AGENDA REPORT
Meeting Date: July 18, 2023
Item Number:
To: Honorable Mayor & City Council
From: Patty Betancourt, Special Event & Filming Coordinator, Community Development Department
Subject: REQUEST FROM NOT TODAY CANCER TO HOST “RUN OF THE STARS” A 5K RUN/WALK ON SUNDAY, OCTOBER 15, 2023
BEGINNING AND ENDING AT BEVERLY VISTA MIDDLE SCHOOL
Attachments: 1. Proposal from Not Today Cancer 501c3
2. Proposed Race Route
3. Letters of Support
4. City Council Liaison/Rodeo Drive/Special Events/Holiday Program Committee Report from June 20, 2023 (Without
Attachments)
RECOMMENDATION
Staff recommends City Council review and approve a recommendation from Beverly Hills City Council Liaisons/Rodeo Drive/Special Events/Holiday Program Committee (Liaisons) on Tuesday, June 20, 2023 for commitment of support for Not Today Cancer 3rd Annual Memorial 5K “Run of the Stars” event and associated fee and personnel waivers of approximately $5,496.00 to occur Sunday, October 15, 2023.
INTRODUCTION
Not Today Cancer (NTC), a 501c3 Beverly Hills based non-profit organization supporting research for cures for pediatric cancer would like to host a charity 5K Run/Walk, “Run of the Stars”. A waiver of permit and personnel fees is being requested for the 3rd annual event to be held on Sunday, October 15, 2023. No full street closures are requested for the 5K race or event Expo at Beverly Vista Middle School. If approved, staff will proceed with necessary permitting while notifications will be the responsibility of the event applicant, Not Today Cancer.
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 Fall of 2020. NTC has organized this annual event, in honor of the co-founder’s son Mason, to raise money and awareness for pediatric cancer Meeting Date: July 18, 2023
research and to help prevent other families from going through the same hardships.
The race has grown over the years and race co-founders are hopeful and trying to reach the 2023 goal of 1,000 participants and attendees. The race will start at Beverly Vista Middle School, take a route to have the least amount of impact on drivers, and end with an Expo inside Beverly Vista Middle School playground area. “Run of the Stars” will focus on bringing together all the Stars of Beverly Hills and surrounding neighborhoods, 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:
• Race bib pickup and final in-person registration.
• 5K race starting at Beverly Vista Middle School, continuing on local residential and business street route (Attachment 2), on Sunday, October 15, 2023 from approximately 8:30am-10:00am.
• Post-race trophy ceremony and awards will be handed out at the race expo.
No full street closures are proposed for this year’s event, and organizers have been working with City staff including BHPD, to determine the safest, least impactful and best traffic controlled route as possible. The 5K racecourse is approximately 3.1 miles, and is geared towards anyone 10 years of age and older who can walk, run, and have fun. During 2022’s race, 47% of the participants were between the ages of 2 – 18, with many teams from Beverly Hills Middle School, High School, AYSO and Little League teams.
Proposed 2023 Participant Route:
• South on S. Elm Drive
• East on Gregory Way
• North on N. Palm Drive
• West on Charleville Blvd
• Southwest on Durant Drive
• Southeast on S. Moreno Drive
• Northeast on Robbins Drive
• South on S. Lasky Drive
• Southwest on Young Drive
• Southeast on S. Moreno Drive
• North on Spalding Drive
• East on Gregory Way
• North on S. Elm Drive
Local community members have written support for the event (Attachment 3), and the Book- Duncan family have been residents of Beverly Hills since 2006, with their children attending BHUSD. As done in previous years, residential and commercial notifications will be distributed along the route, in addition to advance warning signage. NTC hopes to unite the community around a worthy cause, while building pride and good will towards cancer research.
NTC organizers plan to have corporate sponsors, as well as race registration Meeting Date: July 18, 2023
cover the cost of the event, while donors and race fundraisers will raise money for the nonprofit. City permit and personnel fees are requested to be waived to maximize total proceeds.
NOTIFICATIONS
Notifications are a team effort between Not Today Cancer race organizers and the City.
All information will be posted via local platforms which include print, digital, and social media. Flyers will be distributed at local events and to students at the Beverly Hills Unified School District, with permission from the district, of course. The 5K racecourse is approximately 3.1 miles and is geared towards anyone 10 years of age and older who can walk, run, and have fun. During last year’s race, 47% of the participants were between the ages of 2 – 18, with many of the teams being from Beverly Hills Middle and High School, AYSO and Little League teams. It is a great local race to help bond the community and bring out anyone who would like to support the worthy cause.
Residential and business notifications will be distributed along the race route. This community focused event, designed to motivate and bring together the people of Beverly Hills and surrounding neighborhoods with the mission of supporting cures for childhood cancer.
FISCAL IMPACT
Expenses related to the event requested to be waived by the Not Today Cancer event organizers, include: City permits, City personnel, and any other Cityassociated costs related to the event. The waiver of fees does not include nonCity 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 23/24 fee schedule:
Proposed Fees Waived Estimated Cost
Special Event & Public Right of Way Fee $1,151.00
Police Officers & Traffic Control Officers $2,075.00
Fire Safety Officer $700.00
No Parking Signs $1,570.00
Total $5,496.00
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.
Jeffrey Lambert,
Interim Director of Community
Development
Approved By
Attachment 1
October 15, 2023
The Beverly Hills Run of the Stars
5k Run/Walk
DATE: Sunday, October 15, 2023 6am - 12pm
Host: Not Today Cancer, a Beverly Hills based not-for-profit organization supporting research for cures for pediatric cancer.
Program: October 14 - Set Up and T-shirt Pick Up
October 1 - Race Day
3pm - 7pm: Bib and t-shirt pick up, in person registration at Beverly Vista Middle School
2pm - 6pm: Materials delivery to Beverly Vista Middle School 6am vendors begin set up, starting line truss set up, main stage set up (no amplified sound until 8am)
7am Festival opens to public
8am MC begins the program from the Main Stage
8:20am Warm Up – lead the racers in some jumping jacks, light stretches (toe-touches, reach to the sky) – dance – keep it fun. 8:25am National Anthem from stage
8:30am STARTING HORN (Music begins from main stage.)
8:45am 5K winner crosses finish line
10am Mayor’s Award, Teams and Age group awards from the stage
Budget: $40,000
Event Access: The Run of the Stars will require an entry fee for participants. The Race Expo will be an open and free event for all who would like to enjoy it.
Expected
Attendees:
Our goal in 2023 is 1000 participants and attendees.
Target
Demographics:
The 2022 Beverly Hills Race of the Stars counted a majority of participants and fundraisers from the City of Beverly Hills. We are hoping to expand the event this year, both within Beverly Hills and among the surrounding Los Angeles communities.ƀƀ
At the 2022 event 47% of the participants were between the ages of 2 and 18, drawing teams from both Beverly Hills Middle School and Beverly Hills High School, as well as Beverly Hills AYSO and Little League. Teams ran in their uniforms and cheered each other on - it was a wonderful community bonding event. We’re hoping to continue to expand in 2023 with even more local school and team participation.ƀƀ
Notable
Attendees:
One of the signature awards at the event is the Beverly Hills Mayor’s Award, given to the top fundraiser. In 2022 the Mayor’s Award was handed to Leah Yasharpour, a 4th grade student at Hawthorne Elementary School.
We look forward to the Beverly Hills Mayor being a key participant in this event for years to come. We also count, among our supporters, the Rotary Club of Beverly Hills, of which Not Today Cancer is a grant recipient.
There are notable Beverly Hills residents that attend and promote our event, and we look forward to welcoming them to the race.
The Beverly Hills Run of the Stars is a community focused event, designed to motivate and bring together the people of Beverly Hills and surrounding neighborhoods with the mission of supporting cures for childhood cancer.ƀƀ
In 2022 44% of the participants in the run were from outside communities. As this race grows it will continue to bring in “running tourism” from around the region. The Race Expo that accompanies the event will give Beverly Hills businesses a chance to exhibit and promote.
Cat Cora
Publicity /
Marketing:
Promotion of the event will be via local media - print, digital, and social.
Flyers will be distributed at local events and to students at BHUSD (with permission). We will explore opportunities for signage and promotion in local businesses.
We have a kick-oĊ event for community marketing scheduled for the end of March.
PUBLIC BENEFIT
As the founders of this organization we truly came to understand the meaning and power of community when our son Mason was diagnosed with leukemia at 9 years old. For two years we battled alongside Mason and this community held us up and made it possible for us to give him the best possible shot at survival.
Mason is not the only child in our community to be diagnosed with cancer. We are very hopeful that we never lose another child in our city to this disease, but our eĊort only begins there. Most of the therapies given to children with cancer were developed for adults, and have not changed in 40 years.
The long term eĊects on our children can be devastating - things like brain damage, congestive heart failure, and a significant increase risk of secondary cancers. With improved treatments, in addition to fewer deaths, we will also reduce the severity of chronic health conditions for survivors.
Uniting a community around a cause does more than support the cause, it also supports community building and engenders pride and good will. We have been honored to call this wonderful city home, and this event is a reflection of everything Beverly Hills has given us - and everything we hope to give back.
We have consulted with BHPD and BHUSD to confirm the race route.
The route begins and ends on South Elm Drive inside the gates of Beverly Vista Middle School. The Race-Day Expo would take place on the Beverly Vista grounds.
RACE ROUTE
Beverly Vista Route
Permits / Impact and Requests
We are requesting lane closures along the route to ensure participant safety. Please see attached route maps.
We are requesting permits for restricted parking along one side of the street throughout the route from 6am - 11am.
We are requesting permission for amplified sound, not to go beyond 8am-10pm.
We have confirmed access to Beverly Vista for staging race supplies and equipment on October
14. We will erect a starting line / finish line truss, within the grounds of Beverly Vista. 10 feet high
20 feet wide
Cross bar weighs 60 lbs
Stands on the sides are 50 lbs each
We are hanging a 15 foot wide and 3 foot tall banner of less than 2 lbs from the cross bar We are using 130 pounds of weight on each side connected to the stands.
We will erect a small 8’x8’ stage.
18 inches high. 8 foot square with a two step stairway with railing on the end.
Weight of the stage 300 pounds total and is supported by 6 steel legs at the corners and in the middle.
The stage will only be used for at most 4 staĊ and participants walking on it at any given time. There will also be a mic stand on the stage of less than 5 pounds in weight.
J.J. Duncan, 310.779.9334
Stacey Book, 917.327.0962
NOT TODAY CANCER
Attachment 2
Attachment 3
JUDITH K. MANOUCHEHRI,
A PROFESSIONAL LAW CORPORATION
9595 WILSHIRE BLVD, SUITE 407
BEVERLY HILLS, CALIFORNIA 9021 2
TELEPHONE: (31 0) 490-41 95
EMAIL: [email protected]
March 4, 2023
City of Beverly Hills455 N. Rexford Drive
Beverly Hills, California 90210
Re: Letter of Recommendation In Support of: Not Today Cancer / Beverly Hills Run of the Stars To Whom It May Concern:
I whole-heartedly write this letter to support Not Today Cancer, a federally recognized 501c(3) tax deductible public charity, which sponsors the Beverly Hills Run of the Stars.
My husband Kami and I met the founders of Not Today Cancer, Stacey and JJ Book-Duncan about 5 years ago,in a pre-Covid world, when we were all just soccer parents. Our sons Mason and Joshua were AYSO teammates that season, and Stacey our team’s parent-volunteer coach. Stacey was a long-time goal-keeper, like my son Joshwanted to be (and now is). To this day, I am reminded of Stacey’s kindness and commitment to our team andespecially, to cultivate Josh’s goalie skills by meeting with him separately on Friday afternoons at Beverly Vista.
I was not surprised to learn the Duncan-Books determined that notwithstanding their own hardship, they wouldlike to prevent other families from experiencing the same. Stacey and JJ founded Not Today Cancer to commemorate Mason, and to fundraise to find a cure for childhood cancer, and developed the 5K Run ofthe Starsto that end.
My family, friends and I were fortunate to participate in last year’s race. It was a beautiful morning with over$50,000 raised. Hundreds of members of our Beverly Hills community — children, young adults, and us parents, took part. The event also raised awareness to the tremendous need for childhood cancer research — which only receives a tiny share of cancer research monies. Not Today Cancer has since begun to hold toy drives to benefitchildren at Children’s Hospital Los Angeles.
The Not Today Cancer Run of the Stars is one of the best parts of Beverly Hills, because it reminds us what istruly important in our lives — each other; and more so, it has brought out the best in us — our community power.
I am hopeful the City of Beverly Hills will allow the Run of the Stars to again take place, and will give us the chance to show-up as a community for: Mason, the Duncan-Book Family, and all our children.
If I can be of assistance to you, I welcome any desired discussion and hope you will call me at (310) 490-4195.
Very truly yours,
JLtQlLt11 t’’toveJ’ir
Judith K. Manouchehri, Esq.
3/7/23
The Dear Colleagues, Esteemed Beverly Hills Officials
I am writing in support of an initiative that is already near and dear to the city’s heart. The Not Today Cancer Annualrace is a community service opportunity for the students of Beverly Hills — from volunteer opportunities to fundraisingfor a truly worthy cause that has affected Beverly Hills families.
The spirit and volume of runners and supporters, on all levels, at Roxbury Park last year was truly incredible. The value of this race continues to underscore theThe importance of visibility of Beverly Hills participating in National Childhood CancerAwareness month, As a member of the Board of Education for Beverly Hills Unified School District, I continue tocherish and passionately support the return of this race for the upcoming fall of 2023.
Please do your part to support and allow this wonderful event on behalf of Not Today Cancer and all the children and families who are impacted by cancer.Thank You,
Amanda Stern, EdD
Vice President
Dr. Amanda Stern shemermers
255 S. Lasky Drive
Beverly Hills, CA 90212
(310) 551-5100bhusd. org
BEVERLY HILLSUNIFIED SCHOOL DISTRICT
“Education Re/magined”
© Follow us at @beverlyhillsunitied
To Whom It May Concern:
I would like to fully voice my support for Not Today Cancer and their 5K funrun, The Beverly Hills Run of the Stars.” Last year my family participated in the run, and my daughter Leah even won the Mayor’s Award as the top fundraiser for the cause. She raised $6,600 for pediatric cancer research!
Not only is raising money for research in the field of childhood cancer a very needed and worthwhile effort, the event itself brought the community together in a way that is rarely seen.
Students and parents and community leaders joining in the name of health and fun. We were happy to participate, and would like to see this event continue in our city.
Thank you,
Michelle Yasharpour
Attachment 4
CITY OF BEVERLY HILLS
COMMUNITY DEVELOPMENT
MEMORANDUM
TO: City Council Liaison/Rodeo Drive /Special Events /Holiday Program Committee FROM: Patty Betancourt, Special Events and Filming Coordinator DATE: June 20, 2023
SUBJECT: Request from Not Today Cancer to host “Run of the Stars” a 5K Run/Walk on Sunday, October 15, 2023.
ATTACHMENTS: 1. Proposal from Not Today Cancer 501c3
2. Proposed Route B
3. Letters of Support from Judith K. Manouchehri, Parent and Community Member, Dr. Amanda Stern, BHUSD Vice President and Michelle Yasharpour, Parent
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), a 501c3 Beverly Hills based non-profit organization supporting research for cures for pediatric cancer to host a charity 5K Run/Walk, “Run of the Stars”. A waiver of permit and personnel fees is being requested for the 3rd annual event to be held on Sunday, October 15, 2023. No full street closures are requested for the 5K race or event Expo at Beverly Vista Middle School. If approved, staff will proceed with necessary permitting while notifications will be the responsibility of the event applicant, Not Today Cancer.
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 Fall of 2020. NTC has organized this annual event, in honor of the co-founder’s son Mason, to raise money and awareness for pediatric cancer research and to help prevent other families from going through the same hardships.
The race has grown over the years and race co-founders are hopeful and trying to reach the 2023 goal of 1,000 participants and attendees. The race will start at Beverly Vista Middle School, take a route to have the least amount of impact on drivers, and end with an Expo inside Beverly Vista Middle School playground area. “Run of the Stars” will focus on bringing together all the Stars of Beverly Hills and surrounding neighborhoods, 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
• Race bib pickup and final in-person registration.
• 5K race starting at Beverly Vista Middle School, continuing on local residential and business street route (Attachment 2), on Sunday, October 15, 2023 from approximately 8:30am-10:00am
• Post-race trophy ceremony and awards will be handed out at the race expo.
No full street closures are proposed for this year’s event, and organizers have been working with City staff including BHPD, to determine the safest, least impactful and best traffic controlled route as possible. The 5K racecourse is approximately 3.1 miles, and is geared towards anyone 10 years of age and older who can walk, run, and have fun. During 2022’s race, 47% of the participants were between the ages of 2 – 18, with many teams from Beverly Hills Middle School, High School, AYSO and Little League teams.
Proposed 2023 Participant Route:
• South on S. Elm Drive
• East on Gregory Way
• North on N. Palm Drive
• West on Charleville Blvd
• Southwest on Durant Drive
• Southeast on S. Moreno Drive
• Northeast on Robbins Drive
• South on S. Lasky Drive
• Southwest on Young Drive
• Southeast on S. Moreno Drive
• North on Spalding Drive
• East on Gregory Way
• North on S. Elm Drive
Local community members have written support for the event (Attachment 3), and the BookDuncan family have been residents of Beverly Hills since 2006, with their children attending BHUSD. As done in previous years, residential and commercial notifications will be distributed along the route, in addition to advance warning signage. NTC hopes to unite the community around a worthy cause, while building pride and good will towards cancer research.
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 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, 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 23/24 fee schedule:
Proposed Fees Waived Estimated Cost
Special Event & Public Right of Way Fee $1,151.00
Police Officers & Traffic Control Officers $2,075.00
3 of 3
Fire Safety Officer $700.00
No Parking Signs $1,570.00
Total $5,496.00
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 streetuse events in the City.
RECOMMENDATION
City Council Liaison feedback and direction is requested regarding support of the Not Today Cancer 3
rd Annual Memorial 5K “Run of the Stars” event and associated fee and personnel waivers of approximately $5,496.00 to occur Sunday, October 15, 2023. City Staff will bring the proposal to the full City Council for approval at the July 18, 2023 meeting.