Agenda Item No: 5. c Meeting Date: June 15, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Economic Development Prepared by: Brian Auger, Events Coordinator City Manager Approval:..::S:,[~ SUBJECT: Resolution Authorizing an Agreement between Coker Tire Company and the City of San Rafael to Sponsor the Start of the 2016 Great Race on Saturday, June 18 th, 2016. RECOMMENDATION: Approve the Resolution BACKGROUND: The Great Race is a cross country car competition (rally) dating back to1983. Supporting an international field of drivers and vintage cars from around the world, this annual event crosses the United States stopping in host cities along the way. Each Great Race stop has a professionally planned event which draws thousands of fans to the host city. In 2006 San Rafael was the host of the Great Race Finish Line and recipient of the 'Best Host City' for that year's race, receiving a ten thousand dollar grant award for our City Library. Mayor Phillips has led the process with the Coker Tire Company (The Great Race) to reach an agreement to have the 2016 Great Race start in Downtown San Rafael on June 18 th, 2016. The Mayor and members of City Staff are working with the Marin Convention and Visitors Bureau to promote the event, secure hotel rooms for the four hundred plus Great Race drivers, staff, and families, as well as plan a variety of hosted activities to promote the great assets of San Rafael and Marin County. The Business Improvement District, the San Rafael Chamber of Commerce, Rotary Clubs, businesses, and VIP's will also be invited to participate in support of the 2016 Great Race. ANALYSIS: As experienced in 2006, this free event will bring several thousand people into the Downtown to enjoy the Race Day atmosphere. Not only will the City benefit from these visitors but the City will get national recognition through the publicity and promotions provided for this event. Prior to the Race Day, there will be nearly a week of official and unofficial activities with the Great Race participants who are staying in or File No.: Council Meeting: Disposition: FOR CITY CLERK ONLY
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 near San Rafael. It is anticipated that all of these opportunities will result in a local economic boost through sales tax, direct spending to local businesses, additional parking revenue, etc. Staff will provide additional details regarding actual event. expenses to be incurred by the Police, Fire, Public Works, and other City Staff departments when the actual event layout is confirmed and will submit the 2016 Great Race Road Closure Resolution to City Council at a future meeting. Coker Tire Company requires the City to enter into the "Great Race 2016 Start City Host Agreement," Exhibit A to the attached Resolution, which has been approved as to form by the City Attorney. The agreement requires the City to provide a "partnership fee" of $25,000, and to provide certain other services in support of the race. Staff expects that the all costs incurred by the City for the Great Race will be provided by voluntary contributions. The Marin Convention and Visitors Bureau has already committed to a contribution of $15,000 towards the partnership fee. The remainder of the partnership fee, and any other funds needed to carry out the agreement, will be sought through sponsorship and other private sources. FISCAL IMPACT: The agreement calls for a $25,000.00 deposit to host the Great Race Start. Funds to support this agreement will be deposited to and appropriated from the Other Grants and Contributions Fund. The expectation is that all new costs associated with this event will be covered through fund raising and other contributions. OPTIONS: 1. Approve Resolution Authorizing the agreement between Coker Tire Company and the City of San Rafael 2. Modify the Resolution Authorizing a contract agreement between Coker Tire Company and the City of San Rafael 3. Decline to Approve Resolution Authorizing a contract agreement between Coker Tire Company and the City of San Rafael ACTION REQUIRED: Approve the attached resolution. ATTACHMENTS: Resolution with attached Exhibit A-The Great Race 2016 Start City Host Agreement
RESOLUTION NO. RESOLUTION AUTHORIZING AN AGREEMENT BETWEEN COKER TIRE COMPANY AND THE CITY OF SAN RAFAEL TO SPONSOR THE START OF THE 2016 GREAT RACE ON SATURDAY, JUNE 18 TH, 2016 WHEREAS, the Great Race is a cross-country car competition (rally) dating back to 1983, in which an international field of drivers and vintage cars from around the world cross the United States stopping in host cities along the way; and WHEREAS, in 2006 the City of San Rafael was the host of the Great Race Finish Line and recipient of the 'Best Host City' for that year's race, receiving a ten thousand dollar grant award for the City's Public Library; and WHEREAS, Mayor Phillips has led the process of reaching an agreement with the Coker Tire Company (The Great Race) to have the 2016 Great Race start in Downtown San Rafael on June 18 th, 2016; and WHEREAS, this event will bring several thousand people into the Downtown area to enjoy the Race Day atmosphere; and the City will benefit from these visitors and receive national recognition through the publicity and promotions provided for the event; and WHEREAS, the initial "partnership fee" of $25,000 required for this agreement, and other City costs that may be incurred, will be supported by contributions to be deposited in the Other Grants and Contributions Fund; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: 1. The Mayor, or his designee, is hereby authorized to execute the Great Race 1
2016 Start City Host Agreement attached hereto as Exhibit A. 2. The City Council hereby appropriates $25,000 from the Other Grants and Contributions Fund to support this agreement. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday the fifteenth day of June, 2015, by the following vote, to wit: AYES: NOES: ABSENT: COUNCILMEMBERS: COUNCILMEMBERS: COUNCILMEMBERS: ESTHER C. BEIRNE, City Clerk 2
Exhibit A THE GREAT RACE 2016 START CITY HOST AGREEMENT This agreement is between Coker Tire Company, a Tennessee corporation dba Great Race (hereinafter "GREAT RACE"), and the City of San Rafael, Calif., a California Charter City, (hereinafter "CITY STOP") in regard to "CITY STOP" sponsoring the Grand Start promotion of the 2016 Great Race (hereinafter "GR") and related festivities in San Rafael, California, on Saturday, June 18, 2016. A. "GREAT RACE" and "City Stop" Agree to the Following: 1. the name of the event is the Hemmings Motor News Great Race presented by Hagerty. The official start City is San Rafael, Calif., and the official finish city is Moline, III. "CITY STOP" further agrees this wording and corresponding logos as provided and/or approved by "GREAT RACE" will be used by "CITY STOP" in promoting and advertising the event. "GREAT RACE" reserves the right to incorporate the name of a title sponsor into the event name. "CITY STOP". agrees to use the event name at the request of "GREAT RACE". 2. any duplication of the event logo and the name of the event must be approved by "GREAT RACE" in writing prior to use. 3. this Agreement is not assignable by either of the parties hereto without the prior written consent of the other party. B. "CITY STOP" AGREES TO: 1. submit all media and promotional materials to "GREAT RACE" pertaining to "GR" for approval in writing prior to use. 2. local event sponsorship and signage will not include alcohol, tobacco and/or sponsors which conflict with "GR" sponsors. "CITY STOP" will secure approval in writing from "GREAT RACE" for host event sponsorship and sign age. Pouring
Overnight Stop City Host Agreement Page 2 of5 rights which are not advertised or recognized as a sponsor are allowed and do not violate th is provision. 3. secure approval of local sponsors in writing by "GREAT RACE" prior to their signing. 4. event venue must be approved by "GREAT RACE." 5. pay "GREAT RACE" a partnership fee of $25,000 (first payment of $12,500 due Jan. 15, 2016; second payment of $12,500 due May 1, 2016). 6. obtain written approval from "GREAT RACE" for all planned festivities which relate to "GR" and its participants. Said approval will not be withheld in an unreasonable or untimely manner. 7. promote "GR" as the major attraction of any and all scheduled festivities on Saturday, June 18, 2016. 8. provide a color guard and national anthem singer for the race ceremony prior to first car's departure. 9. provide the event venue, the equivalent of three city blocks on a secured, hard surface area, preferably in one continuous area. Provide necessary street closures; process and pay any relevant street or city permits; and provide traffic control for the designated Grand Start location and event venue on the day of Saturday, June 18, 2016. Traffic control by local police, if necessary, will be provided during the 3-hour time period of the Great Race event. 10. "GREAT RACE" will make available to "CITY STOP" videotape and photographic material for use in promotional and marketing tools by "CITY STOP". "GREAT RACE" retains the right of approval of any materials containing "GREAT RACE" images. Said approval will not be withheld in an unreasonable or untimely manner. "CITY STOP" may use its own photographer for "GR". 11. provide contact names, addresses, phone and e-mail and arrange meetings for "GREAT RACE" promotional solicitation of local media, which includes primary newspapers, local radio stations, and television affiliates. 12. distribute "GREAT RACE" supplied event posters at appropriate local businesses and locations. 13. distribute media releases to local media and provide assistance in developing media coverage using local interest angles. "CITY STOP" will perform this function at the direction of " GREAT RACE". 2
Overnight SlOP City Host Agreement Page 3 of5 14. provide artwork for a full-page color ad in the 2016 edition of the Great Race Souvenir Program no later than April 1, 2016. If artwork is not received by that date, "GREAT RACE" will not guarantee publication of "CITY STOP's" ad. 15. provide hors d'oeuvres for a maximum of 450 for "GREAT RACE" staff and event participants at a cost to the City Stop of $10,000. All "GREAT RACE" staff and event participants are identified by event badges. 16. require all venue and food & beverage vendors to provide a Certificate of Liability to GREAT RACE with coverage minimums listed below showing "Great Race, Coker Tire Co., and their subsidiaries" as an additionally insured. Commercial General Liability (Occurrence Form) General Aggregate (other than Prod/Comp Ops Liability) $ 2,000,000 Products/Completed Operations Aggregate $ 2,000,000. Personal & Advertising Injury Liability $ 1,000,000 Each Occurrence $ 1,000,000 Workers Compensation and Employer's Liability Workers' Compensation State Statutory Limits Employer's Liability o Bodily Injury by Accident $100,000 each accident o Bodily Injury by Disease $500,000 policy limit o Bodily Injury by Disease $100,000 each employee Umbrella Liability Each Occurrence and Aggregate $1,000,000 17. indemnify, hold harmless and defend "GREAT RACE" and its or their directors, officers, employees, agents, affiliates, principals, partners, members, sponsors and shareholders from any and all losses, damages, claims, expenses, and liabilities of any kind arising out of or resulting from any act, omission or negligence of "CITY STOP", its agents and employees, relating to an event conducted in whole or in part by "CITY STOP" and not caused by the act, omission or negligence of any person seeking indemnification from "CITY STOP" under the terms of this paragraph. 18. CITY STOP will help coordinate the Great Race movie being shown on Wednesday night, June 15, 2016, at the local theater. 19. CITY STOP will set up tours of local vineyards for the participants sometime during the week of June 13-17. 20. CITY STOP will work to set up tours of private automobile museums in the area during the week of June 13-17. 21. CITY STOP will try to provide 1 bottle of area wine at the 2015 Great Race finish banquet to promote the 2016 start in San Rafael. 3
Overnight Stop City Host Agreement Page 4 of5 22. CITY STOP will work with the Sonoma Raceway to provide Great Race cars access for laps around the track during the week of June 13-17. 23. CITY STOP will work with Great Race to help secure the Peacock Gap Golf Club for the opening banquet on Thursday, June 16, or Friday, June 17. 24. CITY STOP will provide information to participants about San Francisco Bay area tours. C. IN CONSIDERATION FOR THE ABOVE, "GREAT RACE" WILL: 1. organize and conduct the 2016 Great Race, which will start in San Rafael, Calif., on Saturday, June 18, 2016 and finish in Moline, III., on Sunday, June 26, 2016. 2. conduct activities for the Saturday, June 18, 2016, Grand Start in "CITY STOP" 3. identify "CITY STOP", as the Grand Start in the "GR" venue list and www.greatrace.com website, and include "CITY STOP", in the 2016 "GREAT RACE" in-house publicity campaign. 4. erect a secondary hitchhiker banner measuring 3 feet tall x 17.5 feet wide attached below the main banner on the Start Gate. "GR" will supply the banner. 5. provide a choreographed show in the Start Gate immediately prior to the Grand Start of race cars on Saturday, June 18, 2016. 6. provide VIP recognition and photo/speaking opportunities for up to 7 local sponsors and officials during ceremonial medallion presentation in the Start Gate as part of choreographed show. 7. provide a static display of event vehicles accessible to the public in the event venue on Saturday, June 18, 2016. 8. identify "CITY STOP", as the Grand Start location on 2016 Great Race printed materials including but not limited to: selected event merchandise, national press. releases and media materials, monthly email blasts to competitors and media, mentions from Great Race radio promotion partners, inclusion in the television show and in ads national magazines published by Hemmings Motor News. 9. allow "CITY STOP" non-conflicting signage rights in the event venue exclusive of the Start Gate area; allow "CITY STOP" sampling and/ or sales rights in the pit area. Thespace required for this must be in addition to the required space of the event venue. "GREAT RACE" will conduct sales of Great Race Souvenir Programs and event merchandise in the venue. 4
Overnight Stop City Host Agreement Page 5 of5 10. provide "CITY STOP" with a copy of the event liability insurance policy carried by "GREAT RACE" naming as additional insured "the City of San Rafael, its officers, employees, and volunteers." 11. indemnify, hold harmless and defend "CITY STOP" and its or their directors, officers, employees, agents, affiliates, principals, partners, members, sponsors and shareholders from any and all losses, damages, claims, expenses, and liabilities of any kind arising out of or resulting from any act, omission or negligence of "GREAT RACE", its agents and employees, relating an event conducted in whole or in part by "GREAT RACE" and not caused by the act, omission or negligence of any person seeking indemnification from "GREAT RACE" under the terms of this paragraph. 12. cooperate fully with "CITY STOP" and use its best efforts in promoting and publicizing the Grand Start promotion and related festivities of "GR" in City Stop 13. provide one full-page color ad in the 2016 edition of the Great Race Souvenir Program. If artwork for the ad is not received by April 1, 2016, "GREAT RACE" will not guarantee publication of "CITY STOP's" ad. 14. provide the Great Race movie vehicles the Leslie Special and the Hannibal 8 to be parked at a local theater for the movie showing on Wednesday night, June 15, 2016 For City Stop: Name Date Title For GREAT RACE : Jeff Stumb Director Date 5