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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:
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 18th, 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 18th, 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
FOR CITY CLERK ONLY
File No.: i -t 5'12 -A-
Council
Council Meeting:
Disposition: /i�Sv�-u ia�✓
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 fundraising 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. 13952
RESOLUTION AUTHORIZING A CONTRACT AGREEMENT BETWEEN COKER
TIRE COMPANY AND THE CITY OF SAN RAFAEL TO SPONSOR THE START OF
THE 2016 GREAT RACE ON SATURDAY, JUNE 18TH, 2016 (NOT TO EXCEED $25,000).
THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows:
The CITY MANAGER and CITY CLERK are authorized to execute, on behalf of the City of San
Rafael, an agreement for services with the Coker Tire Company (The Great Race) to appoint the
City of San Rafael as the Official Start City for the 2016 Great Race in an amount not to exceed
$25,000, in a form to be approved by the City Attorney, that incorporates The Great Race 2016
Overnight City Host Agreement attached hereto as Exhibit A; and
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: COUNCILMEMBERS: Bushey, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Colin
ESTHER C. BEIRNE, City Clerk
THE GREAT DACE 2016
OVERNIGHT CITY HOST AGREEMENT
This agreement is between Coker Tire Company, a Tennessee corporation dba Great
Race (hereinafter "GREAT RACE'j, and San Rafael, Calif., (hereinafter "CITY STOP'S in
regard to "CITY STOP" sponsoring the Grand Start promotion of the 2016 Great Race
(hereinafter "GR'� and related festivities in SAN RAFAEL (name of city), 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. provide the Grand Start promotion for all "GREAT RACE" staff and participants on
Saturday, June 18, 2016. Number of "GREAT RACE" attendees will not exceed
450. "GREAT RACE" retains the right of final approval for the location and
activities of the promotion.
1 submit all media and promotional materials to "GREAT RACE" pertaining to "GR"
for approval in writing prior to use.
Overnight Stop City Host Agreement
Page 2 of 5
3. 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 signage. Pouring
rights which are not advertised or recognized as a sponsor are allowed and do
not violate this provision.
4. secure approval of local sponsors in writing by "GREAT RACE" prior to their
signing.
5. event venue must be approved by "GREAT RACE."
6. 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). It is understood
that the CITY STOP is solely responsible for paying the fee and that the CITY
STOP is not responsible for raising any funds.
7. 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.
8. promote "GR" as the major attraction of any and all scheduled festivities on
Saturday, June 18, 2016.
9. provide a color guard and national anthem singer for the race ceremony prior to
first car's departure.
10. 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.
11. "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".
12. 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.
13. distribute "GREAT RACE" supplied event posters at appropriate local businesses
and locations.
Overnight Stop City Host Agreement
Page 3 of 5
14. 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".
15. 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.
16. provide a maximum of 450 dinners for "GREAT RACE" staff and event
participants. All "GREAT RACE" staff and event participants are identified by
event badges.
17. require all venue and food & beverage vendors to provide a Certificate of Liability
to GREAT RACE with coverage minimums listed below showing "Coker Tire dba
Great Race" as an additionally insured.
18. 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 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.
19. The City will help coordinate the Great Race movie being shown on Wednesday
night, June 15, 2016, at the local theater.
20. The City will set up tours of local vineyards for the participants sometime during
the week of June 13-17.
21. The City will work to set up tours of private automobile museums in the area
during the week of June 13-17.
22. The City will try to provide 1 bottle of area wine at the 2015 Great Race finish
banquet to promote the 2016 start in San Rafael.
23. The City will work with the Sonoma Raceway to provide Great Race cars access
for laps around the track during the week of June 13-17.
24. The City 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.
25. The City will provide information to participants about San Francisco Bay area
tours.
Overnight Stop City Host Agreement
Page 4 of 5
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. The space 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.
10. provide "CITY STOP" with a copy of the event liability insurance policy carried by
"GREAT RACE".
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.
4
Overnight Stop City Host Agreement
Page 5 of 5
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
MM
For GREAT RACE:
Jeff Stumb
Director
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_� Date
S..µ
Date
CITY OF SAN RAFAEL
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SRSA / SRCC AGENDA ITEM NO.�
DATE OF MEETING: June 15, 2015
FROM: STEPHANIE LOVETTE/BRIAN AUGER
DEPARTMENT: ECONOMIC DEVELOPMENT
DATE: June 10, 2015
TITLE OF DOCUMENT: RESOLUTION AUTHORIZING A CONTRACT AGREEMENT BETWEEN COKER
TIRE COMPANY AND THE CITY OF SAN RAFAEL TO SPONSOR THE START OF THE 2016 GREAT
RACE ON SATURDAY, JUNE 18'', 2016 (NOT TO EXCEED $25,000).
ent RVad,tsignature)
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPRO AS COUNCIL/ AGENCY APPROVED AS TO FORM:
AG POTE"
Cit a iager (si , at re) City Attorney (signature)
NOT APPROVED
REMARKS:
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'S 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:
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 signage. Pouring
Overnight Stop City Host Agreement
Page 2 of 5
rights which are not advertised or recognized as a sponsor are allowed and do
not violate this 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".
Overnight Stop City Host Agreement
Page 3 of 5
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
• Bodily Injury by Accident $100,000 each accident
• Bodily Injury by Disease $500,000 policy limit
• 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.
Overnight Stop City Host Agreement
Page 4 of 5
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:
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. The space 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.
Overnight Stop City Host Agreement
Page 5 of 5
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
1512016
For City Stop:
Name
Title
For GREAT RACE:
Jeff Stumb
Director
Date
Date