Beverly Hills City Council
July 19, 2022

AGENDA REPORT
Meeting Date: July 19, 2022
Item Number:

To: Honorable Mayor & City Council
From: Magdalena Davis, Special Events & Filming Coordinator Subject: RECOMMENDATION OF THE BEVERLY HILLS CITY COUNCIL

LIAISON/ RODEO DRIVE/ SPECIAL EVENTS/ HOLIDAY PROGRAM

COMMITTEE REGARDING THE REQUEST OF WAIVER OF FEES
FOR "NOT TODAY CANCER" 2ND ANNUAL MEMORIAL 5K ON
SEPTEMBER 25, 2022
Attachments: 1. Proposal from Not Today Cancer 501c3

2. Route Concept

3. Letter of Support from Noah Margo, BHUSD Vice President & Governing Board Member

4. Letter of Support from Caitlin Carter, BVMS Math Teacher/Dept.

Chair

5. June 16, 2022 Report from City Council Liaison/Rodeo Drive /Special Events /Holiday Program Committee (without
attachments)

RECOMMENDATION
The Beverly Hills City Council Liaison/Rodeo Drive/ Special Events/ Holiday Program Committee (Liaisons) recommended for Council to approve a request from “Not Today Cancer” 501c3 nonprofit charity 5K fun run for pediatric cancer research. Permit, personnel, and facility use fees estimated to be $15,349.00 is requested to be waived by Council for the 2nd annual event, “Beverly Hills Run of the STARS”, to be held on Sunday, September 25, 2022. No full street closures are requested for the 5K race, or event expo at Roxbury Park. If approved, staff will proceed with permitting and logistics.

INTRODUCTION
On June 16, 2022, the City Council Liaison/ Rodeo Drive / Special Events / Holiday Program Committee (Liaison Committee), recommended the request from “Not Today Cancer” (NTC) to waive permit and personnel fees for a 2nd annual charity 5K fun run for pediatric cancer research, in honor of the co-founders’ son, Mason Duncan-Book. The race is proposed for the morning of Sunday, September 25, 2022, and is titled “Beverly &
Meeting Date: July 19, 2022

Hills Run of the STARS”, to raise awareness and funds for the STAR Act, a childhood cancer bill up for renewal in Congress.

This item seeks City Council approval of the recommendation from the Liaison Committee, including the waiver of an estimated $15,349.00 in permit, personnel and facility use fees. NTC as event organizers will be responsible for completing all necessary permitting requirements, notifications, traffic safety plan and equipment.

DISCUSSION
Not Today Cancer was established in 2021 by Stacey Book and Jennifer (JJ) Duncan who lost their 11-year-old son Mason to T-Cell Acute Lymphoblastic Leukemia in the autumn of 2020. NTC has developed an annual event to raise money and awareness for pediatric cancer research in September, which is both Pediatric Cancer Awareness Month, and Mason’s birthday month. Last year, the inaugural 5K race took place, along with a bench dedication, in Roxbury Park, where Mason was known as the “Mayor of Roxbury”. It had over 200 participants.

This year’s goal for the 5K is to grow the race from a park-only loop, to a larger course with post-race Expo event, and a larger audience. This year’s race, titled “Run of the Stars”, will honor Beverly Hills as home of real-life stars like Mason, while raising awareness and funds for the 2018 STAR Act (Survivorship, Treatment, Access, Research), the most comprehensive childhood cancer bill passed in history.

A waiver of permit, personnel, and facility use fees is requested to maximize the total proceeds that can go to the nonprofit organization. The event, as proposed, includes the following:
x Race bib pickup and final registration in an interior room at Roxbury Community Center on Saturday, September 24, 2022 from 9:00am-5:00pm x 5K race starting at Roxbury Park, on a local residential and business street route (see Attachment 2), on Sunday, September 25, 2022 from approximately 9:15am-10:30am
x Post-race trophy ceremony and “Community NTC Party” at Roxbury Park until 1:00pm on Sunday, September 25, 2022
No full street closures are proposed for this year’s event, and organizers will work with City staff, including BHPD, to determine the safest route and traffic control needed for the race. The goal is to grow the event from last year’s 200-plus participants, up to 1,500 participants. The race course will be a 5K at approximately 3.1 miles, and geared towards anyone 10 years of age and older who can walk, run, and have fun.

Local community members have written support for the event (Attachments 3 and 4), and the Duncan-Book family have been residents of Beverly Hills since 2006, with their children attending BHUSD schools. Notifications will be distributed along the route to any affected residents and businesses, as well as placement of advanced signage. Beautiful gold ribbons (the color of childhood cancer awareness) will also be distributed to supporters throughout the City, including along the route. NTC hope to have this be an opportunity for community engagement for BHUSD families, and others who may have been affected by Mason’s death, as well as having public recognition for National Childhood Cancer Awareness Month, as the STAR Act is up for re-authorization this year in Congress.

NTC organizers plan to have corporate sponsors as well as race registration cover the cost of the event, while donors and racer will raise money for the nonprofit. City permit, Meeting Date: July 19, 2022

personnel, and facility use fees are requested to be waived to maximize total proceeds.

FISCAL IMPACT
Expenses related to the event requested to be waived by the Not Today Cancer event organizers, include: City permits, facility use fees, City personnel, and any other Cityassociated costs related to the event. The waiver of fees does not include non-City items that are required for the event, such as notifications, traffic control equipment, and vendor-related expenses.

The following are estimates for the current proposal based on the FY ‘22/’23 fee schedule (as of July 1, 2022), and may be up to these amounts:

Proposed Fees Waived Estimated Cost
Special Event & Public Right of Way Fee $1,025.00
Roxbury Park Community Center Room Rental* $3,824.00
Roxbury Park Grounds Use $4,704.00
Park Ranger $472.00
Police Officers & Traffic Control Officers $2,664.00
Fire Safety Officer $660.00
Public Works Personnel $520.00
Signage, Equipment Fee $1,480.00
Total $15,349.00
*This is for the largest room available at Roxbury Community Center. A lower-rate smaller room may be available and utilized instead depending on use requested and availability.

The City’s Risk Manager has also recommended General Liability Insurance in the amount of $3 million dollars (per occurrence) naming the City of Beverly Hills as an additional insured, as a requirement to be provided by event organizers. This insurance requirement matches other street-use events in the City.

David Yelton,
Assistant Director of Community
Development & Building Official
Approved By
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Attachment 3
JJ,
I was honored to receive your email. With the world mired in so much ugliness we often ask ourselves, “What can one do that really matters?” For me, it has always been serving the best interests of children. From school teacher to school board to Taste of Broadway to charities, I have had a pretty consistent streak supporting the youth of our community. It is for that reason that I am writing this letter in full support of your upcoming Not Today Cancer (NTC) event. Last year’s 5K was one of those rare community get-togethers with a real purpose. It brought people together who do not normally interact on such a personal level. Much akin to running into your high-school teacher at a concert. “Oh, you like this band, too? Who would’ve thunk it?” I adored Mason. The memories of him coming to rehearsals after treatment left an indelible mark in my brain. His strength was truly a miracle to behold and to this day I honestly draw upon those moments during my own difficult times. The mission of NTC is noteworthy as well. Amongst so many nonprofits, its goal is specific, purposeful and truly comes from the heart with no other motive than supporting children’s lives. When communities can rally in support of a cause it brings out the best in us. That is exactly what we need now and always. I look forward to September and celebrating Mason’s life with such a wonderful event.

Noah Margo
BHUSD Vice President & Governing Board Member
Attachment 4
Greetings.

I am writing in support of the Not Today Cancer event In Beverly Hills. As a BHUSD teacher for over 25 years, I love how this community comes together to support one another and this event is the perfect example of that. I have been the service learning coordinator at Horace Mann and now Beverly Vista Middle School for a number of years. The service learning program is where students not only give back to their community, but learn more about a cause in the process. Through the Not Today Cancer organization, our students have learned about this terrible disease and how it can impact families. But they have also learned about treatments and hope that we all have to someday find a cure. For example, students in my math class have used statistics related to this topic to solve problems and students in science classes have learned how cells work.

Students are also able to earn community service hours at the Not Today Cancer event. In all of my years, I have never seen such an outpouring of support from our students to this wonderful cause. There were more students volunteering for this event than I have ever seen and even now, months later, students are still talking to me about it. We had cheerleaders and color guard also there making the event more fun and getting everyone involved.

Finally, I would like to add that the organization of this event was amazing. We had advance meetings with the team and they had a plan ready and everything set in place. We at Beverly Vista are so fortunate to be able to work with them and we are so proud to support this cause. It is my hope that it can be a tradition that Beverly Vista and Not Today Cancer work together for years to come.

Caitlin Carter
--
Caitlin Carter
MATH TEACHER/DEPT. CHAIR
200 South Elm Drive
Beverly Hills, CA 90212
(310) 229-3665 ext. 3083
bvms.bhusd.org
"Unleashing Every Learner's Potential"
Follow us at @bvms.bhusd
Attachment 5

CITY OF BEVERLY HILLS

COMMUNITY DEVELOPMENT

MEMORANDUM
TO: City Council Liaison/Rodeo Drive /Special Events /Holiday Program Committee FROM: Magdalena Davis, Special Event and Filming Coordinator DATE: June 16, 2022
SUBJECT: Request from “Not Today Cancer 2nd Annual Memorial 5K” on September 25, 2022
ATTACHMENTS: 1. Proposal from Not Today Cancer 501c3

2. Route Concept

3. Letter of Support from Noah Margo, BHUSD Vice President & Governing Board Member

4. Letter of Support from Caitlin Carter, BVMS Math Teacher/Dept. Chair

INTRODUCTION
The Beverly Hills City Council Liaison/Rodeo Drive /Special Events /Holiday Program Committee (Liaisons) are requested to review a request from “Not Today Cancer” (NTC) 501c3 nonprofit for a charity 5K fun run for pediatric cancer research, in honor of the co-founders’ son, Mason Duncan-Book. A waiver of permit and personnel fees is requested for the 2nd annual event to be held on Sunday, September 25, 2022. No full street closures are requested for the 5K race, or event Expo at Roxbury Park. If approved, staff will proceed with necessary permitting while notifications will be the responsibility of the event applicant.

DISCUSSION
Not Today Cancer was established in 2021 by Stacey Book and Jennifer (JJ) Duncan who lost their 11-year-old son Mason to T-Cell Acute Lymphoblastic Leukemia in the autumn of 2020. NTC has developed an annual event to raise money and awareness for pediatric cancer research in September, which is both Pediatric Cancer Awareness Month, and Mason’s birthday month. Last year, the inaugural 5K race took place, along with a bench dedication, in Roxbury Park, where Mason was known as the “Mayor of Roxbury”. It had over 200 participants.

This year’s goal for the 5K is to grow the race from a park-only loop, to a larger course with postrace Expo event, and a larger audience. This year’s race, titled “Run of the Stars”, will honor Beverly Hills as home of the stars, like Mason, while raising awareness and funds for the 2018 STAR Act (Survivorship, Treatment, Access, Research), the most comprehensive childhood cancer bill passed in history.

A waiver of permit and personnel fees is requested to maximize the total proceeds that can go to the nonprofit organization. The event, as proposed, includes the following:
2 of 3
x Race bib pickup and final registration in an interior room at Roxbury Community Center on Saturday, September 24, 2022 from 9:00am-5:00pm
x 5K race starting at Roxbury park, on a local residential and business street route (see Attachment 2), on Sunday, September 25, 2022 from approximately 9:15am-10:30am x Post-race trophy ceremony and “Community NTC Party” at Roxbury Park until 1:00pm on Sunday, September 25, 2022
No full street closures are proposed for this year’s event, and organizers will work with City staff including BHPD, to determine the safest route and traffic control needed for the race. The goal is to grow the event from last year’s 200-plus participants, up to 1,500 participants. The race course will be a 5K at approximately 3.1 miles, and geared towards anyone 10 years of age and older who can walk, run and have fun.

Local community members have written support for the event (Attachments 3 and 4), and the Duncan-Book family have been residents of Beverly Hills since 2006, with their children attending BHUSD. Notifications will be distributed along the route to any effected residents and businesses, as well as placement of advanced signage. Beautiful gold ribbons (the color of childhood cancer awareness) will also be distributed to supporters throughout the City. NTC hope to have this be an opportunity for community engagement for BHUSD families, and others who may have been affected by Mason’s death, as well as having public recognition for National Childhood Cancer Awareness Month, as the STAR Act is up for re-authorization this year in Congress.

NTC organizers plan to have corporate sponsors, as well as race registration cover the cost of the event, while donors and race fundraisers will raise money for the nonprofit. City permit, room rental, and personnel fees are requested to be waived to maximize total proceeds.

FISCAL IMPACT
Expenses related to the event requested to be waived by the Not Today Cancer event organizers, include: City permits, rental use fees, City personnel, and any other City-associated costs related to the event. The waiver of fees does not include non-City items that are required for the event, such as notifications, traffic control equipment, and vendor-related expenses.

The following are estimates for the current proposal based on the FY ‘22/’23 fee schedule (as of July 1, 2022), and may be up to these amounts:

Proposed Fees Waived Estimated Cost
Special Event & Public Right of Way Fee $1,025.00
Roxbury Park Community Center Room Rental* $3,824.00
Roxbury Park Grounds Use $4,704.00
Park Ranger $472.00
Police Officers & Traffic Control Officers $2,664.00
Fire Safety Officer $660.00
Public Works Personnel $520.00
Signage, Equipment Fee $1,480.00
Total $15,349.00
*This is for the largest room available at Roxbury Community Center. A lower-rate smaller room may be available and utilized instead.

The City’s Risk Manager has also recommended General Liability Insurance in the amount of $3 million dollars (per occurrence) naming the City of Beverly Hills as an additional insured, as a 3 of 3
requirement to be provided by event organizers. This insurance requirement matches other streetuse events in the City.

RECOMMENDATION
City Council Liaison feedback and direction is requested regarding support of the Not Today Cancer 2nd Annual Memorial 5K “Run of the Stars” event and associated fee waivers of approximately $15,349.00 to occur Sunday, September 25, 2022. City Staff will bring a complete proposal to the full City Council for approval at a future meeting, and move forward with permitting and logistics.