AGENDA REPORT
Meeting Date: August 15, 2023
Item Number:
To: Honorable Mayor & City Council
From: Patty Betancourt, Special Event & Filming Coordinator, Community Development Department
Subject: REQUEST FROM HAWTHORNE ELEMENTARY SCHOOL
PARENT TEACHER ASSOCIATION (PTA) FOR APPROVAL OF
FUN RUN STREET CLOSURES & WAIVER OF APPLICABLE
FEES FOR SCHOOL FUNDRAISER TO BE HELD ON
WEDNESDAY, SEPTEMBER 20, 2023
Attachments: 1. Fun Run Flyer
2. Letter of Support
3. Proposed Map of Street Closures
4. City Council Liaison/Rodeo Drive/Special Events/Holiday Program Committee Report from August 8, 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) regarding approval of Hawthorne Elementary, home of the Vikings “Fun Run” to be held on Wednesday, September 20, 2023 from 8am – 10:30am and all associated permit and personnel fees. This request includes street closure of North Rexford Drive between Carmelita Avenue and Elevado Avenue and Elevado Avenue between Rexford Drive and North Alpine Drive, and the associated cost for BHPD and Public Works staff not-to-exceed $4,000.
City Council Liaisons recommend that 3 – 5 letters of notification be sent out to nearby residents and businesses that will be affected by the street closure beginning one month ahead of Fun Run date.
INTRODUCTION
Hawthorne Elementary School Parent Teacher Association (PTA) will host the annual school fundraiser “Fun Run”. A waiver of permit and personnel fees is being requested for the street closure of North Rexford Drive between Carmelita Avenue and Elevado Avenue and Elevado Avenue between Rexford Drive and North Alpine Drive for 2.5 Meeting Date: August 15, 2023
hours from 8:00am – 10:30am on Wednesday, September 20, 2023. If approved, staff will process the necessary permits, and notifications to nearby residents and businesses will be a joint effort between the City and the Hawthorne Elementary School PTA.
DISCUSSION
Many local elementary schools host annual jog-a-thon fundraisers for their schools because it’s a fun way to get students involved in raising money. The students run or walk, wear Vikings school spirit gear and raise funds all while exercising and hanging out with friends. The street closures will allow the 450 students, 50 parent volunteers and school staff to safely participate.
Hawthorne Elementary School is located at 624 North Rexford Drive. The requested street closures will be as follows:
• 600 block of North Rexford Drive between Carmelita Avenue and Elevado Avenue. • 9700 block of Elevado Avenue between North Rexford Drive and North Alpine Drive.
The Beverly Hills Public Works Department will set up street closure equipment while the Beverly Hills Police Department (BHPD) will provide traffic control support to safely close Rexford Drive and Elevado Avenue. BHPD will be able to reroute vehicles to Carmelita Avenue, which will remain open on the North and South ends. The adjacent alleyways will remain open and can be used as a detour route. Traffic Control Officers will be on site during the entire closure and will be able to assist resident on the 600 block of North Rexford Drive who may need special accommodations or access during the 2.5 hour closure.
The sidewalk on the East side of North Rexford Drive in front of the school, will be privatized. The PTA will be utilizing a portion of the sidewalk for check-ins, hydration stations and cheer section. The West side of the sidewalk will remain open at all times and pedestrians will have access to it.
NOTIFICATIONS
Parent volunteers will distribute letters of notification to the surrounding residents and businesses at least 7 days prior to street closure date. The notification will have City and PTA event contact information on it in case any special arrangements need to be made.
The notification will also have day of event contact information, for any last-minute requests or questions.
The Hawthorne Elementary School PTA will post no parking signs 72 hours ahead of the event, which will also give residents the time to make accommodations beforehand.
The City will supplement messaging of street closures via the City’s Social Media platforms.
FISCAL IMPACT
Hawthorne Elementary School PTA has requested a waiver of all City fees associated with the event, inclusive of permits, street closures and personnel cost. Staff will work with event organizers to review event expenses.
The following chart is a cost estimate based on current FY 23/24 fee schedule for in-kind City support:
Meeting Date: August 15, 2023
The City’s Risk Manager recommends General Liability Insurance in the amount of no less than $2 million dollars (per occurrence) naming the City of Beverly Hills as an additional insured as a requirement. Hawthorne Elementary School representatives are aware of the City’s standard insurance requirements and will be able to provide the necessary documentation.
Jeffrey Lambert,
Interim Director of Community
Development
Approved By
Proposed Fees Waived Estimated Cost
Special Event Fees including Street Closure Cost $1500
Signs & Equipment Cost $1500
Police Officers & Traffic Control Officers Cost $0 - will use on duty staff Public Works Personnel Cost $0 - will use on duty staff Total of Potential Fees $3000
Attachment 1
Hawthorne Elementary School
Parent Teacher Association
Proudly Presents
On your mark, get set, GO! Fun Run 2023 is almost here! Wednesday, September 20th
from 8:30a.m. – 10a.m.
All students will walk/jog around the surrounding school streets with their friends.
The Fun Run is a fun way to promote a healthy lifestyle at an early age and raise much needed money for our school.
All money raised will go directly back to helping our students.
After walking/jogging all students will receive a Popsicle.
All other prizes will be given at an *All School Prize Assembly*.
Our goal is to get $100 per student. Of course, any amount is helpful.
Hawthorne School PTA understands the need to promote a healthy and educational fundraiser that will support field trips and literacy programs. We hope that you find this fundraiser to be an easy no nonsense way to support Hawthorne Elementary School Community. Go Vikings! ------------------------------------------------------------------------- Would you like to help during the Fun Run? Please fill the form out & return to school.
Fun Run Helper Info:
Helpers Name: _____________________________ Cell Phone #: ___________________ Email:_________________________ I can help cheer, serve water, setup and breakdown on Wednesday, September 20th ___________7:30-8:30am Set-Up ____________8:30 – 9:30am ___________9:30-10:30 Clean Up Attachment 2
Hawthorne Elementary School
624 North Rexford Drive
Beverly Hills, CA 90210
Attachment 3
Hawthorne
Elementary School
PTA Proudly Presents
2023 Fun Run
Wednesday
September 20th
8:00am – 10:30am
Street closure of North Rexford
Drive between Carmelita Avenue
and Elevado Avenue & Elevado
Avenue between Rexford Drive
and North Alpine Drive.
Attachment 4
1 of 2
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: August 8, 2023
SUBJECT: Request from Hawthorne Elementary School Parent Teacher Association (PTA) for approval of “Fun Run” street closures & waiver of applicable fees for school fundraiser to be held on Wednesday, September 20, 2023.
ATTACHMENTS: 1. Fun Run Flyer
2. Letters of Support
3. Proposed Map of Street Closure
INTRODUCTION
The Beverly Hills City Council Liaison/Rodeo Drive/Special Events /Holiday Program Committee (Liaisons) are requested to review a request from Hawthorne Elementary School Parent Teacher Association (PTA) to host the annual school fundraiser “Fun Run”. A waiver of permit and personnel fees is being requested for the street closure of North Rexford Drive between Carmelita Avenue and Elevado Avenue and Elevado Avenue between Rexford Drive and North Alpine Drive for 2.5 hours from 8:00am – 10:30am on Wednesday, September 20, 2023. If approved, staff will process the necessary permits, and notifications to nearby residents will be a joint effort between the City and the Hawthorne Elementary School PTA.
DISCUSSION
Many local elementary schools host annual jog-a-thon fundraisers for their schools since it’s a fun way to get students involved in raising money. The students run or walk, wear Vikings school spirit gear and raise funds all while exercising and hanging out with friends. The street closures will allow the 450 students, 50 parent volunteers and school staff to safely participate.
Hawthorne Elementary School is located at 624 North Rexford Drive. The requested street closures will be as follows:
• 600 block of North Rexford Drive between Carmelita Avenue and Elevado Avenue. • 9700 block of Elevado Avenue between North Rexford Drive and North Alpine Drive.
The Beverly Hills Public Works Department will set up street closure equipment while the Beverly Hills Police Department (BHPD) will provide traffic control support to safely close Rexford Drive and Elevado Avenue. BHPD will be able to reroute vehicles to Carmelita Avenue, which will remain open on the North and South ends. The adjacent alleyways will remain open and can be used as a detour route. Traffic Control Officers will be on site during the entire closure and will be able to assist resident on the 600 block of North Rexford Drive who may need special accommodations or access during the 2.5 hour closure.
The sidewalk on the East side of North Rexford Drive in front of the school, will be privatized. The PTA will 2 of 2
be utilizing a portion of the sidewalk for check-ins, hydration stations and cheer section. The West side of the sidewalk will remain open at all times and pedestrians will have access to it.
NOTIFICATIONS
Parent volunteers will distribute letters of notification to the surrounding residents at least 7 days prior to street closure date. The notification will have City and PTA event contact information on it, in case any special arrangements need to be made. The notification will also have day of event contact information, for any last-minute requests or questions.
The Hawthorne Elementary School PTA will post no parking signs 72 hours ahead of the event, which will also give time to residents to make accommodations beforehand.
The City will supplement messaging of street closures via the City’s Social Media platforms.
FISCAL IMPACT
Hawthorne Elementary School PTA has requested a waiver of all City fees associated with the event, inclusive of permits, street closures and personnel cost. Staff will work with event organizers to review event expenses.
The following chart is a cost estimate based on current FY 23/24 fee schedule for in-kind City support:
Proposed Fees Waived Estimated Cost
Special Event Fees including Street Closure Cost $1500
Signs & Equipment Cost $1500
Police Officers & Traffic Control Officers Cost $0 - will use on duty staff Public Works Personnel Cost $0 - will use on duty staff Total of Potential Fees $3000
The City’s Risk Manager recommends General Liability Insurance in the amount of no less than $2 million dollars (per occurrence) naming the City of Beverly Hills as an additional insured as a requirement.
RECOMMENDATION
City Council Liaisons feedback and direction is requested regarding the approval of Hawthorne Elementary, home of the Vikings “Fun Run” to be held on Wednesday, September 20, 2023 from 8am – 10:30am and all associated permit and personnel fees. Request includes street closure of North Rexford Drive between Carmelita Avenue and Elevado Avenue and Elevado Avenue between Rexford Drive and North Alpine Drive, BHPD and Public Works staff to not exceed $ 4,000.
City staff will bring the proposal to full City Council for approval at the August 15, 2023 meeting.