are clearly
visible to the exterior constitute a violation of this condition.
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17.All employees serving alcoholic beverages to patrons must enroll in and
complete a certified training program approved by the State Department of
Alcoholic Beverage Control (ABC) for the responsible sales of alcohol. The
training must be offered to new employees on not less than a quarterly basis.
18.Any and all employees hired to sell alcoholic beverages must provide evidence
that they have either:
a. Completed training from the ABC, Long Beach /Lakewood District Office
administered Leadership and Education in Alcohol and Drugs (LEAD)
Program in the form of an ABC - issued certificate; or,
b. Completed an accepted equivalent by the ABC, Long Beach /Lakewood
District Office to ensure proper distribution of beer, wine and distilled
spirits to adults of legal age. If any prospective employee designated
to sell alcoholic beverages does not currently have such training, then;
c. The ABC - licensed proprietors must have confirmed with the Planning
and Building Safety Department within fifteen (15) days of the
Director's decision, or by final project approval, that a date certain has
been scheduled within the local ABC Office to complete the LEAD
course.
d. Within thirty (30) days of taking said course, the employees, or
responsible employer must deliver each required certificate showing
completion to the Police Department.
19.The applicant must have readily identifiable personnel to monitor and control the
behavior of customers inside the building premises. Staff must monitor activity
outside in the parking lot and any adjacent property under the establishment's
control to ensure the areas are generally free of people and are cleared of
patrons and their vehicles one -half hour after closing.
20. If complaints are received regarding excessive noise, parking availability, lighting,
building access, and the like associated with the tasting room, the city may, in its
discretion, take action to review the Conditional Use Permit, including without
limitation, adding conditions or revoking the permit.
Building Division
21. The project must comply with the 2013 California Building Code (2013 CBC) and
Any applicable ESMC amendments.
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Public Works Department
22. The proposed brewery improvements may affect the existing water and sewer
lines. The applicant must submit a study that shows any capacity changes to
those existing lines.. Necessary upgrades to either the water and sewer laterals
and /or mains will be determined once the study is reviewed and approved.
23. If any work in the public right -of -way is necessary, before commencing any work
in the public right -of -way, including lane closure, the applicant must ensure that
encroachment permits required by the City are secured from the Department of
Public Works.
24. PG -64 -10 tack coat and hot mix asphalt must be used for slot paving, if required,
next to new concrete installations. Slot paving must be three feet wide and one -
foot deep, and consist of six inches of asphalt over six inches of base.
25.An existing water meters, potable water service connections, fire backflow
devices and potable water backflow devices must be upgraded to current Public
Works Water Division standards. These devices must be placed or relocated
onto private property.
26. The applicant must submit plans for water system upgrades to the City of El
Segundo Public Works Department for review and approval, including traffic
control plans for work in the public right -of -way.
27.A utility plan must be provided that shows all existing and proposed utility lines
and their sizes, including easements, around the project site. The required fees
will be determined based upon information provided on the site plan.
28.All construction related parking must be accommodated on -site. No construction
related parking is permitted off -site.
29. The project must comply with the National Pollutant Discharge Elimination
System (NPDES) requirements and must provide Best Management Practices
(BMPs) for sediment control, construction material control and erosion control.
30.AI1 record drawings (As -built drawings) and supporting documentation must be
submitted to the Public Works Engineering Division before scheduling the
project's final inspection.
Miscellaneous Conditions
31. Robert Croxall and David B. Taylor agree to indemnify and hold the City
harmless from and against any claim, action, damages, costs (including, without
limitation, attorney's fees), injuries, or liability, arising from the City's approval of
Environmental Assessment No. EA -1074 and Conditional Use Permit No. CUP
14 -04. Should the City be named in any suit, or should any claim be brought
9
P: \Planning & Building Safety \0 Planning -Old \PROJECTS (Planning) \875 - 900 \EA 1074 \EA -1074 140 Main St PC Reso 2764.doc 84
against it by suit or otherwise, whether the same be groundless or not, arising out
of the City approval of Environmental Assessment No. EA -1074 and Conditional
Use Permit No. CUP 14 -04, Robert Croxall and David B. Taylor agree to defend
the City (at the City's request and with counsel satisfactory to the City) and will
indemnify the City for any judgment rendered against it or any sums paid out in
settlement or otherwise. For purposes of this section "the City" includes the City
of El Segundo's elected officials, appointed officials, officers, and employees.
Robert Croxall, El Segundo Brewing Co., LLC and David B. Taylor must acknowledge
receipt and acceptance of the Project Conditions by executing the acknowledgement
below. By signing this document, Robert Croxall, El Segundo Brewing Co., LLC and
David B. Taylor certify that they have read, understood, and agree to the Project
Conditions listed in this document.
Robert Croxall, President
El Segundo Brewing Co., LLC
David B. Taylor, Property Owner
10
PAPlanning & Building Safety\0 Planning -Old \PROJECTS (Planning) \875 - 900 \EA 1074 \EA -1074 1140 Main St PC Reso 2764.doc 85
EL SEGUNDO CITY COUNCIL MEETING DATE: February 3, 2015
AGENDA ITEM STATEMENT AGENDA HEADING: New Business
AGENDA DESCRIPTION:
Presentation from the Department of Recreation and Parks and the Isaac Sports Group for the City of El
Segundo and Wiseburn Unified School District Aquatic Center Facility Programming, Design, and
Financial Analysis Preliminary Report.
(Fiscal Impact: None)
RECOMMENDED COUNCIL ACTION:
1. Discuss and provide feedback; and,
2. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
1. Executive Summary of the Aquatics Facility Programming, Design and Financial Analysis
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
PREPARED BY: Meredith Petit, Director of Recreation & Parks
REVIEWED BY: Greg Carpenter, City Manager Af
APPROVED BY: Greg Carpenter, City Managery
BACKGROUND & DISCUSSION:
In May 2013, the City of El Segundo and Wiseburn School District entered into a Settlement Agreement
that calls for Wiseburn to commit $6,000,000 to the construction of an aquatics facility and the City to
operate and maintain the facility into the future. According to the agreement, the City would also be
responsible for any design and construction costs in excess of $6,000,000.
On June 15, 2014, staff presented the City Council with two aquatics facility design options under
consideration by the Pool Design Committee. Design Option 1, a 50 -meter by 25 -yard outdoor
competition pool with limited additional amenities, was estimated to cost $6,000,000. Design Option 2,
estimated at $8,400,000, included a 54 -meter by 25 -meter outdoor competition pool, a 25 -yard
additional pool, bleachers, two moveable bulkheads, sports lighting, and other amenities that would
provide for more versatility in aquatics programming.
One of the major benefits of the larger facility design option is the likelihood to produce higher revenue
over the long term to help offset costs associated with the City's entire aquatics program, including the
Urho Saari Swim Stadium and two outdoor seasonal pools. After discussion, the City Council directed
staff to seek consulting services in the form of aAquatics Facility Programming, Design and Financial
Analysis to (1) gain a better understanding of the future facilities' operations and assist in the decision
making process, and (2) explore alternative design scenarios that would meet the needs of the
community while maximizing revenue opportunities.
U IUD
:.,
On August 19, 2014, the City Council authorized staff to select Isaac Sports Group to conduct the
Aquatics Facility Programming, Design and Financial Analysis. Throughout the month of September,
staff worked with consultant Stu Issac of the Isaac Sports Group to provide pertinent data and
information about the City's current aquatics program, facilities, operations, and budget. Discussions
also included future goals of the City's existing programs, and ideas for program enhancement. Mr.
Isaacs visited El Segundo in late September and toured the aquatics facilities, the future site of the new
pool, and conducted several meetings with community stakeholders. Separate meetings were held with
City staff and officials, Wiseburn School District officials, El Segundo Unified School District officials,
and the Pool Design Committee. The information compiled during these meetings would allow Mr.
Isaacs to formulate future plans for incorporating all of the community groups' needs into an
overarching aquatics approach to the facility design and the utilization of existing facilities.
At this time, the Isaac Sports Group is prepared to present a Preliminary Report of the Aquatics Facility
Programming, Design and Financial Analysis. The aforementioned stakeholder groups have reviewed a
preliminary report and any feedback received will be incorporated into the final report. Additionally, the
Wiseburn School District has indicated that an extension in the expected timeframe for the opening date
of the aquatics facility will likely be required prior to proceeding to the next phase of the project. The
current agreement states an expected date of June 2017; however, with the additional months incurred
during this analysis and decision - making process, an adjustment will be necessary.
Staff recommends that City Council, staff, and interested community members review the report to
formulate any questions and provide feedback. City Council can then reconvene the discussion at a
subsequent City Council meeting to take action to identify the ultimate facility design, funding source if
necessary, and agreed -upon timeline.
=Y 4
W eSe urn
Unified School 01strict
City of El Segundo
Wiseburn Unified School District
Aquatic Center
Programming, Design, and :Financial
Analysis
EXECUTIVE SUMMARY
PRELIMINARY REPORT
January 25, 2015
lfitilii SG'
I'a,c 1 uF6
INTRODUCTION
I hr AA IsebUrn UIli11Cd School OlStrict (W l :SD) and the (.'its of ill Segundo are undertaking a
joint use VC11tL11 -C to build and operate rill aquatic center on the campus of Wiseburn I ligh School
'I he aquatic center will meet IliC aquatic programming need~ of WISCbLII'll I Ilgh School.
'1 he WiSCbul-n Unified School District, I:1 Segundo high School. the City of ail Segundo. 1:1
SCLLIl1C1L1 RCCIV,1 1011 a11d Parks, and the overall community. 'I he School District IS providing the
site on the campus of the ne%% AA'iseburn 1 ligh School and 56,000.000 tovA the capital costs of
the project. The City of 1'.1 Segundo �\ ill be responsible fin' managing the facility and pad ing the
operating costs of the facility. It is critical to the city that the facilitN be self - sustaining.
supporting operating expenses through user fees. program revenue, and other revenue sources. It
%ill also be important that programming and scheduling 01'01C ne\\ aquatic center is integrated
into the existing aquatic program, and pools in F.I Segundo to maximize the current aquatic
programs and create new programs drip in,) parucipatioll growth and increased communlIN access
and henclits in all the raciiities. hest utilizing the unique aspects oreach fitcilit�. 'I Ile Aquatic
CCIACr and the enhanced programming and access at the plunge call help improve overall qualit\
of lilt and be an attraction to residents and businesses looking at EI Segtnldo.
T« initial designs have been developed liar the project. 1 he Base Option is a single all deep 50
meter b} 25 yard pool that elects the basic needs of the Wischurn High School and Ll Segundo
I nigh School S��initnino and Water Polo program. training. and competition needs. I he LtpgradC
Option expands the Alain corllpetitlon /training pool to 54 meters x 25 meters "ith too x 2 meter
bulklwads and chving boards. It also includes a vvarni -water teaching!tltuess pool N1 htch call
support greater community access and use. including significant revenue generating programs.
The t!pgradc can also host additional meets and tournaments that can generate operating revenuC
and economic impact for the communit\.
The goal oftllis Stuck is to anal /,e program potential. revic\� the design concepts relevant to
programs goals and opportunities. and dexclop project cost projections and annual financial
hLldgets for the operation ofeach pool. During this process a I Ivbrid Option has also been
dc\,cloped .\,Iijch supports program needs and goalS ill a more cost Cffectix C wa} . I lie impact or
the Ile\\ ,Aquatic Center on the operations of current programs at the Uhro 'Saari S\\ im Stadium
( I lie Plunge) is also reviewed. The impact o11 the overall combined Plunge and Aquatic Center
is also -analy zed. shoe ing* the impact on the m crall 1;1 Segundo ,Aquatic and Public Works pool
operating budgCl and rcN cnuC.
1 he preliminary report is SCIlCdulcd to be reviewed by the (rite, FI Segundo I!nified School
District, Wiseburn I Anted School District. and kev Community stakeholders in conference calls
the ��cck ol'.lanuary 26 °i and in meetings in Ell Segundo the week of I:cbrurlry 2 "d inCluLling all
initial presentation Ia City Council on February d. :Additional questions and clal'lllcatlons \l ill
then he addreSSCLI with filial Imanclal analysis included in the tidal report scheduled to he
ConlplCtCd ht' Fcbruary 15`I'
13RO RAN] NIING
The new :Aquatic Center allows the tearu training, liar FSIIS and the Club Swan "1 caul, The
;`Armada. to mote practice and competition front the Plunge to the .-Aquatic Center. In addition to
providing MON space and tittle in it better training ClIVIr011111ent for the teams, this moyc opens
up significant lime and space at the I'lurl11C for aCldCLI CUllllllUnit� hrlSed claSSCS. rucl'Ca&011, a11d
open comnlunit\ access. 'I he ne%\ I,leilil\ triples the tllllC and space Clvailable Vicar round for [lie
Pauc 2 of 6
-
El Segundo I ligh School teams. S%6n Lesson times expand from five hours per \\cck during the
school year to 20 hours per week at the Plurlee alone (currently lesson programs have a lottery
and wait list program). Lap swim lanes become available throughout the day. Aquatic fitness
classes can expand from the current 90 minutes per \\eck to oNer 20 hours per week. Additional
programs include significantly expanded swim lessens, aquatic fitness. special needs, and senior
programming. It also provides more space for lap slA nllrning lanes throughout the day.
In addition to supporting the I ligh School teams and school programs_ The Aquatic Center
provides additional lap lanes and added space for rN'lasters S4Nimrning and Masters %Vatcr Polo as
\tell as additional space for outside swim clubs. N%atcr polo club. and c�en synchronized
stivimnling. It also provides the opportunity to create an i✓I Segundo recreation swim team and
m� im and eater polo sport camps and cr-diance the ES Junior Ouard Preparation Program (% ater
I1:ndurance braining). It also provides increased midday. weekend. and evening space for
community. recreation and open access.
1 he addition of the teaching; /fitness 4 lane 25 yard shallov\ pool at the Aquatic Center in the
I rpgrade Option also provides swim lesson. aquatic fitness. and a vide range of additional
recreation activities tilt the public. The Aquatic Center mailable time and space combined \\ith
its location «ill also attract it higher percentage of non- resident users. bringing more people to I
Segundo and increasing pool use rc�cnue to help support operations.
1 sample program schedule matrix is included in the final report and is attached to this report for
reference.
DESIGN
Hybrid Option \ -gas created based on the programming needs and goals combined 'WILh the cost
and operating financial analysis. I he I lybrid Design makes the lollox\ ing changes in the
I 'pgradc Option:
• Reduce Pool size to 51.2 meters x 25 yards
• Reduce to one 1.2 meter (4 foot) bulkhead
Iaiminatcs the dig frig clement. reducing depth (no project stakeholders expressed an
interest or need for the di\ ing elements)
Slightly reduce permanent seating capacity
'I he I I; brid design retains the same size teachingil fitness pool and the same program support
amenities as the Upgrade Option.
'these changes hay c N irtuatly no impact on training space. daily programming. and community
access compared to the Full Upgrade Option, It does reduce the c\ ent capacity and the overal I
size of meet that can be hosted. but the actual limiting factors on events are actually the size of
the warm -up pool and overall space and seating. `I he evcnl loss will only be in hosting meets
tllat arc slightly' smaller and the inability to host a Southern California SN'immin`,11 iSA
SNai iii nIna re�L,ional meet every two to three years.
Design sketches of the Base Option and the I. Ipgradc Option are attached to this summary.
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PROJEA."I'cos'r PROJECTIONS
1 he preliminary projected total project costs of the three facility• design options arc as l6110\.ys.
BASF OP I ION $7.064,W)
FULL [: PGRADI'; OP PION S9.926.450
IYBRID OP I ION $8.696.670
I'Itese costs include hard construction costs and all other soft costs. inspections. architectural and
design fees. o,, enccad. equipment and o\�ner cost. A detailed Project Cost Projection is attached
to this summary.
FINANCIAL ANALYSIS
The Financial Analysis focused on tlyo budgets.
• The actual stand alone operating budget fi)r the Aquatic Center.
• 'I he combined operating budget oFthe ;Aquatic Center and the Plunge
1 lie opening up of the Plunge for additional program time signihcantl} raises the program and
revenue potential For the Plunge. It is important to rep teNN the overall cl Icet on the total budget
to understand the Full impact of the Aquatic Center. 1-his budget analysis also includes several
kc\ Items that do not dlrectl) sho", In the current Rec and Parks Aquatic Budget or the pool
sections of the Public \Yorks budget. `f hese include an annual accrual fund line item setting
aside funds in anticipation of long range equipment replacement and major maintenance issues
and incremental insurance costs for the Aquatic Center, I he ne-vv budget also includes line items
liar program marketing and stafftravel and professional dekelopment.
'I he fi\ e year sununar� of annual Profit and loss statements for each design option is attached to
this report. The full budget detail spreadsheets will be part of the final report and are available
no� l � through Meredith Petit at Recreation and Parks. or purLmcs of the summary below Year
I Itree of, o eratiun is used. anticipating full de\elopment of programs and participation by Year
-1 hree. fhis is a combined o,,erail budget for the Aquatic Center. 'I lie detail indicates what
hems arc parts of the Public'AVorks budget and �yhat are parts of the Rec and Parks Aquatic
Budget.
_Aquatic ('enter financial Pro -forma
1)FSIGN 01' 1 ION BASC 006011.
Operating I.xpenscs
Program Lumses
'total Evenses
I aeility ReNenue
Program Revenue _
Total Rey enue --
Net RcVctwe (Deficit)
fhe 1' R 1 tier each option follox\s:
`616.613
$ 38.30(1
$654,921
$332,042
$ U.462
$=11 5.504
�i(239.417)
I Iyhrid Option
$704,311
_ $126.827 _
5863.908
$487.503
$ 30-1.63 l
$70)2.134
5(78.648)
[ ipgradc Option
5781,929
_ 5126.927
$908.(37
$ 5 17.061
$289.339
$806.300
S(102.357)
Pa,r 4 01`6 94
Attachment p 15
Wiseburn High School-El Segundo Aquatic Center
Financial Summary
Base Option
January 25, 2015
EXPENSES Year Zero Year One Year Two Year Three Year Four Year Five
OPERATIONAL EXPENSES
$
25,150 5
569,486
$
592,203
S 616,615
$ 640,750
$ 674,635
Utilities
$
$
52,486
S
54,061
$ 55,682
$ 57,353
$ 59,073
Pool Chemicals and Supplies
$
$
22,000
$
22,660
$ 23,340
$ 24,040
$ 2.4,761
Maintenance
$
$
58,000
$
63,310
$ 69,644
$ 75,004
$ 89,389
Equipment and Supplies
$
$
8,300
5
8,632
$ 8,977
$ 9,336
$ 9,710
Staff
$
20,150 $
364,400
S
378,976
$ 394,135
$ 409,901
$ 426,297
General Office
$
5,000 $
59,300
$
59,564
5 59,836
$ 60,116
$ 60,404
Miscellaneous
$
$
5,000
$
5,000
$ 5,000
$ 5,000
$ 5,000
PROGRAM EXPENSES
$
2,925 $
31,248
$
35,553
$ 38,306
$ 40,276
$ 42,365
Community and Educational Programs
5
$
5,630
$
6,475
$ 6,992
$ 7,342
$ 7,709
Fitness and Therapy
$
$
1,393
$
1,602
$ 1,730
$ 1,817
$ 1,907
Learn to Swim
$
$
1,176
$
1,352
$ 1,461
$ 1,534
$ 1,610
Camps and Clinics
$
$
9,288
$
10,681
$ 11,536
$ 12,112
$ 17,718
Team Programs
$
2,925 $
13,761
$
15,443
$ 16,587
5 17,471
S 18,420
Miscellaneous
5
5
,,
5
-
S -
$
5
DEBT SERVICE
$
- $
$
$
-
$
$
$
PROPERTY TAXES
$
- $
-
$
$
$
$
$
TOTAL EXPENSES
$
28,075 $
600,734
$
627,756
$ 654,921
$ 681,026
$ 716,999
REVENUE
FACILITY REVENUE
$
5
233,814
S 288,025
S 332,042
$ 350,001
$ 364,611
Camps and Clinics
$
$
81000
$ 10,900
5 12,452
$ 12,825
$ 13,216
Club and Training Rental
$
$
120,150
$ 136,125
$ 154,190
$ 165,436
$ 173,708
Events
$
$
53,164
$ 80,625
5 100,195
$ 103,275
$ 106,452
Therapy, Rehab, Health
$
$
25,800
$
$ -
5 -
$
Sales
$
$
2,500
$ 2,875
$ 3,105
$ 3,260
$ 3,423
Daily Use and Memberships
;
$
50,000
$ 57,500
$ 62,100
$ 65,205
$ 67,813
Facility Sponsorships /Advertising/Contributions
,,
- $
-
$ -
$ -
$ -
$ -
School District or Park and Rec Usage Fees
;
$
$
$
$
$
Miscellaneous
$
$
-
$
$
$
$ -
PROGRAM REVENUE
$
$
67,200
$ 77,280
$ 83,462
$ 87,636
$ 92,017
Community and Educational Programs
5
$
11,250
$ 12,938
$ 13,973
$ 14,671
$ 15,405
Fitness and Iherapy
$
$
1,750
5 4,313
$ 4,658
$ 4,890
$ 5,135
Learn to Swim
$
$
3,000
$ 3,450
$ 3,726
$ 3,912
$ 4,108
Camps and Clinics
$
$
25,800
$ 29,670
$ 32,044
$ 33,646
$ 35,328
Club Team and framing Programs
$
$
23,400
$ 26,910
$ 29,063
$ 30,516
$ 32,C42
Program Sponsorships /Advertising/Contributions
$
$
-
$
5
$
5
Miscellaneous
$
$
$
$
$
$
TOTAL INCOME
$
$
301,014
$ 365,305
$ 415,504
$ 437,636
$ 456,629
NET REVENUE (DEFICIT)
$
(28,075) $ (299,721)
$ {252,451)
$ (239,417)
$ (243,390)
5 (260.3.I11
95
Attachment 9 15
Wiseburn High School-El Segundo Aquatic Center
Financial Summary
Hybrid Option
January 15, 2015
EXPENSES
$
Year Zero
Year One
Year Two
Year Three
Year Four
Year Five
OPERATIONAL EXPENSES
5
25_,150
5 649,758 _
$ 675,634
5 704,311
$ 730,819
S 772,190
Utilities
5
Fitness and Therapy
5 58,808
5 60,572
5 62,389
S 64,261
$ 66,189
Pool Chemicals and Supplies
$
$ 12,735
$ 23,810
$ 24,524
$ 25,260
$ 26,018
$ 26,798
Maintenance
5
$ 76,778
S 62,500
S 69,220
$ 75,962
$ 80,725
$ 99,512
Equipment and Supplies
$
-
$ 11,500
5 11,960
$ 12,438
S 12,936
$ 1:,,153
Staff
S
20,150
$ 423,840
$ 440,794
S 458,425
$ 476,762
$ 495,833
General Office
5
5,000
5 64,300
S 64,564
S 64,836
5 65,116
$ 65,404
Miscellaneous
$
-
$ 5,000
5 5,000
$ 5,000
$ 5,000
$ 5,000
PROGRAM EXPENSES
$
8,745
$
94,994
$ 110,259
$ 126,827
$ 133,089
$ 144,941
Community and Educational Programs
$
-
$
5,630
$ 6,475
$ 6,992
$ 7,342
$ 7,709
Fitness and Therapy
$
$ 148,211
$
9,300
$ 10,695
$ 11,551
S 12,128
$ 12,735
Learn to Swim
$
5,895
5
51,450
5 60,566
$ 73,250
$ 76,778
$ 85,740
Camps and Clinics
S
$ 97,750
$
15,285
$ 17,577
$ 18,984
$ 19,933
S 20,929
Team Programs
$
2,850
$
13,329
5 14,946
$ 16,051
5 16,908
5 17,828
Miscellaneous
$
5
$
5
5
$
S
$
DEBT SERVICE
$
$
$
$
$
$
PROPERTY TAXES
$
$
$ -
$
$
$
TOTAL EXPENSES
$
33,895
S
744,752
$ 786,893
$ 83.1,138
$ 863,908
$ 917,131
REVENUE
FACILITY REVENUE
Camps and Clinics
Club and Training Rental
Fvents
Therapy, Rehab, Health
Sales
Daily Use and Memberships
Facility Sponsorships /Advertising /Contributions
School District or Park and Rec Usage Fees
Miscellaneous
PROGRAM REVENUE
Community and Educational Programs
Fitness and Therapy
Learn to Swim
Camps and Clinics
Club 1 earn and Training Programs
Program Sponsorships /Advertising/Contributions
Miscellaneous
$ $
322,112
$ 402,811
S 464,152
$ 487,503
5 507,282
$ $
9,000
$ 12,450
$ 14,126
$ 14,582
$ 15,061
$ $
120,150
$ 136,125
5 154,190
S 165,436
$ 173,708
S $
100,462
$ 148,211
$ 181,439
$ 187,368
$ 193,499
$ $
3,500
$ 3,615
$ 3,859
$ 4,052
$ 4,254
$ $
4,000
$ 4,600
$ 4,968
5 5,216
5 5,477
$ $
85,000
$ 97,750
S 105,570
$ 110,849
$ 115,282
S S
$
5
$
$
5
5
S
S
$
$
$
5 5
S
5
S
5
$
$
$
210,623
$ 245,494
$ 288,339
$ 304,631_$
333,723
$
$
11,250
$ 12,938
$ 13,973
5 14,671
$ 15,405
$
$
25,000
$ 28,750
$ 31,050
$ 32,603
$ 34,233
$
S
117,613
5 138,601
5 172,895
5 183,415
5 206,446
S
$
33,300
S 38,295
$ 41,359
$ 43,427
$ - 15,598
$
S
23,400
$ 26,910
$ 29,063
S 30,516
$ 32,042
$
$
S
$
$
$
S
$
$
$
$
S
TOTAL INCOME $ $ 532,735 5 648,305 $ 752;490 $ 792,134 $ 841,005
NET REVENUE (DEFICIT) $ (33,895) $ (212,017) $ (138,589) $ (78,648) $ (71,774) $ (76,126)
•p,
Attachment N 15
Wiseburn High School-El Segundo Aquatic Center
Financial Summary
Full Upgrade Option
January 25, 2015
EXPENSES Year Zero Year One Year Two Year Three Year Four Year Five
OPERATIONAL EXPENSES
$
25,150
$_723,038
$ 7.51,995
$ 781,829
$ 811,575
$ 856,268
Utilities
$
$
69,899
$ 71,996
$ 74,156
$ 76,381
$ 78,672
Pool Chemicals and Supplies
$
$
29,810
$ 30,704
$ 31,625
5 32,574
$ 33,551
Maintenance
$
$
70,000
5 76,780
$ 83,583
$ 89,411
$ 109,263
Equipment and Supplies
$
$
11,500
$ 11,960
$ 12,438
$ 12,936
$ 13,453
Staff
$
20,150
$
461,529
5 479,990
$ 499,190
$ 519,158
$ 539,924
General Office
$
5,000
$
74,300
5 74,564
$ 74,836
$ 75,116
$ /S,404
Miscellaneous
$
5
6,000
$ 6,000
$ 6,000
$ 6,000
$ 6,000
PROGRAM EXPENSES
$
8,745
$
94,994
$ 110,259
$ 12_6,827
$ 133,089
5 144,941
Community and Educational Programs
$
$
5,630
S 6,475
S 6,992
$ 7,342
$ 1,709
Fitness and Therapy
$
$
9,300
5 10,695
$ 11,551
$ 12,128
$ 12,735
Learn. to Swim
$
5,895
S
51,450
$ 60,566
S 73,250
$ 76,778
5 85,740
Camps and Clinics
$
5
15,285
S 17,571
$ 18,984
$ 19,933
$ 20,929
1 earn Programs
$
2,850
S
13,329
5 14,946
5 16,051
$ 16,908
5 17,828
Miscellaneous
$
$
-
$
$
$ -
$
DEBT SERVICE
$
-
$
-
$ -
$
$
$
PROPERTY TAXES
$
-
$
$
$ -
$
$
TOTAL EXPENSES
$
33,895
$
818,032
$ 862,254
$ 908,657
$ 944,664
$ 1,001,209
REVENUE
FACILITY REVENUE
$
$
351,333
$ 446,406
$ 517,961
$ 543,013
$ 564,549
Camps and Clinics
$
$
9,000
$ 12,450
$ 14,126
$ 14,582
5 15,061
Club and I raining Rentdl
$
S
123,150
$ 139,575
$ 157,916
5 169,348
$ 117,815
Everitt
$
S
126,183
$ 187,781
$ 230,901
$ 238,314
$ 245,974
Therapy, Rehab, Health
5
$
3,500
$ 3,675
5 3,859
$ 4,052
$ 4,2 L.1
Sales
5
$
4,500
$ 5,175
$ 5,589
$ S,868
5 6,162
Daily Use and Memberships
$
S
85,000
$ 97,750
$ 105,570
$ 110,849
$ 115,282
Facility Sponsorships /Advertising /Contributions
5
5
5
$
5
$
School District or Park and Rec Usage Fees
$
S
-
$
$
$
$
Miscellaneous
5
$
5
$ -
$
$ -
PROGRAM REVENUE
$
$
210,623
$ 245,494
$ 288,339
$ 304,631
$ 333,723
Community and Educational Programs
$
$
11,250
5 12,938
$ 13,973
5 14,671
$ 15,4115
Fitness and therapy
$
S
25,000
5 28,750
$ 31,050
$ 32,603
5 34,233
Learn to Swim
5
5
117,673
$ 138,601
$ 172,895
5 183,415
S 206,446
Camps and Clinics
$
$
33,300
$ 38,295
$ 41,359
$ 43,427
$ 45,598
Club I earn and Training Programs
$
$
23,400
$ 26,910
$ 29,063
5 30.516
$ 37,042
Program Sponsorships /Advertising /Contributions
5
$
5
$
$
$
-Miscellaneous
$
$
$
$
$
$
TOTAL INCOME
$
$
561,956
$ 691,900
$ 806,300
$ 847,644
5 898,272
NET REVENUE (DEFICIT)
$
(33,895)
$ (2'56,077)
$ (170,354)
$ (102,357) $
(97,020)
5 (102,937)
97
Combined Ac uL ILic Center and I'lune
In the combined Aquatic ('enter and Plunge Budgets the Budgets are broken down by Public
Works and Aquatic ('enter Budgets to better reflect current City budgeting format.
BASI:OPTION
I.xpenses —
Public Works Budget
Rec Budget
"Total Expenses
Income (all Rec Budu
Net RCVC11L1C (Deficit)
IIYBRI1) 0PDION
1'.xpenses
Public Works Budget
llec Budget -_
Total I-xpenses
2014/15
Combined Ycar Three
$242.406
Pluijgc
Pluri &,c
Ad Ctr
l�otal
$214.458
$219.158
$181.869
$ 411.027
5439.300
'477,547 _
$464.159
$ 941.706
$653,758
$696,705
$656.028
$1,352,733
$118.000
$286.340
$415.506
$ 701.846
($535.758) ($410,;65) ($240,522) ($650.887
201415 Combined Year] hree
Plume Plume - :pct Or _ total
$214. 458 $219.158 $206.852 $ 426.010
$439.300 $477.547 $625. 130 $ 1.102.977
$653,758 $696,705 $832.282 $1.528.987
lncomcLll Rec Budget -_
$118.000
$242.406
$752.492 _
994.898
I'luije___
,_.Plunge _ LVLCtr
Net Revenue ( Deticit)
($535.758)
($454,299)
($79,790)
($534,089)
UPGRADE OP 11ON
Fxpenses
2014/15
Combined Year Threc
I'luije___
,_.Plunge _ LVLCtr
"Dotal
Public Works Budget
$214,458
$219.158 $231.544
$ 450.702
Rec Bu4,-ct
$439.300
$477.547 $677.256
51.154.803
1 otal i xpcnses
$653,758
$696,705 $908.800
$1,605.505
Income all Rec Bud ct) _ $118,000 5242,406 $806301 _$1_048,707
Net Revenue (Deficit) ($535.758) ($454,299) ($102.499) ($556,798)
'I lie 1 -1 brid Option sho\vs the lowest operating deficit as a stand along facility budget and shoals
no increase in the overall annual operating deficit for the overall Plunge and Aquatic Center
programs. I Ile I Iilltop and Acadia pools are a eery small part ofthe overall LI Segundo ailuatic
budget and have little impact on the overall numbers of this analysis. The 1 lybrid Option
appears to be the mast cost effective Iacility, program, and operating model resulting in no net
increase In the oNcrall 1=1 Segundo aquatic facility and operating budgets.
Past 5 ul 6
98
When you consider the inclusion of items in the Aquatic Centcr budget that are not currently
retlected in the Plunge budgets such as insurance. long term replacement funds. marketing. and
staff development the deficit is reduced by approximately $90,000 /year.
HERITAGE OF THE UHRO SAARI SWIM STADIUM
Fhe Uhro Saari Swim Stadium is a valuable legacy of El Segundo, its aquatic programs. and the
individual who was most instrumental in building this legacy. While the competitive and team
training activities may be moving out of The Plunge to the Aquatic Center. it will be important to
retain and continue to celebrate and honor this legacy. With the opening of a new Aquatic
Center the Plunge will actually provide more access. programs and opportunities to a wider
range of FI Segundo residents. It will be important to enhance the recognition of the history in
the lobby of The Plunge. The international Swimming Hall of lame (ISHOF) has the entire
collection of movies of swimming, training, and meets that %vere taken and compiled by t Ihro
Saari as well as significant relevant memorabilia. Uhro and his son Roy are both enshrined as
ISFICIF Hall of lame Ilonorecs. The ISI IOF has offered to collaborate with E1 Segundo in
creating an historic display honoring the Saari family, the history ol'El Segundo aquatics, and the
significance of the Plunge as one of the few WPA Pools still in existence in the US.
CONCLITSION
While additional project cost fine tuning and budget tweaking with stakeholders. the City and the
Schools still need to take place. it is evident that an expansion of the [lase Option to a two -pool
complex as conceived in the Hybrid Option can significantly enhance all the aquatic programs
and opportunities for El Segundo residents. bring economic impact to the City, and become a
regional asset without any increase in overall El Segundo Aquatic and Public Works operating
costs.
Page 6 of 6
99
EL SEGUNDO CITY COUNCIL MEETING DATE: February 3, 2015
AGENDA ITEM STATEMENT AGENDA HEADING: New Business
AGENDA DESCRIPTION:
Consideration and possible action to be a Host Town for the Special Olympics World Games in Los
Angeles.
(Fiscal Impact: Approximately $50,000)
RECOMMENDED COUNCIL ACTION:
1. Receive and file report and provide Staff direction related to acting as a Host Town.
2. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
1. Special Olympics World Games Los Angeles 2015 2 -Page High -Level Datasheet
2. Host Town Program 2 -Page High -Level Datasheet
3. Local El Segundo Business Support Document — Drafted by Mr. William Yarroll
4. Special Olympics World Games Los Angeles 2015 — Host Town Toolkit 88 -Page Document
FISCAL IMPACT: $
Amount Budgeted: None
Additional Appropriation: N/A
Account Number(s): XXX- XXX- XXXX -XXXX (Account Name)
PREPARED BY: Mickie Tagle, Senior Executive Assistant
REVIEWED BY:
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND & DISCUSSION:
Mr. William Yarroll, Founder and Executive Director of Got Kids? Charity spoke during Public
Communications at the January 20, 2015 City Council Meeting and requested of Council to consider for
the City of El Segundo to be a Host Town. What level of assistance Mr. Yarroll is asking the city to
provide is unclear.
The Special Olympics World Games in Los Angeles 2015 will host over 7,000 athletes from over 177
countries. To support the athletes acclimate and prepare for the competitions, the Special Olympics
organization developed the Special Olympics World Games Host Town Program.
The Host Town Program seeks to recruit 100 host communities to welcome and celebrate approximately
100 athletes for three days. The Host Town authorizes'the use of the City logo for fundraising and other
marketing efforts and provides the following: access, at no cost, to city facilities for athletes to utilize;
safety and security; finance, fundraising, and volunteer management; plan and implement events and
activities including training; provide transportation, lodging, one -time laundry, food, and beverage for
the athletes. Other miscellaneous suggested items that the Host Town may provide: gift, pin, etc.;
volunteer expenses such as training, uniform and office supplies; interpretation services (if needed);
printed materials such as banners, programs, invitations, etc.
The Host Town will be responsible for 100% of the cost of hosting their delegations. Olympic Game
organizers have estimated the cost for the approximately 100 athletes for the three days of hosting to be
approximately $50,000. This figure is frequently supplemented by in -kind donations, sponsorships and
fundraisers by community groups and community members at large. Any cost not covered by donations
would be absorbed by the City.
! Special Olympics
NAMES
Gw • LOS ANGELES 2015
THE WORLD IS COMING
JULY 25 — AUGUST 2, 2015 17,000 ATHLETES 1 177 COUNTRIES 125 SPORTS
Los Angeves � � cit-L, fuIIL o movie vl[ar v viii . - st -ars, But in 2015,
t ouzsci ds of Sl e cflL OlLym ics ath'etes WILL be the true stars,
Arriving from all corners of the world, 7,000 athletes will take the global stage in Los Angeles and show the world
incredible courage, unwavering determination, and sheer joy. By living out their dreams in front of the world, they
will open hearts and minds, and expand our collective sense of acceptance and inclusion.
4
t
' rtr
4
i,ACTS AND FIGURES
Athletes: 7,000
Coaches: 3,000
Countries Represented: 177
Duration: 9 Days
Number of Events: 25
Number of Volunteers: 30,000
Honored Guests: 5,000
Spectators: 500,000
Media Representatives: 2,000
Number of Venues: 27
The 2015 World Games will be the largest event hosted by Los Angeles since the
1984 Olympic Games. The venues will be world - class, including Special Olympics
Athlete Villages at USC and UCLA, and a star - studded Opening Ceremony on
July 25, 2015 at the Los Angeles Memorial Coliseum, site of the 1932 and 1984
Olympic Games.
211_55 SPORTING EVENTS
Aquatics, Athletics, Badminton, Basketball, Beach Volleyball, Bocce, Bowling,
Cycling, Equestrian, Football (Soccer), Golf, Gymnastics, Judo, Kayaking, Half
Marathon, Open Water Swim, Power Lifting, Roller Skating, Sailing, Softball, Table
Tennis, Team Handball, Tennis, Triathlon and Volleyball.
SPECIAL PROGRA.10S
HOST TOWN: For the three days preceding the Opening Ceremony, 100 towns
and cities across Southern California will host delegations from around the world.
Athletes will get the welcome of a lifetime and, along with members of their Host
Town, will take part in a fun schedule of cultural and sports activities.
HEALTHY ATHLETES: Volunteer healthcare professionals will provide athletes
with free exams and services in seven clinical areas. Athletes will receive referrals
for follow -up care, prescription eyewear, hearing aids and other life- changing
care. Medical volunteers return to their schools and medical practices with the
experience and desire to better treat people with intellectual disabilities.
633 W. 5`° Street, Suite 4000, Los Angeles, CA 90071 www.LA2015.org
Special Olympics
GAMES
�cr LOS ANGELES 2015
GIFT INVOLVED
JULY 25 — AUGUST 2, 2015 17,000 ATHLETES 1 177 COUNTRIES 125 SPORTS
The ultimate goal of the Special Olympics World Games is to create a world that
fully accepts and includes all people with intellectual disabilities — and ultimately
al/ people with differences. Special Olympics Founder Eunice Kennedy Shriver
recognized this movement would transform the world, one community at a time.
It will take 30,000 caring and committed volunteers to make sure that the Special
Olympics athletes get the experience of a lifetime. Whether you can speak a
fnreinn lanni ianP assist a team, or become An nffir-iAl t=an in thin Stands to Cheer
on the athletes, visit LA2015.org /volunteer to sign up. If you'd like to get even
more involved by hosting international athletes prior to the games by organizing a
Host Town, visit www.LA2015.org /host -town.
It takes $2,500 to fund one athlete's participation in the World Games 2015. Join
the Support An Athlete campaign and raise $2,500 with your family and friends.
You'll be paired with an athlete competing at the World Games and can follow
your athlete's progress during the competition. Visit support.LA2015.org to see
how much has been raised and get started with your page.
Every contribution helps. Give a gift at LA2015.com /donate and know that you're
helping to expand the inclusion of people with intellectual disabilities in
communities around the world.
Join some of the most respected companies in the world and become an official
sponsor of Special Olympics World Games. To find out how, please contact Brian
Erickson, Senior Vice President of Sales, at sponsor@LA2015.org.
STAY 11\1 TOUCH ONLINE
Follow us on Twitter @LosAngeles2015
IUA Like us on Facebook at www.fb.com /LA2015
Subscribe to the World Games newsletter at LA2015.org
633 W. 5t" Street, suite 4000, Los Angeles, CA 90071 %,,,v)w.L A2015.org
11 '??, �.
a.
.e_',
_ -- bm
C -• ate-
The ultimate goal of the Special Olympics World Games is to create a world that
fully accepts and includes all people with intellectual disabilities — and ultimately
al/ people with differences. Special Olympics Founder Eunice Kennedy Shriver
recognized this movement would transform the world, one community at a time.
It will take 30,000 caring and committed volunteers to make sure that the Special
Olympics athletes get the experience of a lifetime. Whether you can speak a
fnreinn lanni ianP assist a team, or become An nffir-iAl t=an in thin Stands to Cheer
on the athletes, visit LA2015.org /volunteer to sign up. If you'd like to get even
more involved by hosting international athletes prior to the games by organizing a
Host Town, visit www.LA2015.org /host -town.
It takes $2,500 to fund one athlete's participation in the World Games 2015. Join
the Support An Athlete campaign and raise $2,500 with your family and friends.
You'll be paired with an athlete competing at the World Games and can follow
your athlete's progress during the competition. Visit support.LA2015.org to see
how much has been raised and get started with your page.
Every contribution helps. Give a gift at LA2015.com /donate and know that you're
helping to expand the inclusion of people with intellectual disabilities in
communities around the world.
Join some of the most respected companies in the world and become an official
sponsor of Special Olympics World Games. To find out how, please contact Brian
Erickson, Senior Vice President of Sales, at sponsor@LA2015.org.
STAY 11\1 TOUCH ONLINE
Follow us on Twitter @LosAngeles2015
IUA Like us on Facebook at www.fb.com /LA2015
Subscribe to the World Games newsletter at LA2015.org
633 W. 5t" Street, suite 4000, Los Angeles, CA 90071 %,,,v)w.L A2015.org
Special Olympics
wR�� HOST TOWN PROGRAM
N��L/GAMES JULY 21 – 24, 2015
LOS ANGELES 2015
HAT IS THE HOST TOWN PROGRAM?
The Host Town Program is a very special 3 -day program that takes place prior to the Opening Ceremony of the
Special Olympics World Games 2015. At their Host Towns, athletic delegations from around the world will be
welcomed and celebrated. Their Host Town's schedule of events will include getting to know community
members, taking part in cultural activities unique to your area, and - -of course -- practicing and resting for the
games. The Special Olympics athletes will feel truly celebrated and Host Town members will make friends for life.
Delegations arrive on July 21 and delegations depart on July 24, 2015.
THAT COMMUNITIES CAN BE HOST TOWNS?
Host Towns can be the largest cities or the smallest towns in Southern,
California —and, in some cases, they can also be civic groups and
clubs. Communities located from San Luis Obispo to San Diego are
eligible. Altogether, there will be approximately 100 Host Towns.
HOW MANY ATHLETES WOULD SPEND TIME AT A HOST TOWN?
Host Towns will have the opportunity to roll out the red carpet for approximately 100 athletes -- typically one or two
delegations.
WHAT DOES A HOST TOWN HAVE TO DO?
The Host Town will be responsible for 100% of the costs of hosting their delegations, which includes expenses
such as lodging and food. The World Games 2015 has experience advising Host Towns and can provide
suggestions for securing in -kind donations and holding fundraisers.
WHY SHOULD MY COMMUNITY BECOME A HOST TOWN?
You and your neighbors will be taking part in the largest humanitarian and athletic event Los Angeles has seen
since the 1984 Olympics. Over 7,000 athletes will show courage, determination and joy as they spend three days
in your community and then go on to compete in 25 different events during the World Games. Your community
will serve a very special role, welcoming Special Olympic athletes to SoCal and getting to know them. After these
three never- to -be- forgotten days, the athletes will be changed for the better ... and so will you.
For more information contact:
Maureen Fedail - Director, Host Town Maureen.Fedail @LA2015.org 213.305.5242
Special Olympics World Games Los Angeles 2015
www.LA2015.org
y Special Olympics
w R�© HOST TOWN PROGRAM
GAMES JULY 21 — 24, 2015
�$ LOS ANGELES 2015
IT'S EASY TO GET STARTED!
USE THE RESOURCES OF YOUR COMMUNITY TO SET UP YOUR HOST TOWN
ACCOMMODATIONS — You will need to identify approximately 50 double - occupancy rooms for the
athletes in or near your community.
Talk to local colleges and universities about a donation of dormitory space. Or, speak to hotel chains in
your oreo —mony will want to be part of the Special Olympics experience either by donating space or
providing rooms at a discount. Make sure you have plenty of volunteers on hand to welcome the athletes,
show them to their rooms and assist with baggage.
TRAINING FACILITIES — You should make sure that the athletes have a way to practice their skills prior to
the Games or just have an opportunity to work out.
Check with local schools to find out whot facilities might be available, including a gym with training
facilities, a soccer -style fleld and a track.
FOOD — You will want to supply nutritious food and plenty of water. As with any athlete, it is Important that
they be given healthy breakfasts, lunches and dinners.
Make arrangements with local restaurants, civic clubs, and colleges to. provide meals for athletes. Involve
community members in a giant Pot Luck. Ask local markets for food donations.
TRANSPORTATION —You should determine your transportation needs. The World Games 2015 will be
responsible for bringing the Special Olympics athletes to and from your community. You will need to
arrange transportation to bring them to local events during their visit.
Speak to local bus companles, car dealers or car rental agencies to see whether they can contribute their
services or provide_ a discounted rate, _
Zo ACTIVITIES — You should plan some great activities to introduce the athletes to your community and
spread the word about the World Games. Arrange for 2 two -hour events to be held on July 22 and July 23,
and a possible activity on July 21 If the delegation arrives earlier in the day.
Be sure to highlight what is unique about your community, such as a historic site. Bring In local artists,
writers, and performers to create special events. Look for interesting places to hold cultural events.
SECURITY — You will need to supply basic oversight of your events to make sure your three days go
smoothly.
Recruit local volunteers to be on site.
Special Olympics World Games Los Angeles 2015
www.LA201S.org
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TABLE OF CONTENTS
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Welcome! .......................................................... ............................... 4
Introduction ...................................................... ...............................
6
Facts and Figures .............................................. ...............................
8
Organizing your Host Town ................................. .............................14
DeL e g a do n s ..................................................... ...............................
20
Language Services ........................................... ...............................
22
Customs and Protocol. ......................................... .............................24
Budgeting ........................................................ ...............................
26
Fundraising ...................................................... ...............................
29
Host Town Logo ................................................ ...............................
34
Activities and Events ........................................ ...............................
36
Transportation and Arrivals /Departures .............. .............................44
Accommodations ................................................. .............................49
Fa milie s .............................................................. .............................54
Food and Beverage ............................................. .............................56
Medical, Safety and Security ............................... .............................58
Volunteer Services ............................................... .............................61
Celebrity Activation & Engagement .............................. .............................70
Media and Public Awareness ................................. .............................72
Legal and Risk Management .................................. .............................77
Appendix ............................................................. .............................80
3
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Welcome to the 2015 Special Olympics World Summer Games Host Town
program! Your community is about to experience a memorable and
exciting event that will touch lives — both in your town as well as the lives
of the athletes and coaches that will be your guests — for many years to
come.
We have prepared this toolkit to help you plan for what will take place in
your town. We have included information and guidelines on everything
you will need to consider when making your arrangements for the
delegates' arrival on July 21, 2015. Information on such items as
fundraising, media operations, transportation and volunteers are included
in this toolkit.
While we have attempted to include as much information on the items you
will need for planning purposes, each Host Town is unique and you may
have questions that are not covered by this toolkit. All of us on the Host
Town staff are here to help you plan the best possible experience for
everyone involved in your Host Town, so if there is something you need,
please ask.
Thank you for being a part of the Host Town program.
Welcome to the family!
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What is the Host Town program?
The Host Town program is a very special 3 -day program that takes place prior to the
Opening Ceremony of the Special Olympics World Summer Games. In each of the Host
Towns, athletic delegations from around the world will be welcomed and celebrated.
The Host Town's schedule of events will include getting to know community members,
taking part in cultural activities unique to each community and helping the athletes
prepare and rest for the upcoming Games. Each Host Town should:
❖ Provide a welcoming experience for Delegations from around the world
❖ Provide Delegations (athletes, coaches and delegates) time to rest and adjust to
the climate and time zone
❖ Allow athletes the opportunity to train in advance of the competition
❖ Provide for cultural exchange activities that enrich the lives of everyone involved
❖ Promote inclusion and acceptance for people with intellectual disabilities
Most importantly, the Host Town program will leave an impactful legacy for the Special
Olympics in Southern California. You will be playing a critical role to further the cause of
acceptance and inclusion of people with intellectual disabilities. This legacy will be felt
for many years to come!
Why be a Host Town?
The World Games will leave an incredible Legacy for Special Olympics in Southern
California and the most impactful piece of this legacy will be the Host Town program.
Through the connections and awareness made through the Games, Special Olympics
Southern California (SOSC) aims to double the number of athletes they serve to nearly
30,000 by 2016. Your participation as a Host Town and the support created in
communities throughout Southern California will help reach this goal.
All Host Towns are important! We want you to know how much we appreciate your
commitment to the program. All Host Towns will be considered Champions of the
Games and will enjoy the benefits of a Bronze level Champion — i.e. tickets to Opening
Ceremony, opportunities to present medals to the athletes, recognition elements and
more!
Special Olympics
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Did you know that people with intellectual disabilities - over 200 million
worldwide - are among the most neglected and vulnerable groups in the
world?
In many places, they have limited access to education, healthcare and less
opportunity for employment. These individuals are often marginalized or ignored
and are more likely to be a victim of violence and abuse than the rest of the
general population.
But what is Intellectual Disability?
• Intellectual functioning level (IQ) below 70 -75
• Significant limitations exist in 2 or more adaptive skill areas —
communication, self -care, home living, social skills, leisure, health and
safety, self direction, functional academics, community use and working
• This condition manifests itself prior to age 18
"Special Olympics is a global mo vement ofpeople creating a
new world of inclusion and community, where every single
person is accepted and welcomed, regardless of ability or
disability. We are helping to make the world a better, healthier
and more joyful place -- one athlete, one volunteer, one family
member at a time. "
- Special Olympics International -
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From a backyard summer camp for people with intellectual disabilities to a
global movement, Special Olympics has been changing lives and attitudes for 45
years.
How It ALL Began
It all began in the 1950s and early 1960s, when
Eunice Kennedy Shriver saw how unjustly and
unfairly people with intellectual disabilities
were treated. She also saw that many children
with intellectual disabilities didn't even have a
place to play. She decided to take action.
Soon, her vision began to take shape, as she Aff
held a summer day camp for young people with intellectual disabilities in her
own backyard. The goal was to learn what these children could do in sports and
other activities — and not dwell on what they could not do.
Throughout the 1960s, Eunice Kennedy Shriver continued her pioneering work --
both as the driving force behind President John F. Kennedy's White House panel
on people with intellectual disabilities and as the director of the Joseph P.
Kennedy Jr. Foundation. Her vision and drive for justice eventually grew into the
Special Olympics movement.
Special Olympics Today
Today, Special Olympics has over 226 accredited programs in 170 countries,
serving over 4.4 million athletes every year. Close to 1.5 million dedicated
volunteers help out every year to provide athletes with top quality sports
experiences as well as additional programs that bring health care and education
around the world.
North America is home to over 650,000 athletes in all 50 states and the District
of Columbia. Southern California alone serves more than 13,000 athletes in 11
counties. Last year there were more than 81,000 competitions that took place
around the world (think about it - that's an average of 222 per day) The Special
Olympics movement truly is everywhere, every day!
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Special Olympics Southern California was founded in
5pecia/ 0/ympircs •����• 1969 and currently serves nearly 18,000 Special
Southern California��� Olympics athletes as they train and compete in 12
sports year- round. SOSC's footprint includes 11
counties, with an office located in each, stretching from San Luis Obispo and Kern
County down to San Diego and into the Inland Empire.
SOSC also offers a Young Athletes Program for children with intellectual
disabilities, ages 2' /z to 7, in addition to a Healthy Athletes Program, which
provides free health exams in a variety of disciplines to the athletes. The newest
program of SOSC, Unified Sports, brings together athletes with and without
disabilities playing together on the same team.
SOSC's goal is to double the number of athletes they serve by 2016, and the Host
Town program will play an important part in helping to reach that goal. The
relationships formed as you build your Host Town can live on to support local
athletes through coaches, volunteers and friends bringing the Special Olympics
message of inclusion, acceptance and joy to your community well beyond the
World Games. (www.sosc.org)
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Every two years, the world transcends the boundaries of geography,
nationality, political philosophy, gender, age, culture and religion, to come
together for the largest sporting and humanitarian event on the planet, the
Special Olympics World Games. Alternating between Summer Games and
Winter Games, this event is the flagship event of the Special Olympics
movement, which promotes equality and acceptance for people with
intellectual disabilities around the world.
No other organized event in the world has the emotional and social impact of
the Special Olympics World Games. For the athletes and their families, it
opens doors to unimagined possibilities. For those who volunteer, support,
and sponsor the Games, it inspires unprecedented pride and hope for a
brighter future. And for the cities, states, and nations who host the Games, it
transforms their society, creating a more just and understanding environment
for all, and demonstrating to the world their recognition of the value of every
human being.
The Special Olympics World Games feature nine days of challenging and
inspiring international competition among thousands of athletes, making it the
world's second - Largest sports event, after the Olympic Games. The World
Games are watched on television by millions of viewers across six continents,
and more than 500,000 spectators including world leaders, celebrities and
dignitaries typically attend the event. The culmination of years of athletic
training and competition, the World Games bring together adults and children
with intellectual disabilities to compete on one of the world's greatest athletic
stages.
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Who
7,000 Special Olympics athletes and Unified Partners from 177 countries
• 30,000 Volunteers
• 6,000 family members
• 5,000 invited dignitaries and invited guests
• 3,000 Coaches
• 500,000 Spectators
When
July 25, 2015 - August 2, 2015
Where
Los Angeles, CA, USA
Competitions
• Aquatics (Swimming)
• Golf
Table Tennis
• Athletics
• Gymnastics
Tennis
• Badminton
• Half Marathon
Volleyball
• Basketball
• Handball
• Demonstration Sports:
• Bocce
• Judo
Beach Volleyball
• Bowling
• Kayaking
Open -Water
• Cycling
• Powerlifting
Swimming
• Equestrian
• Rollerskating
Triathlon
• Football
• Sailing
(5 /side, 7 /side, 11 /side)
• Softball
Other Events
• Healthy Athletes program
• Unified Sports Experiences
• Young Athletes program
• Global Youth Summit
• Festivals/ USC & UCLA
• Opening and Closing Ceremonies - Los Angeles Memorial Coliseum
Athlete Villages
Athletes will be housed at USC and UCLA
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ORGANIZING YOUR
HOST TOWN
Now that your community has been announced as an Official Host
Town for 2015, there are many functional areas that need to be
established and key individuals need to be recruited to manage
these areas.
This toolkit is designed to familiarize you with all of these tasks and
the responsibilities assigned to each of them. Success of your Host
Town operation will depend on your ability to raise the funds needed
to cover your expenses, secure accommodations, food and training
facilities for the athletes and coaches, provide transportation around
town and recruit volunteers.
Most importantly, your whole community needs to get involved to
ensure that all athletes are portrayed with individuality and dignity.
This will be the first experience these delegation members will have
upon their arrival in the USA and, for many of them, their first time out
of their home country.
It's time to roll out the welcome mat and show the world
your hospitality!
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Listed below are the suggested positions and responsibilities that your Host Town should create.
It is possible that one person can oversee more than one of these functional areas; therefore it
may not be necessary to identify an individual for each of these positions.
Local Organizing Committee (LOC) Chairperson
❖ Responsible for overseeing all aspects of your Host Town
❖ Responsible for recruiting and managing the members of the LOC
❖ In direct contact with the Games Organizing Committee (GOC) Host Town Staff and the
Head(s) of Delegation (HOD)
Translation Services Coordinator
❖ Responsible for recruiting local community volunteers who have language skills to
support the Delegations visiting the Host Town, if needed
Finance Coordinator
❖ Responsible for creating and managing an overall budget for Host Town activities
❖ Responsible for keeping accurate records of all fundraising proceeds
❖ Provide regular updates to the GOC
Fundraising Coordinator
❖ Responsible for raising funds to cover the cost of the Delegation participation in Host
Town, including food, lodging, transportation and special events
❖ Responsible for following fundraising and sponsor recognition guidelines established by
the GOC
❖ Responsible for keeping accurate records of all donor and sponsor contact information
Activities and Special Events Coordinator
❖ Responsible for coordinating overall schedule of events for the Delegation including:
• Delegate welcome
• Two culturaUcommunity events
• Two training periods
• Two (optional) evening activities
❖ Responsible for preparing a menu of activities for Delegation during free time (which will
be at the Delegates' own cost)
❖ Law Enforcement Torch Run Final Leg: If the Final Leg passes through the Host Town,
this individual is responsible for coordination with law enforcement for all aspects of the
run and ceremony, in conjunction with the GOC Torch Run staff and Final Leg Team
Leaders (see chapter 11 for information)
Sport Training Coordinator
❖ Responsible for securing the training facilities for the athletes
Transportation Coordinator
❖ Responsible for securing and managing transportation to and from all official events and
training activities during Host Town
❖ Responsible for preparing transportation options for Delegation free time (which would be
at delegates' own expense, if not hosted) -a Special Olympics
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Accommodations Coordinator
❖ Responsible for securing and managing accommodations for the Delegation
❖ Responsible for identifying accommodation options for media and other guests (which
will be at their own expense)
❖ Will work closely with the Delegation Liaison and HOD on the assignment of athletes,
coaches and staff to rooms
Food Services Coordinator
❖ Responsible for securing and managing all meal service for the Delegation from
dinner /snacks on July 21 to breakfast on July 24
❖ Responsible for following GOC food service guidelines
Medical Coordinator
❖ Responsible in informing the medical services of the Host Town of the arrival of the
delegates
❖ Will work directly with the GOC Medical Committee and ensure each athlete's medical
information is available
Safety and Security Coordinator
❖ Responsible for creating a safe and secure environment for the athletes
❖ Will be consulted on safety preparations for the various locations the Delegation will visit
Volunteer and Community Involvement Coordinator
❖ Responsible for creating connections with local community leaders and organizations to
encourage volunteering for both Host Town and World Games
❖ Responsible for recruiting and managing all Host Town volunteers
❖ Responsible for making sure all LOC volunteers (also called Core volunteers) are
officially registered with the GOC
❖ Responsible for keeping accurate records for aLL volunteer contact information
❖ Encourage and coordinate community attendance at the Games to cheer on your Host
Town guests as they compete
❖ Coordinate with SOSC representatives to manage all aspects of the Legacy left by World
Games for SOSC in the future
Public Awareness and Media Coordinator
❖ Responsible for establishing a public awareness campaign for the Host Town, informing
local media of the delegates' activities and appearances
❖ Responsible for tracking all media coverage of all Host Town activities and creating an
archive of all coverage — electronic and print
❖ Will work closely with the GOC Media and Communications Team
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The following positions will be appointed by the GOC and /or Special Olympics Southern
California (SOSC) to support the work of the LOC:
SOSC Program Contact
❖ A Program Leader, Family Member, Coach or Volunteer who will support the LOC with
information about the SOSC program
❖ Join LOC members at meetings with key supporters and community leaders
❖ Supporting the LOC with information on Local Special Olympics programs and the Legacy
the World Games will Leave following the event
❖ Coordinate thank -you party at the conclusion of WorLd Games to appreciate LOC
members, Host Town volunteers and supporters and share local opportunities to engage
in the future
Special Olympics Athlete
❖ Responsible for serving on the LOC and giving the athlete's perspective on the activities
and events associated with the Host Town experience
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DELEGATIONS
A Delegation consists of all members of a Special Olympics program
including:
❖ Athletes and Unified Partners
❖ Coaches — Head Coaches, Assistant Coaches
❖ Head of Delegations (HOD)
❖ Assistant Head of Delegations (AHOD)
❖ Assistant Staff (AS) — coaches, trainers and doctors
The HOD is the main point of contact for a Delegation and
responsible for communicating all of their needs to the GOC. There is
a 4:1 athlete to coach ratio, so athletes will have supervision at all
times by a coach or other member of the Delegation. Depending on
the program, Delegations can vary in size from a total of 6 individuals
to over 300 individuals.
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LANGUAGE
SERVICES
Each Delegation will arrive in your Host Town with at least one Delegation
Liaison. The role of the Delegation Liaison (DL) is a high profile and extremely
important volunteer position appointed by the GOC. The DL will remain with their
Delegation from arrival at the airport to departure after the World Games. Each
DL will be assigned to a particular Delegation and will be fluent in both their
Language and English as well as adept in the culture of their Delegation.
The Delegation Liaison will remain with their Delegation for the entire duration of
their stay within each Host Town, residing with the Delegation and available 24
hours a day for any needs that arise. The role of the DL is to serve as the
communication liaison between the Delegation and the Games Organizing
Committee (GOC), as the "eyes and ears" of the GOC during Host Town and the
World Games. The DL will offer unofficial interpretation service to the Head of
Delegation (HOD) and other members of the Delegation, but is not considered an
official interpreter so a more advanced interpretation service may be required
during meetings, etc. if your delegation is not fluent in English.
If necessary, you may also want to recruit volunteers from within your community
that are conversational in your Delegation's native language to assist with further
translation and communication needs. Contact local schools and universities that
have professors and students with the language skills needed to help with
communication with your delegation. These volunteers need not have advanced
Language capabilities; rather, the ability to carry on basic conversations and give
instructions.
Any communication concerns or questions can be directed to either the
Delegation Services Department or the Language Services Department at the
GOC. Please contact Host Town staff for assistance.
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The Host Town Program is a three -day event where bonds are formed between your
community and your assigned delegations. Take this time to learn about your
Delegation's culture and teach them our own. To avoid any missteps, you can find below
basic guidelines on cultural differences.
Body Language /Personal Space
Some cultures are more reserved about physical proximity when speaking or seating
near another person. Cultures also may differ on the level of eye contact or body
contact that is acceptable. As a general rule, when giving directions, do not point with
one finger. Use your right hand, palm open and fingers toward the destination. Please
also refrain from using colloquial phrases or USA gestures
(OK sign, thumbs up, etc.)
Formality
Americans are considered "informal "; we talk to people that we haven't been introduced
to and try to make others "feel at home ". This can make someone feel uncomfortable if
his or her culture is one where formality is expected. It is best to mimic the way your
Delegation members greet you — whether it's a hand shake, bow nod of the head or hug
— the athletes will show you their cultural norm, which will ultimately make you and the
athletes more comfortable!
Time
Time is viewed differently by culture. Arriving early is appreciated by some but not
expected in other cultures.
Conversation Topics
Appropriate conversation topics can vary in each culture. Please do not talk about
politics, religion or other possibly controversial or sensitive events. It is important to
respect beliefs of others and realize these may play a major role in the daily lives of
many people.
Authority /Perception of Self
Differences in perception of self and decision - making vary among cultures. The
individual is strongly emphasized in some cultures, while others feel that a person is
defined by his role in a group and decisions are made by consensus.
Ethics /Lifestyle
What is considered immoral or unethical in one culture may be acceptable in another.
Privacy is also prioritized according to culture.
Gender
Men and women are viewed differently in various cultures.
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Your Host Town LOC will appoint a Finance Coordinator who will manage your budget based on
the elements listed below, along with input from other LOC members. Each LOC member should
work with the Finance Coordinator on the expenses they anticipate in order to execute their
respective responsibilities.
When establishing a budget for the Host Town program, the Finance Coordinator will need to
take in consideration the following elements:
Required
❖ Transportation of the Delegations while they are in your Host Town
❖ Accommodations for Delegation
❖ Healthy meals and beverages
❖ Training facilities
❖ SpeciaUculturaL events
Suggested
❖ Miscellany such as a gift, pin etc.
❖ Volunteer expenses such as training, uniforms and office supplies
❖ Interpretation services (if needed)
❖ Printed materials such as banners, programs, invitations, etc.
GOC will furnish the folLowing items to your Host Town:
❖ StyLe guide for your individual Host Town that will provide a template and guidelines for
use of the Logo
Profiles of each member of the Delegation assigned to your city
❖ Host Town webpage and Facebook page
❖ Transportation for the Delegation to and from your Host Town
❖ Volunteer screening and uniforms for volunteers in leadership positions (see Volunteer
chapter 17)
❖ Translation services provided by the Delegation Liaison
❖ Support from GOC for any of your functional areas requiring additional direction — i.e.
transportation, medical, etc.
Incidental Expenses
The cost of incidentals beyond basic food, beverage, and Lodging will be the responsibility of the
Delegation.
To avoid confusion, the LOC should provide the Delegation with a List of expenses that will be
and will not be covered by your Host Town. If there are any questions or issues, please contact
the GOC for assistance in resolving the issue. The LOC should not respond directly to the
Delegation on any requests about financial support, either prior to or during the Host Town
program. +� . Special Olympics
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For all fundraising and expense related activities, your Host Town
LOC will act as the agent of the GOC. You are responsible for
organizing all of the fundraising activities that take place in your
community and submitting the proceeds to the GOC. All other funds
raised for the program - such as those donated on -line - will be
collected by the GOC and will be held for the benefit of your Host
Town. If you do incur any pre- approved budgeted expenses, please
submit all documentation to the GOC Finance Department for
reimbursement or payment. Any excess monies collected will be
applied to the "Support An Athlete" program through the GOC.
You may request a statement of your balance from the GOC Finance
Department as needed. Please contact Host Town staff for
assistance.
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FUNDRAISING
The Games Organizing Committee (GOC) is a 501(c) 3 corporation
that allows for tax - deductible donations of both cash and in —kind.
The GOC will provide a receipt for all donations. Funds raised by
your Host Town will be for your city's benefit.
Guidelines
It is critical that your Host Town maximizes its ability to raise funds
from local supporters. Utilize the services of your civic support groups
(i.e. Knights of Columbus, Kiwanis, Rotary Clubs, etc.) to help organize
fundraising events throughout your community. The World Games
has significant relationships with worldwide fraternal organizations
and may be able to provide you with a local contact who can help
you support your efforts.
Events can be promoted to the community to help in making Host
Town fundraising efforts successful and provide adequate funding for
a smooth Host Town experience for everyone.
Fundraising events can range from pancake breakfasts, car washes
to charity auctions and fundraising dinner. Be creative and share the
excitement of the Host Town Program
See Appendix for sample templates of a typical ask letter and a
thank you letter for donations to your Host Town. Please feel free to
edit these to suit your needs.
All donors should consult their tax advisors for guidance regarding
tax implications.
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In -Kind Donations
In addition to raising cash donations from individuals and local companies, solicitation of
in -kind donations can help defray the costs of some of the larger budget line items in the
Host Town budget. Expenses such as hotel accommodations, food and beverage,
transportation and printing costs can be donated by local businesses. The World Games
can provide a receipt for tax purposes if such donation is deductible according to
California State law.
Please note that there is a no alcohol and tobacco policy for these Games and therefore
these products are excluded from consideration as an in -kind donation or sponsorship.
However, it is common that alcohol products are donated for a fundraising event. In this
case, the donation is acceptable but the donor cannot be publicly recognized on
signage, backdrops or other visual items.
Online Donations
The GOC will create a webpage for your Host Town that will include a link for your
community to make a donation to support the activities of your Host Town. Donations
can be made by cash, check or credit card. All checks must be made payable to
"Special Olympics World Summer Games" and not directly to your Host Town.
If there are any excess funds, they will be applied to the "Support An Athlete" program.
It takes $2,500 to fund just one athlete's participation in the World Games. This program
was designed for the community to donate funds to help bring the world to Los Angeles
by providing an easy way to get involved. To learn more about the program or to learn
how to set up a "Support An Athlete" campaign, go to www.LA2015.org
Cash Donations
In addition to donations made either by check or by credit card, L� w
cash donations are also accepted. For any cash contributions, -
please fill out a "Verification of Funds" form (see Appendix for
sample of this form). Funds should be hand delivered to the
GOC Host Town Department; attn.: Laura Leventhal. Please do
not place any cash donations in the mail. If you are unable to deliver the cash donation in
person, please convert the funds into either a money order or cashier's check — made
payable to Special Olympics World Summer Games — and deliver to the attention of Laura
Leventhal.
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Host Town Sponsors
You are encouraged to engage participation and support from all local businesses in your
community. In addition to fundraising efforts, local companies can become sponsors of your Host
Town program by their contributions of cash, in -kind donation of services or a combination of
both. In return for their donations, these local sponsors can receive sponsor benefits provided
they are not in direct competition with Official Special Olympics World Game sponsors. Consider
building your sponsorship packages with the following elements:
❖ Use of your Host Town Logo. In addition to prominently displaying the Logo at the
physical location of the business (if applicable) this Logo may also be displayed on the
business' website, business cards and advertising materials
❖ Designation as "Host Town Sponsor" or similar designation within your city limits
❖ Business' name only (no logos) will be recognized on uour Host Town's official website
and all social media pages
❖ On site recognition of sponsor's name at the athletes' training facilities, accommodations
and other cultural event Locations within your Host Town. Consider a banner or other
signage to display thanking each of the local sponsors for their support
❖ Sponsor name can appear on any collateral materials you create to either promote the
Host Town activities or provide to the Delegation as background material on your city
Invitations to various fundraising and other Host Town activities taking place in your
community
❖ Tickets to the Opening and /or Closing Ceremony. Cost of these tickets to be deducted
from all funds raised for the benefit of your Host Town
❖ Opportunity to provide company branded giveaway items such as hats, t- shirts or water
bottles
❖ Recognize and /or include sponsors in all Host Town events
❖ Company organized "fans in the stands" days at the venues of the World Games
Host Town Sponsors may not use the LA 2015 logo, Special Olympics Logo or refer to themselves
as a sponsor of either the LA 2015 World Games or the Special Olympics.
Sample Recognition Layout
�-. Spedal Olympics
A,!eNW`RLD Host Town
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Supporters
Cal State Long Beach
Long Beach Area Chamber of
Commerce
Long Beach Tours
George's Greek Cafe
California Pizza Kitchen
Junior League of Long Beach
Font size
larger based
on level of
support
No logos
allowed
Special Olympics
WRLD
Y
�s LGAMES
Special Olympics WorLd Games Sponsors
Sponsors that have received the designation of "Official Sponsor" of the 2015 Special
Olympics World Games retain category exclusivity for all events, including Host Town
but are not obligated to support the Host Towns. You may approach local Official
Partners for in -kind support but please contact your GOC representatives before you ask
for their support. You may speak with competitors of these companies to make
donations (cash or in -kind) to assist you with Host Town fundraising but these companies
cannot use the designation of "Host Town Sponsor" or receive recognition or branding
during Host Town events.
For example, Coca -Cola is the Official Beverage of the LA 2015 World Games. If you are
not able to secure in —kind donation of Coca -Cola products (including Dasani water) from
a potential sponsor /donor, you will not be required to purchase these products
exclusively. However, any donation of non Coca -Cola products cannot be considered a
sponsorship. Exceptions to this rule would be in a situation where a local restaurant
agrees to sponsor the meal of a Delegation. If this restaurant pours Pepsi products, it will
not pose a conflict and a Host Town sponsorship can still be offered as long as Pepsi
does not receive any recognition (i.e. branded cups) on -site while the athletes are in
attendance. If you have any questions, please contact your GOC Host Town
representative.
The companies and categories that are Official LA 2015 World Games Sponsors are
Listed on the official World Games website: http : / /www.LA2015.org /sponsors. This
exclusivity extends also to media sponsors such as ESPN.
Special Olympics Southern California (SOSC) Sponsors
In addition to World Games sponsors, SOSC has corporate and community partners who
support the year -round work of the program. As you do your fundraising, you may come
across some of these partners and supporters. Please note that SOSC Partners are not
obligated to support Host Towns but you can approach these Partners for their
assistance. SOSC requests that you coordinate any requests of these partners through
your GOC Host Town representative. Competitors of existing SOSC partners can be
solicited for support but cannot receive recognition or branding during Host town events.
Whenever possible, please include your local SOSC representatives to any donor
meeting to help create a legacy connection for the local program.
The current list of SOSC official partners is listed on their website www.sosc.org /partners.
Special Olympics
WORLD
GAMES
30 LOS ANGELES 2018
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Promotional Materials
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Your Host Town will be provided with a style guide to give you the artwork for
the off iciaL logo that is specifically designed for your city. Please note that a
Host Town cannot create its own logo or use Special Olympics and /or
LA2015's logos. The Host Town logos cannot be modified or altered in any
way. The style guide will also outline all approved uses of these logos and
can be provided to your local sponsors for their use in promoting their support
of your Host Town.
We will be providing templates of posters and flyers for your use to promote
Host Town in and around your city.
Signage and Branding
Your city's personalized logo can be used anywhere you mention your status as an Official Host
Town. Get the word out to your community by using this logo on business cards, city letterhead
stationery, light pole banners, websites —even on official communications such as utility bills.
Use of this logo will help raise awareness of both the Host Town program and the World Games.
The Delegation assigned to your Host Town can also use your individual Host Town logo, with
your permission.
Merchandise
The GOC will be the exclusive provider to create merchandise for your use - as give - aways,
volunteer uniforms or to be used as fundraisers. The GOC will create a generic a -store for all
Host Towns to access and order merchandise such as hats, polos, t- shirts and other merchandise.
These items can also be re -sold for fundraising purposes. Merchandise other than what is shown
on the website may be custom ordered from the GOC as well. Please contact Laura Leventhal at
the GOC directly for assistance.
Please refer to section 17 for further information on ordering volunteer uniforms directly from the
GOC Merchandise Department.
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Special Olympics
Y WKRLD
GAMES
4r LOS ANGELES 2015
ACTIVITIES AND
EVENTS
SPECIAL OLYMPICS WORLD GAMES
2015
HOST TOWN - SAMPLE CALENDAR OF
EVENTS
JULY WELCOME DELEGATES OVERNIGHT
29 _ DINNER OR SNACKS
(DEPENDING ON ARRIVAL TIME)
JULY BREAKFAST TRAINING` LUNCH CULTURAL/
22 COMMUNITY
EVENT
JULY BREAKFAST TRAINING* LUNCH CULTURAL/
COMMUNITY
�3 EVENT
JULY BREAKFAST FAREWELL
�4 CEREMONY
DELEGATES DEPART
FOR ATHLETE
VILLAGE
" Training occurs during this time period, but will not take up the entire
three -hour period.
REST DINNER & OVERNIGHT
TIME EVENING
ACTIVITY
REST DINNER & OVERNIGHT
TIME EVENING
ACTIVITY
0- �- Special Olympics
J' k -j- � W`RLD
Y LGAMES
37 `
�. "-, _ _•. 'nom'
Schedule Creation
Your Local Organizing Committee will be responsible for planning and executing a schedule of
events for your designated Delegation during the Host Town period to achieve the following
goals:
❖ Allow the delegates to rest and adjust to the time zone and climate
❖ Provide the delegates with opportunities for fitness and sports training
❖ Introduce the delegates to the local culture and provide opportunities for cultural sharing
❖ Ensure that adequate time is given to each event including the travel time
D.ctrice!
Be active! (Remember, these are athtetes)
Ertggge your cgnimunity!
Schedule Coordination and Approval Process
DON'T
Visit theme parks
Travel over 1 hour for activities
Overbook the schedules
The schedule must be submitted for approval by the GOC and the Delegation, per the following
steps:
STEP 1: The LOC will create a schedule of events and submit it to the GOC
STEP 2: The GOC will review the schedule and if any schedule adjustments are needed,
they will be provided to the LOC
STEP 3: At the Head of Delegation (HOD) Conference that will take place from
January 22 -26, 2015, the LOC will meet with the Delegation HOD and present the
proposed schedule of events. The HOD will provide feedback and, if necessary, final
adjustments will be made to the schedule. Should the HOD of your assigned Delegation
not attend this meeting, the GOC will work directly with you to complete this step and
finalize the schedule
Last Minute Schedule Changes
If there are any unforeseen circumstances with Delegation travel/arrivals, it may be necessary to
make Last minute changes to the Host Town schedule of events. The GOC will keep you informed
on travel changes and assist in making alternate arrangements if needed.
Additional Requests from Delegation
It is possible that Delegations may contact you prior to and during the Host Town visit with
additional changes and /or requests. Should this occur, please contact a GOC Host Town staff
member to inform them of the request and discuss possible solutions.
�- Special Olympics
WORLD
'
GAMES LOS o
38
The LOC should plan two culturaUcommunity events or activities as part of the schedule of events
for the Delegation to take place on:
• Wednesday, July 22
• Thursday, July 23
Plan your activities in the hope of creating a sense of unity between your citizens and the
athletes. Encourage everyone to participate to convey a feeling of community.
Here are some general guidelines to help make your cultural events successful and engaging:
❖ Remember that some delegates will not speak English. The Delegation Liaison (see
Chapter 6) will accompany the Delegation during their entire stay in your Host Town
and will serve as an interpreter. However, if you can recruit volunteers that have
proven proficiency in the Delegation's native language, this will make
communications easier for everyone
❖ Delegations must remain together at all times and attend all scheduled activities as a
group. This will lessen the chance of having any member of the Delegation getting
Lost or separated from the rest
❖ Keep your speaking programs brief. If translation is required, please provide
contents of any speeches prior to the events to allow each Delegation Liaison the
opportunity to review and prepare the translation
❖ Plan activities that foster interaction between your community and the Delegation
❖ Music and dancing are always appreciated — include them whenever you can
❖ Both games and arts & crafts activities can be fun to include in your events
❖ Be sure to encourage the young people in your community to participate in these
activities, such as having the local marching bands play in the weLcome /farewell
ceremonies or having the local sports teams help move the luggage and equipment
►. Special Olympics
" % WORLD
GAMES
39 �`" LOS ANGELES 2015
YOUR COMMUNITY IS SPECIAL!
Remember, that Southern California is a very special place for many Delegations. The
cultural activities should include interactions with the local community. When featuring
Landmarks or points of local historical significance, try to turn it into a fun activity!
Suggested events include:
❖ Community Block Party
School Dance
❖ Music Festival
❖ Parade and Celebration
❖ Treasure hunt combined with a tour of local landmarks or points of interest
Please note that Delegations cannot visit theme parks such as Disneyland, Knott's Berry
Farm and Universal Studios Hollywood in order to have parity with the other Delegations
that are not visiting communities with these amenities.
Most countries represented in the World Games have a Consulate located in Los
Angeles. It is possible that this Consulate or local business leaders will want to entertain
its Delegation while they are in your Host Town. You are free to work with that
consulate or business leaders to plan an event, provided that it takes place within your
city limits and does not conflict with any of the activities you have scheduled for the
group — in other words, the delegates should not be given a choice of either attending
your event or an event planned by their Consulate.
Community Involvement
The most successful Host Towns are the ones where the full community comes out to
participate.
Let your community know about Host Town as early as possible. Share with them the
importance of Special Olympics and the 2015 World Games. Let them know they can be
a part of a historic event in their own community by becoming a Host Town volunteer.
Your community's involvement with the Special Olympics World Games doesn't have to
stop with the end of Host Town! Being a volunteer for the Games is a great way to stay
involved and cheer on your athletes. Registration information is available on the LA 2015
website (www.LA2015.org).
You can continue to stay involved with Special Olympics movement by volunteering for
with Southern California Special Olympics. Go to www.sosc.org for more information.
Special Olympics
' *h WVRLD
Y LGAMES o
40
" no
The delegates and their coaches will need to continue to train for their upcoming World
Games competitions during the Host Town program. Your Host Town will be responsible
for providing sports training opportunities on the mornings of:
❖ Wednesday, July 22
❖ Thursday, July 23
Depending on their sport, athletes will either partake in specific training or, if not
possible, in general fitness training. The LOC should make advance arrangements for
the training facilities to include:
❖ Standard size soccer (football) field
❖ Track and field facility
❖ Swimming pool (if your Delegation has swimmers)
❖ Gymnasium or other space with mats for gymnastics training
The LOC should confirm training facility location with the GOC and Delegation prior to
arrival in order to finalize the appropriate training facility amenities available. Should the
Delegation ask for additional equipment that you are not easily able to provide, please
notify the GOC.
Sports training should take place in the morning and travel to and from training should
not exceed 30 minutes each way.
The LOC can arrange for additional activities to take place during sports training as long
as it does not significantly interfere with the athlete's training:
• Media news coverage, including interviews with athletes and coaches
• Sports demonstrations with local school children
41
�- Special Olympics
WrPRLD
` LGAM E S
o
The schedule of events should include a block of time each day for delegates to
either rest or participate in their own activities.
Your LOC should plan a menu of suggested activities for Delegations to
participate in at their own cost during their free time periods. This list should
cover estimated costs of participation, including entrance fees, taxi fares and
other expected expenses.
Free time activities may include:
❖ Movie theaters
❖ Restaurants
❖ Shopping centers — this is always very popular!
❖ Museums or other local points of cultural interest
❖ Art galleries
❖ Beaches — only with supervision by HOD or HOD's designated
representative
•'• Farmers markets
❖ Recreation (park, walking /jogging trails, bike rental, etc.)
The LOC may choose to provide coordinated transportation, hosts or other
support to the Delegations for free time activities, but they are not required to do
so.
° ► Special Olympics
WORLD
GAMES
42
LOS ANGELES 2015
LAW ENFORCEMENT
TORCH RUN
FOR SPECIAL OLYMPICS
The Law Enforcement Torch Run: From a Flicker to a Flame
The Law Enforcement Torch Rune for Special Olympics (LETR) began in 1981, when the
Wichita, Kansas Police Chief saw an urgent need to increase awareness of Special
Olympics. He also saw it as an ideal way to get local law enforcement personnel
involved with the Special Olympics community. The Torch Rune was quickly adopted by
the International Association of Chiefs of Police (IACP), now recognized as the founding
organization of the Special Olympics Law enforcement Torch Rune. What started as a
flicker, thirty -two years ago, has grown into a roaring flame of support and stability for
Special Olympics athletes worldwide. Every two years, law enforcement officers from
around the world gather to carry the Flame of Hope® in a Final Leg Torch Run© in honor
of the Special Olympics World Summer or World Winter Games.
Law Enforcement Final Leg Torch Run 2015
The Law Enforcement Torch Run Final Leg will pass through as many Host Towns as
possible. This is a 14 - day event crisscrossing all of California culminating in the Los
Angeles Memorial Coliseum for the Opening Ceremonies. It is likely that the Torch Run
will either pass through your community or be close by.
If the Final Leg is scheduled to pass through your community, you will be notified by the
GOC and the Law Enforcement Final Leg Committee. If your town is selected, it is
possible this ceremony will occur prior to the arrival of your Delegation on July 21. This
would be an ideal opportunity to get your community excited about the start of the
upcoming Host Town Program! If your Host Town is selected, they should advise the
GOC of the following:
❖ Good cooperation with local law enforcement agencies
❖ Ability to organize a ceremony celebrating the arrival of the Flame of Hope
❖ Identification of a significant and meaningful location for the ceremony
❖ Good cooperation with local media to achieve publicity for the Torch Run, the
Host Town program and the World Games
Special Olympics
WqRLD
' GAMES
43 LOS ANGELES 20115
TRANSPORTATION
AND ARRIVALS/
DEPARTURES ---
m
V
M
The GOC will handle all the transportation arrangements to bring the Delegation to your
Host Town on July 21 and pick them up after the Host Town program ends on July 24.
Delegation Arrival in Los Angeles
Your Delegation will be arriving in Los Angeles no later than July 21. Prior to this date,
the GOC Transportation Department will be available to answer any questions that your
Transportation Coordinator may have during the planning process. The GOC
Transportation Department will provide a schedule of arrival time at the Host Town
housing location as soon as the information is available. The Transportation Coordinator
will also confirm with the GOC the exact location where the Delegation will be arriving to
and departing from the Host Town. The Transportation Coordinator at your Host Town is
welcome to contact the GOC Transportation Department anytime questions arise or
guidance is needed.
Upon arrival in Los Angeles, your Delegation will be taken to the Delegation Welcome
Center at Loyola Marymount University. At this point the Delegation Liaison assigned to
your Delegation will join the group and remain with them throughout the entire Host
Town program.
Arriving at the Delegation Welcome Center
Although your Host Town is not responsible for transportation of the Delegation to your
community, we encourage you to have representatives at the Loyola Delegation
Welcome Center to welcome the delegates and give them information about the location
they are about to visit.
Consider creating a video (with translation if necessary) to be played on the bus as the
Delegation travels to your Host Town to welcome them and give them a preview of what
they can expect when they arrive. Get your community involved in the making of this
video to show the Delegation what makes your Host Town unique!
46160me
45
Special Olympics
WRLD
GAMES
LOS ANGELES 2015
Arriving at Your Host Town
Your Host Town is encouraged to conduct a time - appropriate welcoming activity
for your Delegation's arrival into your city such as:
❖ Local community cheering or high schooUcollege cheerleaders
providing a special welcoming activity
❖ The Mayor or other high- ranking officials greeting athletes as they
arrive
If the Delegation is scheduled to arrive late in the evening or are somehow
delayed and will be arriving later than originally scheduled, please try to keep
this activity as simple as possible.
Be aware that your Delegation may arrive prior to the standard check -in time for
most hotels. Your Accommodations Coordinator should make arrangements with
the hotel to allow for an early check -in should this situation arise.
In addition to the key members of the LOC, the LOC should arrange to have
ample staff and volunteers on hand to assist with the welcoming of Delegation to
the location. Basic welcoming services should include:
❖ Staff and volunteers to assist with processing of the Delegation into
their accommodations
❖ Assistance with baggage and sports equipment
❖ A meal or snacks (depending on time of day) upon arrival. Water
should also be made available
❖ Copies of the Host Town schedule of activities for each delegate
❖ A welcome bag containing cultural or other items as special gifts for
the athletes
Once athletes are settled into their rooms, the HOD, DLs, ADLs (if any) and LOC
members — especially the Safety and Medical Coordinators - should participate in
an orientation meeting about the Host Town schedule. HODs can inform LOCs
about any issues or special needs that were not known in advance.
Special Olympics
WRLD
'+ GAMES
46 = LOS ANGELES 2015
Once the delegates arrive at your Host Town, their transportation to the various
events and training facilities over the next few days will be your responsibility. If
your Host Town needs assistance in arranging buses or other large vehicles to
transport the Delegation, please contact the GOC Transportation Department.
The LOC Transportation Coordinator will be the primary point of contact for
organizing all arrivals and departures of vehicles and ensuring safety and
efficiency in the loading and unloading of buses. During the summer months,
many school bus companies may not be using all of their buses and would be
able to provide your Host Town with transportation solutions. Consider
contacting rental car companies located in your community (Enterprise, Hertz,
Avis, etc.) to inquire about free or discounted vehicles in exchange for local
sponsorship recognition benefits.
Your Host Town transportation logistics must meet the following requirements:
❖ Drivers must have a valid driver's license. All bus drivers must be in
compliance with all California regulations regarding licensing
❖ Personal vehicles must not be used to transport any members of the
Delegation
❖ Drivers must be well educated on transportation routes
❖ Vehicles must carry insurance in accordance with your city's guidelines
❖ 15 passenger vans should not be used
❖ Handicap vehicles must be available as requested
❖ Water should be provided in all vehicles
❖ All buses must meet California Department of Transportation
requirements
• Special Olympics
WRLD
GAMES
E
_'� "I LOS ANGELES 47
On Friday, July 24, after being served a nutritious breakfast, delegates will depart for
their Athlete Village (USC or UCLA). Transportation to the Athlete Village will be
provided by the GOC.
Advance Preparations
HOD, AHOD(s), DLs and LOC members should meet during the afternoon or
early evening of Thursday, July 23 to review the plans for transportation and
hotel departures including late checkout if needed.
The GOC will provide advance Information motion about the number of bikes and bus arrival
time. Depending on the location of your Host Town, some buses may arrive later into the
afternoon of July 24. If that is the case for your community, you should be prepared to
have food and water available for the athletes to enjoy until their departure. It is also
recommended that cold water be provided t0 the Delegation for their trip to the Athlete
Village.
Day of Departure
LOC members and volunteers should be on hand to assist the delegates with checking
out of accommodations and moving luggage /sports equipment to assigned areas. It is
very important that the luggage and equipment remain clearly marked so that they
arrive at the correct Athlete Village location (either USC or UCLA). All bags will be
marked clearly prior to the arrival to your Host Town. GOC will provide the
Transportation Coordinator with tags so it not necessary to create your own. They will
provide you with extras should the original tags become lost or removed from the bags.
The DL will also have a master list of all the athlete's destinations should there be any
confusion on the destination of any item of luggage.
All of your Host Town representatives may wish to provide a farewell sendoff to your
delegates, such as cheerleaders or marching band.
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48
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LOS ANGELES 2015
ACCOMMODATIONS
INIk
You may arrange for your Delegation to stay in local college dormitories or hotels
providing they meet the following World Games guidelines:
❖ Entire Delegations should be housed together in the same accommodation
venue whenever possible. If you will be hosting more than one Delegation, it
would be best if all Delegations were housed at the same property, but this is
not mandatory
❖ Male and female athletes from the same Delegation must be housed in
separate rooms and possibly separate floors within the accommodation
venue
Accommodations must be within a 30- minute drive from the location of sports
training facilities
❖ Under no circumstances should athletes from different Delegations be
required to share the same room
❖ No more than four athletes /coaches can be housed in one room
❖ One bathroom with one shower, one sink and one toilet per four delegates
should be available
❖ Every Delegation member should have at least two towels available
❖ All alcoholic beverages must be removed from the minibars before the
delegates' arrival
❖ All Delegations should have access to an assigned secure storage area for
sports equipment such as bicycles, floor hockey equipment, etc.
Room Specifications
❖ Hotels must meet or exceed the internationally recognized standards of a
three -star hotel
❖ Each room must be at least 130 square feet in size
❖ All beds must be made prior to arrival of the delegates
❖ Rooms must have single beds for athletes and coaches that are at least
standard width and length and there must be at least three feet between
beds
❖ Each room should have a bed, chair, table or desk, reading light, overhead
Light, trash /garbage receptacle, two drawers and 20 inches of hanging space
for clothes per person
❖ If bunk beds are used, the following requirements must be followed:
• The top bunk must have guard rails on all four sides of the bed
• The mattress must fit tightly against all four sides of the bed
• Check to make sure the frame of the bed is sturdy
• The ladder should be attached securely to the bed
• Individuals assigned to the top bunks should be physically able to
enter and exit the top bunk easily.
❖ Rooms must have air conditioning or proper cooling ventilation Special Olympics
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W94RLD
GAMES
LoS
Minimum Standards for Cleaning of Rooms:
A light cleaning of the bedrooms and bathrooms must take place daily. A light cleaning
should include: sweeping and /or vacuuming of bedroom, mopping of bathroom floor,
wiping of furniture, antibacterial spraying of sinks, toilets and showers, emptying of
garbage /trash receptacles and replenishing of toilet paper and paper towels.
Cleaning suppliers, including blood -borne pathogen kit and disinfectants, shall be
accessible in case of an emergency.
Check -In /Check -Out
Please be aware that the arrival and /or departure times for your Delegation may not
coincide with the check -in and checkout times established for your chosen hotel. The
Accommodations Coordinator should make prior arrangements with the hotel
management to allow the Delegation 24 hour access to the facility. Each room should
be clearly marked with the names of the Delegation members assigned to that room.
They should also be provided with their own key, even for shared rooms. The cost of
replacing lost keys may be charged backed to the Delegation provided that the HOD is
made aware of this upon check —in. GOC will assist with communicating this policy back
to the Delegations.
Assignment of Delegations to Rooms
Once the exact configuration of rooms is determined at the accommodation venue (hotel
or dormitory), the LOC should communicate with the Head of Delegation (HOD) to
allocate athletes, coaches and staff to the rooms. We recommend you plan to reserve
approximately 10% more beds to accommodate such contingencies as uneven gender
make up of athletes or other reasons that rooms cannot be filled to capacity. When
pairing, DL's can only share rooms with other DL's and not with any members of the
Delegation. Cultural, religious and political sensitivities should be considered when
allocating rooms to Delegations. Delegation Liaisons (DL), the individuals assigned to the
Delegation by the GOC that will speak the Delegation's official language, will also need
to be considered when allocating rooms.
The LOC should be prepared for last - minute changes to athlete room assignments due
to athlete drops, alterations in the gender makeup of teams, and other factors. During
the process of arrival in Los Angeles processing through the Delegation Welcome
Center, the Delegation may alert the GOC to request accommodation changes. These
changes will be communicated to the LOC Accommodations Coordinator.
51
Special Olympics
WRLD
GAMES
L05 ANGELES 2015
Special Needs
It is unlikely that you will have a delegate with a physical disability; however,
some delegates may have mobility issues. The minimum requirements for special
needs access is:
❖ Handicap accessible items including, but are not limited to, ramps,
elevators, grab bars for toilets and showers, seats for showers, removable
shower heads, door knobs, pull cords for light switches, etc.
❖ At a minimum, 10% of all the bedrooms and bathrooms shall be handicap
accessible to meet the ADA requirements. Delegations that include
handicapped members, as identified in the Games registration information,
shall be provided handicap accessible accommodations and services
(including transportation, catering, etc.)
Dehumidifiers should be available upon request for delegates with respiratory
problems.
Small refrigeration units should be available upon request for delegates who
take medications that require refrigeration.
Laundry Services
Laundry services should be made available to the athletes at least once during
the Host Town period. For Delegations staying in dormitory facilities, please
make sure that the laundry rooms remain accessible for this purpose. The Host
Town should arrange to have basic laundry supplies made available for the
Delegation's use (if not provided by the GOC). For Delegations staying in hotels,
the GOC will work with the individual Host Towns to ensure arrangements can be
made for laundry services.
Dry cleaning is not covered and would be considered an out -of- pocket cost for
the Delegation.
All laundry must be completed by the evening of July 23rd, so that delegates can
pack these items in their luggage.
52
.T„
Special Olympics
WqRLD
' GAMES
LOS ANGELES 2015
Safety Procedures
The Safety and Security Coordinator and the Accommodations Coordinator
should prepare guidelines for safety procedures within the hotel or dormitory.
This information should be translated into the Delegation's language and posted
in each room.
Fire and building safety regulations must be reviewed at all accommodation
venues (dormitories and hotels) and basic safety measures must be in place. All
venues shall include alarm systems, fire extinguishers and sprinkler systems as
required by law.
Emergency evacuation routes and procedures should be reviewed with the HOD
and DLs in their orientation upon arrival at the Host Town venue.
Access Control
All entrances into the Delegation accommodations shall have 24 -hour access
control for the duration of the Host Town program. Anyone requiring access to
the rooms must have a credential for security purposes — there can be no
exceptions. Those receiving these credentials will be all members of the
Delegation and certain Core volunteers that have a specific need to be in the
facility. Family members and media will not be receiving these credentials.
53
#' -•s Special Olympics
WORLD
GAMES
LOS ANGELES 2075
FAMILIES
■
Often friends and family members choose to travel with their athletes.
Although this is not disallowed, it can pose problems for the Host
Towns. These family members will separate from the official
Delegation as soon as they arrive at the airport.
As a Host Town, you don't have a responsibility to provide
accommodations or food for these families should they decide to
come to your city during the Host Town program. Family members
will not be allowed to stay in the same rooms with their athletes, nor
should they be included in any transportation arrangements you will
make to move the Delegations around for training and /or cultural
events.
Families will be expected to make all of their own arrangements and
cover all costs they incur.
You can encourage them to attend any public events you have
scheduled for the athletes but do not feel obliged to include them in
any private events you have organized. Their attendance should be
with the permission of the HOD and Host Town organizers.
5�. Special Olympics
WPRLD
'
GAMES
FOOD AND
BEVERAGE
Meals and Snacks
Your LOC will be responsible for providing nutritious meals to the
Delegation at no cost. See Appendix for a suggested dining
schedule.
If a Delegation arrives after 8pm on July 21St, you should provide a simple dinner or a large,
nutritious snack such as a sandwich and fruit.
Athletes should have the opportunity to try local food in addition to alternative and familiar food
options that should also be provided.
Your Host Town accommodations should serve a variety of food options. If not feasible, proximity
to off -site dining options should be considered when selecting location of your housing venue.
Dietary Guidelines
The LOC must follow all World Games Food and Beverage Guidelines in order to accommodate
the delegates' dietary needs, whether medical, religious or cultural. Specific delegate
requirements will be given to the LOC in advance, so that meal planning can take these
restrictions into account.
At a minimum, the Food Services Coordinator should plan meals and snacks that follow the
following guidelines:
❖ At least two meals per day should be hot meals
❖ ALL meals should be nutritious (please include rice at every meal for all Asian
Delegations)
❖ Pork products cannot be served
❖ Water should be provided in all rooms, transportation, at training facilities and at all
special events
❖ Coca -Cola is an official sponsor of the Games. Please try not to serve brands other than
Coca -Cola, including Dasani water if possible.
❖ Alcohol may not be served at any official Host Town event
The LOC will be advised if the entire Delegation requires Kosher or Halal diets; if so, further
information and instructions will be provided.
As part of your schedule of Host Town events, you may decide to hold a special meal where
delegates and community members can dine together. A local restaurant may wish to provide
their facility and food. Or, perhaps you will decide to host a community barbecue or community
pancake breakfast. Be sure to follow the food and beverage guidelines outlined above.
57
Special Olympics
WORLD
GAMES
LOS ANGELES 2015
MEDICAL, SAFETY
AN-D- ECU I Y
Your Host Town must appoint a medical representative to be the lead medical contact for the
Delegation, working in close conjunction with the Medical Committee of the
GOC. The following medical services and personnel should be informed of the
Delegation's visit and /or sourced to be available for assistance.
❖ Local hospitals with emergency rooms
❖ Emergency Services (Fire Department)
❖ Non - Emergency clinics
❖ Local doctors and nurses
❖ Pharmacies
Medical care must be accessible 24 hours a day. The GOC will share insurance and medical
information with the LOC Medical Lead prior to the arrival of the Delegation so particular
arrangements such as language services support can be made.
Suggested preventive actions and precautions include:
❖ Jet Lag: Many athletes have traveled long distances to arrive in Los Angeles and may be
sleep deprived and /or dehydrated. Be aware that it is not uncommon for athletes with
epilepsy to have seizures after long travel. It is important that upon arrival to the Host
Town, athletes are greeted, hydrated and efficiently sent to their rooms for rest.
Excursions and activities should be avoided on the day of arrival
❖ Medications: Some athletes will be taking medication for chronic conditions such as
epilepsy or asthma. The HOD, AHOD or coaches will monitor medications and let the
LOC know if any special needs are required, such as a refrigerator for the medication
❖ Acute Illness and Injury: Understand emergency procedures and acquire additional
assistance as needed. Any injury or illness must be reported to the GOC Medical team
immediately so they can assist with treatment and support
❖ Training Period Support: Medical personnel should be on hand at all training facilities to
provide support and assist with minor injuries as needed
❖ Outbreaks or Contagious Disease: If an outbreak of food poisoning or contagious
communicable disease occurs, your Host Town Medical Lead must immediately inform
the GOC Medical Team who will in turn notify the medical community and put
appropriate procedures in place for containment
°= Special Olympics
WYRLD
'
ESAM
LOS oS
59
Your LOC will appoint a Safety and Security Lead to ensure a safe and secure
environment for the Delegations. The LOC must integrate support from the
following local agencies:
❖ Fire
•'• Police
❖ Health and safety
❖ Volunteer safety organizations
•'• Ambulance service
❖ Emergency contacts for the various venues the athletes will visit (i.e.
accommodations, practice facilities, restaurants, etc.)
The Safety and Security Lead will be consulted on safety preparations for the
following areas and locations:
•'•
Transportation
•'•
Personal safety
❖
Security
•'•
Accommodation
•'•
Training venues
•'•
Entertainment venues
The Safety and Security Lead should conduct an assessment of safety in your
local area and provide guidance to the visiting Delegation members to ensure
their personal safety. If the Safety and Security Lead is not a member of the
Police department, the coordinator should have close contact with them.
Special Olympics
WgRLD
LGAMES 9
60
VOLUNTEER
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Volunteers are distinguished between Core Volunteers (those volunteers who are
members of the LOC and /or will have close interaction with the Delegation) and
Extended Volunteers (those who either support one activity or act as a vendor
but will not be in a position of having close interaction with the Delegation). The
Core Volunteers will receive Host Town uniforms from the GOC; Extended
Volunteers will not. The LOC should also identify professional support groups
such as licensed medical professionals, Police and Fire who will not need
credentials but will be supporting the operations of Host Town if needed.
Core Volunteers
❖ LOC members
❖ Volunteers in key functional areas interacting with the Delegation
throughout the entire visit
Professional Support Groups
•'• Police
•'• Fire
❖ Licensed medical professionals
Extended Volunteers
❖ Special event vendors
•'• Accommodation Assistants
❖ Food Services Assistants
I• Transportation Assistants
62
a Special Olympics
WRLD
GAMES
LOS ANGELES 2015
Registration
Only Core Volunteers will be registered as Games volunteers. Once the Core
Volunteer staffing plan is approved by GOC, the positions will be added to the
volunteer registration portal with a unique registration identifier and quota for the
Host Town. Each Host Town Core Volunteer must then register in the portal and
are subject to meeting volunteer screening requirements defined by the GOC. As
of 2005, for all Games held in the United States, all volunteers who will have
close contact with athletes will be subject to the screening requirements set forth
in the "U.S Volunteer Screening Policy" which includes criminal background
checks. All other volunteers will register via the volunteer link on your Host Town
website only.
Uniforms
The GOC will distribute the Host Town uniforms for the Core Volunteers to the
LOC Volunteer Lead who will then be responsible in distributing them. The LOC
Volunteer Lead will also be responsible in monitoring the appearance of all
volunteers.
The LOC can order uniforms for Extended Volunteers and professional support
groups. The Volunteer Coordinator will work directly with the GOC Merchandise
Department to order items such as hats, polo shirts and t -shirts specifically
designed with your Host Town logo to be worn as uniforms. As outlined in
Chapter 10, all apparel that is created for use by the Host Town will be ordered
directly from the GOC only. Details such as size, quantity, gender, delivery dates,
payment information, shipping locations, etc. will be managed by Laura
Leventhal of the GOC Host Town team.
63
•• Special Olympics
`- WPRLD
GAMES
LOS o
Your LOC is responsible for recruiting and managing volunteers as set forth below from your
Local community to help execute the activities of the Host Town and support the Delegation.
A volunteer plan, including the number and roles of volunteers, must be developed by the
LOC for approval by the GOC.
Volunteer Management
The purpose of volunteer management is to develop a process for volunteer recruitment,
screening, orientation /training, supervision and recognition. A well - coordinated effort will
result in an accurate record of who participated where and when during your Host Town
program.
The legacy of volunteer management is to introduce volunteers to Special Olympics who will
continue their dedication at Special Olympics Southern California long after the World
Games take place. Volunteer management will be instrumental in ensuring that the
volunteers are provided a positive experience that will perpetuate an involvement with the
movement that outlives the existence of the GOC.
Efficient volunteer management includes:
•S Recruit sufficient numbers of qualified volunteers
❖ Maintain a database of volunteer contact information
❖ Quality supervision of volunteers to minimize risk
❖ Work closely with all functional areas to determine needs for volunteers
❖ Communicate with the volunteers prior to the Host Town Program
❖ Train the volunteers together with the functional areas
❖ Schedule volunteers
❖ Keep the volunteers motivated prior to and during the Host Town program
❖ Ensure volunteers find their volunteer locations without confusion
❖ Ensure that there are enough volunteers at each location on a daily basis to make it
run smoothly
❖ Recognize the volunteers after the Host Town program
❖ Establish a legacy for volunteering for other Special Olympics events following the
Host Town program
Volunteer Recruitment Process
A successful volunteer recruitment process includes the following:
❖ An overview of staffing needs for each functional area and venue
❖ A workable schedule for each functional area's volunteers
❖ Plans for attrition and other "unforeseen circumstances"
Recruitment among community and business groups and their leaders, who can
inspire other members of their organizations to volunteer
64
Special Olympics
WORLD
/ GAMES
LOS ANGELES 2015
Your LOC should develop their own strategy to recruit volunteers from your
community to support the Host Town operations. Outreach targets may include
representatives from the following:
❖ Government
• City Council members and staff
• Local government organizations and partners
• City Parks and Recreation
• Law Enforcement Supporters
❖ Business
• Chamber of Commerce membership
• Local businesses
• Professional groups and organizations
❖ Civic Groups and Associations
• Local Special Olympics program staff, volunteers and families
• Knights of Columbus
• Lions Club
• Kiwanis
• Key Clubs
• Church groups
• Youth service groups (Boy Scouts, Girl Scouts, Boys & Girls Club,
etc.)
• Fraternal organizations
• AARP
• Local volunteer center and other non - profits
• On -line volunteer recruitment websites
••• Education
•
• Secondary /Universities /College students, faculty and
administrators
• School board members
• School Superintendents
• Alumni groups
• Parent /Teacher associations
65
Special Olympics
,� GAMES
0/ LOS ANGELES 2015
All of your Host Town volunteers must complete volunteer training. The GOC will
conduct regional Host Town training sessions to educate key functional leaders
of Host Town committees. The GOC Volunteer Department has created an on-
line training tool that will be used as a general orientation training for all
volunteers and will be sent to each volunteer that is registered through the GOC.
It is important to ensure the following goals are achieved during orientation and
training of your Extended Volunteers:
•'• All volunteers are provided sufficient information to help them feel
• comfortable working with persons with intellectual disabilities (see
Appendix fact sheet regarding this information)
❖ All volunteers fully understand their roles in terms of:
o Skills needed
• Job preferences
• Job description
• Availability, where and when they will be assigned to work
• Time required
• Materials needed to complete the assigned tasks
• Who they will report to
• Major deadlines for completing information /registration
• Where and when to pick up uniforms or other equipment
Volunteer orientation and training helps ensure a safe and fulfilling experience
for all participating Special Olympics athletes by providing a well - trained
volunteer force to host their events.
Training is also an important time to get volunteers excited about their
participation in the Host Town Program and the World Games and properly
recognize their importance to the organization and to the events. The orientation
and training may be the first introduction for a volunteer who might want to
continue involvement with Special Olympics Southern California long after the
World Games. Ensure that their experience is exciting, meaningful, well managed
and rewarding.
M�
Special Olympics
� WORLD
,�,r GAMES
LOS ANGELES 2015
Once volunteers have gone through the registration process, orientation and
training and have been given assignments, they are ready to begin fulfilling their
role for the Host Town Program. Each volunteer should have someone as a direct
supervisor from whom they will receive their assignment. Proper supervision of
volunteers is important. Supervisors ensure volunteers are performing their roles
satisfactorily based on established expectations of their position and that risks
are adequately managed.
The following should be encouraged of volunteer supervisors:
❖ Greet and welcome volunteers daily, preferably before they start their
duties. This allows the supervisor to assess each person to determine
health, wellness, proper appearance /uniform and if the individual has
current information relevant to their assignment. If a face -to -face greeting
is not possible, a phone call may be effective
❖ Address directly with volunteers any concerns or issues from the previous
day's work or interactions with other volunteers and athletes. This helps
confirm the individual is comfortable and can adequately perform the
assigned tasks
❖ Address immediately any risk management or safety concerns
immediately
❖ Consider maintaining accurate record keeping, such as time sheets and
daily notes
❖ Establish effective communication channels among your team
67
Special Oiympics
WPRLD
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LOS ANGELES 2015
Host Town Core volunteers will be part of the overall Games Volunteer email
distribution list and will receive regular newsletters and updates from the GOC.
Additionally, the Host Town Volunteer Lead may wish to provide the following
touch points to the rest of the Host Town volunteers, sponsors and vendors:
❖ Local email updates specific to your Host Town
❖ Facebook updates and shout -outs to volunteers
❖ Delegation updates
❖ Fun facts and figures about the Delegations, the World Games and
Special Olympics
❖ Profiles of the athletes, coaches and their home countries
❖ Special offers from local merchants that are supporting the Host Town
p -agram
❖ Announcements on upcoming Host Town events, fundraisers and other
Host Town specific information
Clear and timely communication with volunteers throughout their involvement
will be a valuable tool. This can be a way to motivate staff and keep them
informed about plans so that they are in a position to answer questions from
volunteers.
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Volunteers are the foundation of Special Olympics and recognizing their time,
effort and contributions to the Host Town program is very important. Elements of
a successful volunteer recognition system may include the following:
❖ A system of rewarding and recognizing all volunteer contributions
•:� Ensuring that volunteers receive a personal thank you letter
immediately following the Host Town Program
❖ Ensuring that all volunteers feel appreciated
❖ Organizing a volunteers party
❖ Working with the GOC to guarantee that all Core Volunteers who
contribute to the Host Town Program are appropriately thanked and
invited to future SOSC events
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Once the Delegations have left your Host Town, encourage all of your volunteers
to cheer on their guests as they compete in the 2015 World Summer Games!
Consider arranging public transportation to take volunteers to the venues over
the nine days of competition so they can watch their Host Town guests take part
in the competition with the athletes from around the world.
.•
• Special Olympics
WPRLD
"' `GAMES
ANGELES 2015
CELEBRITY ACTIVATION &
ENGAGEMENT
We live in Southern California so it would not be unusual for a celebrity to have
some kind of connection to your Host Town! Whether that celebrity currently
Lives in your community or perhaps grew up in your town, there are a few things
you need to consider before involving celebrities in your Host Town activities.
First of all, we suggest that you only consider recruiting celebrities to whom you
have some kind of connection; whether it is a personal connection (someone in
your organization knows them directly or knows someone in that celebrity's life)
or you are fairly confident that the celebrity has a connection to your community.
If neither of these connections exists, then you need to have some kind of plan in
place for reaching out to that individual for their help.
Before contacting the celebrity or their representative, it is very important that
you contact Dwayne Jones, Vice President of Special Events & Entertainment.
Dwayne oversees all Celebrity Engagement efforts and should be your first point
of contact when reaching out to a celebrity. Because so many celebrities have
indicated that they have an interest in getting involved with the World Games, he
will be able to let you know if the celebrity you are interested in pursuing has
already been approached and may already be participating in some way. This is
very important as we want to be respectful of our celebrity supporters and avoid
multiple people reaching out to the same entity with different requests. Dwayne
may be reached at dwaLjne.jones@La20l5.org. Unfortunately, we are unable to
approach celebrities on your behalf.
Finally, give some consideration to what role that celebrity might best fill in
supporting your Host Town efforts. When asking for his or her help, be specific
on what you would like for them to do for you. For example:
• Use of celebrity's likeness in printed materials promoting your Host Town
• Personal appearance at fundraising events and receptions
• Appearance in videos produced for the Host Town
• Speaking at media events
• Performing for the delegation during their stay in your Host Town
• Photo opportunities with each of the athletes
71
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External Communications, Public Relations and Media
GOC recommends that an individual within your LOC be identified as a Public Awareness
and Media Coordinator able to lead the PR and media efforts for your Host Town. The goal
of this function will be to generate community support in your Host Town and increase
awareness of the athletes' activities while they are staying in your community. This lead will
be responsible for creating a media and public relations plan by:
❖ Familiarizing themself with the fact sheet regarding the proper terminology and
guidelines for Intellectual Disabilities (see Appendix)
❖ Conducting media outreach
❖ Document the daily activities of the Host Town by recruiting volunteer
photographers and videographers to record the Host Town experience
❖ Identifying media opportunities and events to raise awareness
❖ Contributing to your Host Town social media website
❖ Preparing all after - action media reports, including press clippings and clips of
media coverage
In the unlikely possibility of a crisis or any other media situation during the HTP, the Media
Lead must immediately contact Steve Vanderpool, Vice President of Communications for
further instructions. He can be reached at steven.vanderpool @LA2015.org or (626) 375 -9208.
Interviews and Media Zone
You should also identify 2 -3 individuals within your community that can act as a
spokesperson to speak with the media. These people may be called upon for interviews,
etc. and should be comfortable with dealing with interviewers and writers. These
spokespeople should not speak on behalf of the World Games or the Special Olympics but
on behalf of the Host Town only.
It is also important that the media interview only designated members of the Delegation.
These individuals will be chosen by the HOD because of their experience and comfort level
in an interview situation.
The Media Coordinator should create a "Media Zone" at the hoteUdormitory and the training
facilities for the purpose of interviewing the athletes and their coaches. It is important that the
HOD approve all media requests for interviews in advance so please make sure that any
media inquires for access to the athletes be properly approved. All members of the media
should be credentialed prior to their arrival in your Host Town; please do not allow access to
anyone that does not have a valid media credential. It is not unusual for some media to
want to document all aspects of the athlete's experiences while they are in the USA — for
example, shooting footage of the athlete's living quarters — but restrict this activity to the
Media Zone only.
s - Special Olympics
WPRLD
GAMES
73 LOS ANGELES 2015
Press Awareness
Once the Delegation has arrived and the HTP is functioning, the LOC Media Lead should
implement a media operations plan to include:
❖ Coverage of the activities by local television, radio and print outlets
❖ Video and photo documentation of Host Town activities and events
❖ Social media awareness through posting of photos, blogs, tweets, Facebook, etc.
*Because many of the Host Town communities may share the same media outlets, it will be
important for the LOC Media Leads to work with their counterparts in neighboring Host
Towns. The GOC will assist with connecting Host Towns that have media overlap and will
inform the LOC's of general media campaigns that may impact their communities leading up
to Host Town and the Games.
The LOC Media Lead and staff should monitor access to the athletes and other members of
the Delegation. General tips for on -site media include:
❖ Invite local media to cover the first training session of the athletes and conduct
interview with athletes and coaches during this time (athletes will be in fuLL
uniform and training for the Games)
❖ Partner with a Local radio station to host one of the cultural events planned
during Host Town
❖ Work with local media outlets and Host Town partners to create incentives to
engage the public in the events involving the Delegations
❖ If applicable, leverage the Final Leg of the Law Enforcement Torch Run as it
approaches your community (refer to Chapter 11)
Social Media
The GOC will plan to use Internet and social media outlets, such as Facebook, to publicize
and share information about the Host Town program with the Delegations and the general
public. The GOC will provide each Host Town with its own unique webpage and Facebook
fan page.
Website
The GOC website will contain a Host Town Section that will include the following:
❖ Basic information about the Host Town program, its mission and goals
❖ A welcome message from the Host Town Chairperson
❖ A clickable map of the greater Los Angeles area where you can see locations of
Host Towns in the regions /counties and click through to the name of the Host
Town for more information
Special Olympics
�W *RLD
GAMES
74 LOS ANGELES 2015
Upon your official announcement, you will be contacted by a GOC member and asked to submit
materials to create your webpages within the LA2015 website. Once all the information is
received, the GOC will plan on Launching the webpages within one week.
Social Media
The GOC will build a Facebook fan page for every Host Town so the public can learn about each
town's involvement with Special Olympics World Games LA2015. This is an opportunity to share
information about events, links and photos that may be relevant leading up to your Host Town
event in 2015. The Facebook page is planned to be Launched simultaneously with the website
using the same collected information and your PR and Media LOC member will have
administrative access to the page to edit content.
If you would like to create other accounts with Twitter, Instagram, Google +, it will be your own
responsibility.
Messaging Guidelines
❖ Hashtags to Use: Use both #HostTown and #LA2015 in social media messaging referring
to the Host Town program on Facebook, Twitter, Instagram and Google +.
❖ Shorter Names to Reference: Because "Special Olympics Summer World Games Los
Angeles 2015" is sometimes too long to include in a tweet, here are some names you can
use (as long as used in combination with #LA2015 and @LosAngeLes2015):
• World Games
• Special Olympics Summer World Games
❖ Channels to Tag: Here are the Special Olympics Summer World Games Los Angeles 2015
accounts that should be tagged in your messaging starting after the announcement.
• Facebook: https: / /www.facebook.com /LA2015
• Twitter: https : / /twitter.com /LoscingeLes2Ol5
• Instagram: http: / /instagram.com /La2015worLdgames
• Google +: google.com / +La2015
Stories, News & Announcements to Share on Social
If you are in need of content to share on your social channels, consider joining the GOC's
Amplifier Program. As part of the Amplifier Program, you will receive weekly emaiLs containing
stories, news and announcements for you to share with your audience.
To join the Amplifier Program, email digitiaL @LA2015.org
V-.- -� Special Olympics
GAMES
75 LOSANGELES2015
Your Host Town will be asked to provide the following media reports and
documentation of media and public awareness activity within your Host Town:
❖ Quarterly media reports
❖ Post -Host Town media report completed with press clippings and statistics
on media reach
❖ Copies of press releases and other media and collateral materials
❖ Copies of any video and photo documentation of your Host Town events
and activities
❖ Copies of speeches, proclamations or remarks from key dignitaries that
may be useful for archival purposes
World Games are Over, But SOSC Has Events Around the Corner!
Once the World Games are over, SOSC has nearly 100 competitions and
fundraising events on its calendar for the remainder of 2015. The relationships
you have made with the media can help draw attention to any local program
you may have within your community. This will help SOSC's momentum as it
strives to bring on thousands of new athletes into the program.
*(sej� Special Olympics
WPRLD
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GAMES
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LEGAL AND RISK
MANAGEMENT
.. ........
The Delegations are covered by GOC's general liability insurance upon their
arrival in the U.S. until their departure at the conclusion of the Games. There is
no need for your Host Town to secure additional liability insurance for their visit
to your community.
It is important to remember that no personal vehicles can be used to transport
any members of the Delegation. As outlined in Chapter 12, Transportation
Requirements, all vehicles must carry insurance in accordance with your city's
guidelines.
ALL volunteers will be covered by GOC's Workers Comp insurance provided they
have registered through the GOC Volunteer Department.
7 woke up at 5•00am Sunday morning unable to sleep. / went into our
computer room and satin the dark with just a small dim light and pondered. /
asked myself the question `What in the worldjust happened to me these past
two and a half days ?' / tried to use logic and reason to explain my feeling, but
/ came up way short of the answer / was looking for My intent in the
beginning was to be a giver ofinyselfand our home. In the end, / woke up
Sunday with tears realizing/ was the receiver-BIG T /ME. My experience
wasn'tjust the athletes and coaches; it was also you the host families It was
a real pleasure getting to know so manypeople in a more personal way.
Everyonejustp/tched in andgot the fob done, even in difficult last minute
schedule changes / will always feel a special bond offr/endsh /p every time/
see you as our paths cross from time to time. Thanks again for all you did'
- Group Lead, 2009 World Winter Games in Idaho -
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Special Olympics
WRLD
�.Y LOS GAMEoS
The GOC will ensure that all LOC's comply with legal, medical, safety and
security guidelines to guarantee the safe operations of the Host Town program.
During the upcoming Regional Host Town meeting, we will plan an exercise to
assess any issues or risks that might compromise the overall success of the Host
Town program. A run - through of potential problems and solutions — also known
as Tabletop Training — can help prepare each functional area of your LOC to
plan and prepare its response to potential complications that may arise.
Suggestions for this Tabletop Training can include a discussion of the following
scenarios:
❖ Delegation arrives early /late to Host Town
❖ Delegation is served food that conflicts with their religious beliefs
❖ A member of the Delegation is injured during the Host Town Program
❖ Delegation arrives and need more rooms than was originally planned due
to gender inequities or room configuration issues
❖ Missing Delegation members
❖ Criminal acts (i.e. shoplifting)
••• Missing credentials
❖ Families wishing to visit with the athletes while they are in Host Town or
attend Host Town events
❖ A natural disaster, such as an earthquake, occurs during Host Town
program
You will then be able to return to your community and convey these ideas to
your volunteers by conducting your own Tabletop Training session. This will help
each area within your Host Town prepare their response to any unlikely or
unforeseen circumstances and give your volunteers the knowledge they would
need to resolve the situation.
79
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AULS
1
WHAT ARE INTELLECTUAL DISABILITIES?
According to the definition by the American Association of Intellectual and
Developmental Disabilities (AAIDD), an individual is considered to have an
intellectual disability (mental retardation *) based on the following three
criteria:
1. Intellectual functioning level (IQ) is below 70 -75;
2. Significant limitations exist in two or more adaptive skill areas; and
3. The condition manifests itself before the age of 18.
Adaptive skill areas are those daily living skills needed to live, work and
play in the community. The definition includes 10 adaptive skills:
communication, self -care, home living, social skills, leisure, health and
safety, self - direction, functional academics, community use and work.
Adaptive skills are assessed in the person's typical environment across all
aspects of an individual's life. A person with limits in intellectual functioning
who does not have limits in adaptive skill areas may not be diagnosed as
having an intellectual disability. Children with intellectual disabilities grow
into adults with intellectual disabilities; they do not remain "eternal
children."
A person is eligible to participate in Special Olympics if they have been
identified by an agency of professional as having intellectual disabilities as
determined by their localities. The minimum age requirement for
participation in Special Olympics competition is eight years of age. Special
Olympics also offers the Young Athletes Program, an innovative sports play
program for children with intellectual disabilities between the ages of 2 -7,
which engages young athletes through developmentally appropriate play
activities designed to foster physical, cognitive, and social development
while also introducing them to the world of sports prior to Special Olympics
eligibility at age 8.
Special Olympics
W Qi RLD
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DISABILITY LANGUAGE GUIDELINES
Words matter. Words can open doors to cultivate the understanding and
respect that enable people with disabilities to lead fuller, more
independent lives. Words can also create barriers or stereotypes that are
not only demeaning to people with disabilities, but also rob them of their
individuality. The following language guidelines have been developed by
experts for use by anyone writing or speaking about people with
intellectual disabilities to ensure that all people are portrayed with
individuality and dignity.
Appropriate Terminology & Terminology to Avoid
• Refer to as individuals with intellectual disabilities, rather than
"intellectually disabled people" or "the intellectually disabled." (People
first language!)
A person has intellectual disabilities, rather than is "'suffering from" or
is "a victim of" mental retardation /intellectual disabilities.
• Distinguish between adults and children with intellectual disabilities.
Use adults or children, or older or younger athletes.
• A person "uses" a wheelchair, rather than is "confined" or "restricted to"
a wheelchair.
• "Down syndrome" has replaced "Down's Syndrome" and "mongoloid."
• Refer to participants in Special Olympics as athletes. In no case should
the word athletes appear in quotation marks.
Special Olympics
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82`.,,x" LGAM E S
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• Avoid using the term "Olympic" or "Olympian" when referring to
Special Olympics activities and athletes.
• A person has a physical disability rather than crippled.
• Do not use the adjective "unfortunate" when talking about persons with
an intellectual disability. Disabling conditions do not have to be life -
defining in a negative way.
• Do not sensationalize the accomplishments of persons with disabilities.
While these accomplishments should be recognized and applauded;
people in the disability rights movement have tried to make the public
aware of the negative impact of referring to the achievements of people
with physical or intellectual disabilities with excessive hyperbole.
• Use the word "special" with extreme care when talking about persons
with intellectual disabilities. The term, if used excessively in references
to Special Olympics athletes and activities, can become a cliche.
*Special Olympics International advocates for the removal of R -Word in the
public domain in order to promote acceptance and inclusion of people with
intellectual and developmental disabilities.
• Special Olympics
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83
This can also be revised as a Sponsorship Request
Dear (resident /local business owner):
I/We are writing to you on behalf of (Town's) Host Town organizing committee's
activities for the 2015 Special Olympics World Games. As you may know, our
community has been selected to be an Official Host Town in the summer of 2015
to host one of the 177 delegations of athletes and their coaches that will compete
in the World Games. (Town) will provide accommodations and cultural activities
for our guests and provide them with the opportunity to experience Life in
Southern California.
We are asking for your help in making our Host Town effort a success. We are
reaching out to (residents /businesses) such as yourself to consider making a
donation to this very special event. (Town) is excited to be a part of this
wonderful program and you can be a part o the excitement. Your tax - deductible
donation will help to ensure that each member of the delegation can experience
all that makes (Town) the special place that it is. We can accept cash, checks or
credit cards and all proceeds will benefit the athletes as they compete with the
rest of the world. We also can provide you with the same tax - deductible benefits
for any value -in -kind donations you would be able to provide.
Thank you for your consideration and support of this one of a kind opportunity.
(Town) is honored to have been named as one of the Host Towns for the 2015
Special Olympics World Games. We are grateful for the backing of our residents
as well as our business and community leaders in order to make (Town's) Host
Town project a success!
�* •- Special Olympics
WORLD
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July 21
July 22 July 23
July 24
......... ..... ....
Special Olympics
GAMES
LOS ANGELES 2015
Dear (individual or company name)
On behalf of (Town) Host Town Committee for the 2015 Special Olympics World
Games, thank you for your generous donation of $_,_ . Your contribution
makes it possible for (Town) to participate as one of the communities in Southern
California to host the athletes and their coaches prior to their competition in the
World Games.
Every two years, the world comes together to celebrate the dedication that each
of these athletes share for sports and competition. (Town) is proud to be selected
as one of the Official Host Towns and we could not achieve this milestone
without the generosity of (individuaVcompanies) such as you.
But, as you know, the efforts of the Special Olympics — especially here in
Southern California — doesn't stop with the 2015 World Games. We hope that
you continue your support of the movement into the future as a part of the legacy
of the World Games.
No goods or services of any value were or will be transferred to you with this
donation. You will be provided with a receipt for this tax - deductible donation,
issued to you by the finance department of the Organizing Committee of the
World Games for your records.
Sincerely,
Special Olympics
WRLD
GAMES
LOS ANGELES 2015
VERIFICATION OF FUNDS
EVENT:
HOST TOWN:
Section 1: Cash
(A)
Denomination
(8)
Quantity
(A x 8)
$ Amount
I's
S's
10's
20's
100's
Coins
DATE:
TOTAL CASH COLLECTED
Section 2: Checks
Quantity $ Amount
TOTAL CHECKS
Section 3: Credit Cards
Quantity $ Amount
TOTAL CREDIT CARDS
Section 4: Signatures I
Please have the two individuals responible for receiving funds at the event sign below verifying that
the amounts included herein represent the total amount collected.
Person One:
Name:
Person Two:
Name:
Signature:
Signature:
Make a copy of the completed form.
Send original Headquarters Finance Department and retain copy for your files.
Verification of Funds - 6.13.x1s - Rev. 6/13
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