CITY OF PALM DESERT
STAFF REPORT
MEETING DATE: August 22, 2024
PREPARED BY: Anthony J. Mejia, City Clerk
SUBJECT: APPOINTMENTS TO AN AD HOC CITY COUNCIL SUBCOMMITTEE ON
THE UNIFIED DEVELOPMENT CODE
RECOMMENDATION:
Appoint two members of the City Council to an Ad Hoc Subcommittee on the Unified Development Code.
BACKGROUND/ANALYSIS:
On September 12, 2024, the City Council conducted a Study Session regarding the development of a Unified Development Code. Currently, land development regulations are located within, but not limited to, Title 24 Environmental and Conservation, Title 25 Zoning, Title 26 Subdivisions, Title 27 Grading, and Title 28 Flood Damage Prevention. A Unified Development Code (UDC) combines traditional zoning and subdivision ordinances, as well as other City regulations such as grading, design review, and stormwater management, into a single document. The intent of combining these regulations is to streamline and coordinate development processes by removing inconsistencies and outdated development policies.
Staff recommends the City Council appoint two members of the City Council to an Ad Hoc Subcommittee to review public drafts of the various work products throughout the entire project.
Legal Review:
This report has been reviewed by the City Attorney’s office.
FINANCIAL IMPACT:
There is no financial impact associated with this action. 451
452
CITY OF PALM DESERT
STAFF REPORT
MEETING DATE: September 12, 2024
PREPARED BY: Amy Lawrence, Deputy Director of Economic Development SUBJECT: CONSIDERATION OF A SPONSORSHIP REQUEST FOR THE TOUR DE
PALM SPRINGS IN COACHELLA VALLEY
RECOMMENDATION:
1. Approve a community event sponsorship in the amount of $30,000 payable to CVSPIN, Inc., for the 2025 Tour de Palm Springs in Coachella Valley charity bicycle ride and walk.
2. Approve waiver of permit fees associated with event in an amount not to exceed $800.
3. Appropriate $30,000 from the Unobligated General Fund Reserve for this purpose to Account No. 1104800-4306201.
BACKGROUND/ANALYSIS:
On August 22, 2024, the City Council discussed the consideration of a community event sponsorship to host an overflow start for excess cyclists at the Palm Desert Civic Center Park for the 2025 Tour de Palm Springs in Coachella Valley charity bicycle ride and walk. This item was continued to allow the organizer to provide information on how Palm Desert would be featured to warrant the investment.
The following benefits would be provided to the City of Palm Desert as an overflow start sponsor at the $30,000 level:
Palm Desert to be featured on the Tour de Palm Springs in Coachella Valley’s website:
o Homepage as the overflow start location
o Lodging and Parking section (under Info) with a link to Discover Palm Desert hotels webpage
o City logo on sponsorship webpage
City to be included in event social media posts.
City to be included in event television advertisements. City logo to be included on event flyers.
City logo to be included on rider t-shirts and jerseys. City logo included on Palm Desert start/finish line.
Free registration for 25 riders and 25 walkers.
According to the organizers, in 2025, the Palm Desert Civic Center Park location would serve registered cyclists in the 24-mile, 36-mile, 56-mile, 85-mile, and 102-mile categories, as well as a Standard and Support Gear (SAG) stop for all cyclists. The organizers anticipate registration could reach 8,000 for the 2025 event and estimate that roughly 85 percent of event participants using the Civic Center Park as either a start/finish or a SAG location. 453
City of Palm Desert
Consideration of Tour de Palm Springs in Coachella Valley Sponsorship Request
With Palm Desert serving as an overflow location for cyclists with start times ranging from 6:30 a.m. to 9 a.m., those starting at the Civic Center Park may choose to book overnight stays in Palm Desert and patronize local restaurants and shops while attending the event. Additionally, the organizers have discussed working with The Shops at Palm Desert as an overflow parking site for registrants and spectators.
Given the significant traffic control measures and public safety services required to hold the overflow start in Palm Desert, the organizers are requesting a $30,000 sponsorship to help cover these costs, along with a waiver of associated permit fees. If the sponsorship is approved, staff will work with the organizers on all event logistics, including plans for overflow parking, and will return to the City Council at a future date if any other approvals are needed. Additionally, staff will request that the organizer submit an after-event summary with information on overnight stays to see if the percentage increased due to the overflow start.
FINANCIAL IMPACT:
Community event sponsorship applications were due by April 30, 2024, for review by the Outside Agency Funding Committee to be included as part of the FY 2024-25 Annual Budget. Staff informed the organizer of the application process and deadline; however, the application was not submitted in time because they required prior approval of the overflow start location from their Board of Directors.
If this sponsorship is approved, an appropriation would be necessary from Unobligated General Fund Reserves to Account No. 1104800-4306201. Additionally, the waiver of permit fees, such as encroachment permit and park use fees, are typically approved for City-sponsored events.
This amount is anticipated not to exceed $800.
ATTACHMENTS:
1. Sponsorship Request
2. Sponsorship Program
3. 2024-2025 Community Event Sponsorship Application
4. Special Events Application
5. 2024 Economic Impact Survey
454
City of Palm Desert 2025
Good afternoon,
On behalf of CVSPIN, we are requesting sponsorship and funding for the 2025 Tour de Palm Springs in Coachella Valley for our second overflow start which we are wanting to have in the city of Palm Desert. The funds that we are requesting are both in kind and monetary.
In Kind Sponsorship:
- Permit
- Application fees
- Park fees
Monetary: $30,000
- Law enforcement
- Tops N Barricades
- Road Closures
- Traffic Control Plans
We are attaching our economic impact report and budget with this request. Our event is coming up on its 27th year being a part of the Coachella Valley. We are growing and looking to expand and have our overflow start located in Palm Desert to continue our mission of donating to local nonprofit organizations throughout the entire Coachella Valley. The event brings together 2,500 volunteers from throughout the Coachella Valley, 5,000 to 10,000 cyclists, and 25,000 to 30,000 spectators annually. Thank you again for your time and we look forward to working with your city for many years to come.
Cody Shelton Timothy Esser
Executive Director Founder/Owner/Volunteer
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77971 Wildcat Dr Suite E
Palm Desert, CA, 92211
Tel: 760-674-4700
[email protected]
501(c)(3)# 33-0836672
Honoring our First Responders & Veterans
82724CS
The Tour de Palm Springs in Coachella Valley charity event started in 1998 when Tim Esser cycled his first time from Palm Springs, California to Jacksonville, Florida raising $20,000 for 20 local charities. Today, the Tour de Palm Springs in Coachella Valley is one of the largest events of its kind in America bringing in nearly 30,000 spectators, 2,500 volunteers, and between 6,000 to 10,000 cyclists from across America and 4 countries. Since 1998 the Tour de Palm Springs in Coachella Valley has distributed over $4,000,000.00 to over 150 local nonprofit charities.
Your sponsorship will allow us to continue to make a difference in the Coachella Valley.
Thank you for your support.
Tim Esser Cody Shelton
Founder/Owner/Volunteer Executive Director
Name: __________________________________________________________________________________________ Business: ________________________________________________________________________________________ Address: ________________________________________________________________________________________ Phone: _____________________________ Email________________________________________________________ Level of Participation: ___________________________________________________________________________ Signature: _______________________________________________________________ Date: ___________________ Jersey logos must be supplied in Vector color format and JPEG/PDF color formats for website.
T-shirt logo must be black and white format. Sponsor logo deadline date: November 14, 2024 Questions: email [email protected] or phone 760-574-1305 457
Palm Desert City Sponsorship $30,000.00
• Name/Logo on TV PSA
• Name/Logo on rider T-shirts
• Name /Logo on Jerseys
• Name/Logo on event flyers
• Name/Logo on TDPS sponsor website page with link to your hospitality groups • Free 25 rider registration & 25 walk registration
• Name/Logo on Start/Finish Line
• Name on website with Overflow start
• Social Media Posts
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2023-OA-230
2024-25 COMMUNITY EVENT SPONSORSHIP REQUEST
City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, CA 92260
RELEASE DATE: March 15, 2024
RESPONSE DEADLINE: April 30, 2024, 5:00 pm
RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:
https://secure.procurenow.com/portal/cityofpalmdesert
459
City of Palm Desert
2024-25 Community Event Sponsorship Request
I. Notice Inviting Applications for Community Event Sponsorships II. Organization & Event Information.........................................................................................
III. Evaluation Criteria..............................................................................................................................
Attachments:
A - Res 2024-001 - Community Event Sponsorship Policy
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undefined #2023-OA-230
Title: 2024-25 Community Event Sponsorship Request
3 1. Notice Inviting Applications for Community Event Sponsorships
1.1. Purpose
The City of Palm Desert aims to foster a vibrant community by supporting events that encourage civic engagement, celebrate cultural diversity, stimulate tourism, drive economic vitality, and uphold public health and sustainability.
1.2. General Requirements
Applicants for community event sponsorships must meet all the following requirements:
A. Applicants must independently conduct the community event or collaborate with another organization to be eligible to receive a sponsorship.
B. The community event must take place within Palm Desert city limits, with limited exceptions. Reason(s) for not holding the proposed event within Palm Desert city limits must be stated on the application. Exemption from this requirement will be provided on a case-by-case basis and will favor activity promoting the City of Palm Desert as a desirable place to live, visit, and do business.
C. If applicable, applicants agree to submit a Special Events Application/Agreement a minimum of 120 days prior to the event, or a Temporary Use Permit (TUP).
D. Applicants agree to use sponsorship funds exclusively for the community event represented in the application.
E. Recipients shall provide the City recognition as a sponsor in exchange for the sponsorship in a method consistent with other sponsors at the community event. In no event shall the recognition for the City's sponsorship be less than that provided to other sponsors who have contributed the same total financial or in-kind support.
F. If applicable, applicants are required to enter a sponsorship agreement with the City and provide a certificate of liability insurance or proof of self-insurance.
G. Community event sponsorship applications are limited to one per year, per taxpayer identification number.
H. Sponsorships will be approved on a competitive basis and are not guaranteed. Applicants should be aware that they may not receive the full amount of sponsorship requested.
I. Sponsorship approvals are made on an annual basis and shall be considered as a one-time approval. Approval for sponsorship in one year does not imply or guarantee that the City will approve sponsorship for the same event or organization in subsequent years.
J. An official post-community event evaluation must be submitted to City staff within ninety (90) days following the conclusion of a sponsored community event. 461
undefined #2023-OA-230
Title: 2024-25 Community Event Sponsorship Request
4 Due to limited resources, not all community event sponsorship requests are funded. The number of community events that the City sponsors varies annually. The City will evaluate each request based upon available funds, satisfaction of the eligibility criteria, and compliance with the Community Event Sponsorship Policy.
1.3. Ineligible Organizations and Activities
Examples of ineligible organizations or activities include, but are not limited to:
A. Any non-community event request, such as on -going programming or structured activities.
B. Private events or events that re not open to the general public.
C. Discriminatory activities such as those restricted based on a person's race, religion, ethnicity, age, sex, gender, gender identity, gender expression, disability, sexual orientation, or economic status.
D. A political, politically affiliated, or political action organization or event that promotes any political viewpoint, provides for a political purpose or causes participants to engage in otherwise affiliate or express an endorsement of partisan political functions or activities.
E. An event or activity that promotes a religious purpose (as opposed to a secular purpose, such as promoting cultural heritage or community understanding).
F. A private individual for his/her own use.
G. Funds may not be used for cash prizes, cash awards, salaries, salary reimbursement, or general budget subsidy.
H. Funds cannot be directly provided to specific individuals, nor may funds be constructively provided to specific individuals (e.g. using funds to pay for certain individuals to go to an event is not permitted). By contract, using funds to reduce the overall costs of an event is permitted.
I. An organization receiving Outside Agency funding concurrently (during the same fiscal year).
J. A K-12 school or school-related groups, as funding requests for schools and school-related groups shall be processed by the Outside Agency/Charitable Contributions Committee.
1.4. Additional Assessment Criteria
A. An applicant's first sponsorship request may total no more than 50% of the community event budget (if sponsorship includes in-kind, value of the in-kind items may not equal more than 50% of the event budget).
462
undefined #2023-OA-230
Title: 2024-25 Community Event Sponsorship Request
5 B. An applicant's second or subsequent sponsorship request may total no more than 35% of the community event budget (if sponsorship includes in-kind, value of the in-kind items may not equal more than 35% of the event budget).
C. Sponsorship requests for a 5K walk/run shall be eligible for a maximum sponsorship of $2,500.
D. Special consideration will be given to registered local non-profit corporations or local 501(c) organizations with tax-exempt status.
463
undefined #2023-OA-230
Title: 2024-25 Community Event Sponsorship Request
6 2. Organization & Event Information
2.1. General Information
2.1.1. Cody Shelton
Please provide the name of the primary contact associated with this funding request. *Response required
2.1.2. Executive Director
*Response required
2.1.3. 77971 Wildcat Dr. Suite E, Palm Desert, CA, 92260 *Response required
2.1.4. Physical Address If Different from Above
2.1.5. 760-574-1305
*Response required
2.1.6. [email protected]
*Response required
2.1.7. 33-0836672
*Response required
2.1.8. Non-Profit Tax Status Verification
Required for non-profit organizations. Please upload your organization's tax status verification letter from the Internal Revenue Service (IRS).
2.1.9. IRS Form W-9*
Please upload your updated IRS Form W-9.
*Response required
2.1.10. Palm Desert Business License Number
Required for any work or service performed within Palm Desert city limits.
2.1.11. Certification*
By clicking the confirmation box below, the submitter certifies that they are an authorized official of the applying organization. The applicant does hereby confirm that the information herein is true and correct; that the applicant organization meets the guidelines set forth in the Community Events Sponsorship policy published on the City’s website; and that the applicant’s organization will make these events available to all eligible participants, without regard to race, religion, ethnicity, age, sex, gender, gender identity, gender expression, disability, sexual orientation, or economic status. ☒ Please confirm
*Response required
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undefined #2023-OA-230
Title: 2024-25 Community Event Sponsorship Request
7 2.2. Event Details
2.2.1. Event Title
- Tour de Palm Springs in Coachella Valley
2.2.2. Event Date
- 2/7/25 - 2/8/25
2.2.3. Amount of Funding Request
- $30,000
I
2.2.4. Brief Description of Event
- Charity bicycle ride and walk earning funds for non-profit groups in the Coachella Valley
2.2.5. Will the event(s) take place within Palm Desert city limits? * ☒ Yes
☐ No
*Response required
When equals "No"
2.2.6. If no, where will it take place and why?*
2.2.7. Number of years the event has been held*
- 27 years
I
2.2.8. Expected Attendance*
- 5,000-10,000
2.2.9. Estimated Residents & Non-Residents*
- 20% Resident, 80% Non-Resident
2.2.10. Will there be a charge to those attending?*
☒ Yes
☐ No
*Response required
When equals "Yes"
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undefined #2023-OA-230
Title: 2024-25 Community Event Sponsorship Request
8 2.2.11. How much are attendees charged?*
- Attendees are being based on category entered. Cyclists will be charged up to $120 based on distance and walkers up to $25 based on distance.
2.2.12. How will the event(s) be publicized?*
- media, social media, nationally, digitally, hard copies with magazines and cycling shops
2.2.13. Event Budget*
Please upload a full budget, including revenue and expenses for each event you are requesting funding for. Please be as specific as possible, with detailed line items. *Response required
2.2.14. Intended use of City funds *
- To pay for the traffic control plans for street closures, permits and application fees, Law enforcement for traffic control to ensure safety
2.2.15. Other Funding Sources*
List all funding requested from other community partners for this event, including type of request (grant, sponsorship, donation, fundraiser, etc.), the amount your agency requested, and the actual amount received, and a description of the funding requested. - City of Palm Springs 23/24, requested $65,000 received $65,000 - City of Palm Springs 24/25, requested $100,000
- PS Resorts 23/24, requested $40,000 received $40,000
- PS Resorts 24/25. Not Requested yet but will be asking for $40,000
2.2.16. If applicable, attach a sponsorship benefit packet (e.g., name/logo listing, banner, ad, etc.)
2.2.17. List sponsorship benefits associated with the funding request* - Name/Logo listing on our website, on media with promotion of the second overflow start
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Budget 2023 Event
Tour de Palm Springs In Coachella Valley x
Event Costs
Advertising & Marketing 9,000
Apparel (Jerseys & T-Shirts) 27,000
Banners & Signs 2,000
Donations to Charities 300,000
Fees/Yearly Use of name 2,000
Insurance- Liability - USA Cycling 18,000
Meetings 2,000
Permits/Police Services 80,000
Registration Costs (fees/gifts) 7,000
Rentals 25,000
Route Costs (arrows/Ride with GPS) 2,000
SAG Costs (gatoraide/gas card) 2,000
Security 2,500
Supplies 7,000
Temporary Labor 1,000
Administrative Expenses
Accounting Fees 2,400
Credit Card Services/Fees/quick Book Fees 1,500
Dues & Subscriptions 2,500
Insurance 18,000
Internet/Phone 2,400
Office Supplies & Postage 2,500
Payroll Expenses (Wages/Taxes/Service/WC Ins) 30,000
Professional Fees 10,000
Rent 12,000
Taxes (Fed & State) 2,000
Total 560,800
467
Budget 2024 Event
Tour de Palm Springs In Coachella Valley Committee cost 22924
Administration Yearly
Donations to charities 300000
Accounting fees
Event agreement 120
Insurance- Liability - USA Cycling insurance 23,552.68
Labor- Ex Dir 65,000
Labor- Misc (Deb) 2,900.00
Meeting- Kick off 750
Meeting- Post event wrap up 750
Meetings- Monthly
Party- Appreciation
Rent 12,000.00
Taxes
Credit Card Services/Fees/quick Book Fees x
Dues & Subscriptions
Insurance - USLI 653.2
Internet/Phone
Office Supplies & Postage
Payroll Expenses (Wages/Taxes/Service/WC Ins)
Professional Fees (CPA)
Network - CV Network 2,800.00
Network - Norton AntiVirus 417.49
Sub Total 408943.37
Advertising / Marketing
KESQ 10,990
KPSP 1695
Cycling West/Cycling Utah 1100
Banners & Signs
Apparel
Primal 35,557.00
Primal sold
T- shirts 19,913.00
T-shirts sold
Beer Garden/Pasta Dinner
Rentals 2,589.50 468
Beer
Logistics
Rentals
RACES
Raffle
Rentals
Registration
Gifts
Rentals
Helmet stickers
Wristbands 345.8
Route Management
Walk & ride
Permits/Police Services
Rentals
Arrows
Ride with GPS
Permit - Riverside County 1521.93
Permit - City of Indio 922.31
Permit - City of Palm Springs 113000
Permit - City of Palm Springs Sponsorship -65,000
Permit - City of Palm Springs PS Resorts Sponsorship -40,000 469 SAG
Rentals
Gas card
Food misc 0
Port-A-potties
Vendor Expo
Bike valet
Rental
Security 4,220.00
Diamond Porta Potties 5,716.40
Vol. Services / L&F/Info
Rentals
Sub total
Total of all committees
Cody and Tim Board budget (temp)
470
CHP (2024) 20,457.52
Tim Funds 20,000.00
Advertising (2025) 50,000.00
Mistakes (2024) 20,000.00
USA cycling (2024) 20,000.00
Temp labor (3 months) 15,000.00
Admin (in case of event cancelation) 65,000.00
Appreciation party 2,000.00
City of Palm Springs 8,000.00
Bank Balanace Currently 030624
Total 220457.52
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477
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479
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2024 Tour de Palm Springs in Coachella Valley
Economic Impact Survey
Background
5,173* surveys were sent out to all pre-registered event participants 911 surveys were returned (18%)
83% of the responders were visiting the CV
70% visiting the CV stayed overnight one or more nights *102/1,802;85/260;64/53;50/1,121;34/768;25/221;7/251;w/596 (miles/riders, w=walkers) Assumptions
The 18% of the registered participants who returned their surveys are proportionately representative of the remaining 82%.
Those responding to the survey who stayed overnight were predominately 34-102 mile riders.
Half of those reporting stays of 4+ days were TOT-exempt (30+ days).
Data
1. Number of nights stayed
1 - 19%
2 - 43%
3 - 15%
4+ 23%
2. Where stayed
61% Palm Springs
18% Palm Desert
5% Cathedral City
4% Indio
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3% Desert Hot Springs, La Quinta & “Other” (each)
2% Rancho Mirage
3. In what
43% Hotel
17% Private Home (non-TOT)
14% Air B&B
10% Motel
8% Vacation Rental
4% RV Park
4% Other
4. Total number in group
1 – 111 (15%) registered participant
2 – 349 (49%) registered participant plus one
3 – 56 (8%) registered participant plus two
4+ 201 (28%) registered participant plus three or more
Computations
1. Transient Occupancy Tax: 5,488 room nights in TOT-generating lodging averaging a daily room rate of $350 taxed @ 11% = $211,288 x 18% (PD) = $38,032.
2. Sales Tax: GPSCVB reported that the economic impact of visitors to the CV averages $509 per person per day. Subtracting $350 for the lodging component leaves $159 for dining, shopping, and attractions taxed at the PD rate of 7.75% = $12.32 per visitor per day. The estimated numbers of event participants and their parties staying over for 1, 2, 3, and 4+ nights was 420, 1372, 224, and 784. This equates to 420, 2,744, 672, and 3,136 days per visitor generating estimated sales tax totals = $102,488 x 18% (PD) = $7,645.
3. Total estimated PD TOT & sales tax generated by the 2024 Tour = $45,677. 486