CC SR 20240716 E - Run for Myles
CITY COUNCIL MEETING DATE: 07/16/2024
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to enter into a Memorandum of Understanding (MOU)
between the City of Rancho Palos Verdes and “Run for Myles” to co-host a non-profit
event.
RECOMMENDED COUNCIL ACTION:
1) Authorize the Mayor to execute an MOU between the City of Rancho Palos Verdes
and Run for Myles to co-host a non-profit 1k, 5k, and 10k race event on September
28, 2024, in a form approved by the City Attorney.
FISCAL IMPACT: There is no” cost for entering into the MOU. Costs for the event will
be paid by Run for Myles” organization, with the exception of staff time
already budgeted in the City’s operating cost to support the event,
and the waiving of the Special Permit Fee. Proceeds from the event
will be donated to the City for the purpose of parks and trails
preservation. Last year, the event raise approximately $35,000 for the
City’s parks and trails.
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Cheri Bailiff, Permit Technician
REVIEWED BY: Daniel Trautner, Deputy Director of Recreation and Parks
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. 2024 Memorandum of Understanding between the City of Rancho Palos
Verdes and the Run for Myles Non-Profit Event (page A-1)
B. Run for Myles Route and Event Information (page B-1)
C. 2023 Memorandum of Understanding between the City of Rancho Palos
Verdes and the Run for Myles Non-Profit Event (page C-1)
BACKGROUND AND DISCUSSION:
Myles Helm, a resident of Rancho Palos Verdes, enjoyed the parks and trails of the City
of Rancho Palos Verdes. Mr. Helm completed numerous races, including two Ironman
1
World Championships and over 60 marathons, 20 of which he ran in Rancho Palos
Verdes. To commemorate Mr. Helm, the Helm family formed a non-profit organization,
Run for Myles (Organization). Representatives from the Organization approached the City
of Rancho Palos Verdes in 2022 about co-hosting an inaugural 1K, 5K, and 10K road
race event in 2023. An Agreement for that event was approved by the City Council on
August 15, 2023 (Attachment C). That event, which featured 1K, 5K, and 10K running
events was held on September 9, 2023 as part of the City’s 50th Anniversary celebration.
$35,000 in event proceeds were donated to the City for the preservation of parks and
trails. Following the success of the inaugural event, Organization and City Staff discussed
co-hosting the event again on September 28, 2024.
The terms and obligations between “Run for Myles” and the City in cohosting the
proposed September 28, 2024 running event are included in the Memorandum Of
Understanding (MOU) developed by the City Attorney (Attachment A). The MOU outlines
obligations and costs to be fulfilled by “Run for Myles”:
• Administration and operation of the event.
• Preparation of a traffic control plan, and implementation of traffic control and crowd
control measures.
• Procurement of liability insurance.
• Payment of all fees associated with the event.
• Implementation of the conditions provided in the City’s Special Event Permit.
The MOU also outlines obligations to be fulfilled by the City:
• Provide space for the event and access to the Point Vicente Interpretive Center
and Rancho Palos Verdes’s Ken Dyda Civic Center.
• Provide review of traffic control plans and special permit applications as submitted
by “Run for Myles”.
Lastly, the MOU requires all proceeds from the event to again be donated to the City for
the purpose of preservation of parks and trails in the City.
Registration and event information can be found at https://runformyles.com. The official
route and detailed event information are included (Attachment B).
CONCLUSION:
Staff recommends the City Council approve the attached MOU, as approved to form by
the City Attorney, between Organization and the City for co-hosting the RPV’s Run for
Myles running event.
ALTERNATIVES:
In addition to the Staff recommendations, the following alternative actions are available
for the City Council’s consideration:
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1. Do not approve an MOU between Run for Myles and the City for co-hosting the
RPV Run for Myles running event.
2. Identify issues or concerns to be addressed prior to approving the MOU and
direct Staff to return at a future date.
3. Take other action, as deemed appropriate.
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01203.0001/991849.1 MOU Page | 1
MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF RANCHO PALOS VERDES
AND RUN FOR MYLES
FOR
RPV’S RUN FOR MYLES 1K, 5K, AND 10K EVENT
This Memorandum of Understanding (“MOU”), is made and entered on July 16,
2024 (“Effective Date”), by and between the City of Rancho Palos Verdes (“City”), a
California municipal corporation, and Run for Myles (“Organization”) a non-profit
501(c)(3) organization located at 26 Pepper Tree Lane, Rolling Hills Estates, 90274. The
City and the Organization may be referred to collectively or individually as “Parties” or
“Party.”
RECITALS
A. Myles Helm was an individual who completed races including two Ironman World
Championships and over 60 marathons, 20 of which he ran in Rancho Palos
Verdes.
B. The Parties seek to commemorate Myles Helm by co-hosting a 1k, 5k, and 10k
running event on September 28, 2024 (“RPV’s Run for Myles” or “Event”).
Participating in the Event will contribute to preserving parks and trails in Rancho
Palos Verdes. All proceeds from the Event will go directly to the City for the
purpose of preserving the City’s parks and trails.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual benefits to be derived by the
Parties, and of the promises contained in this MOU, the Parties agree as follows:
Section 1. Recitals. The recitals set forth above are incorporated into this MOU.
Section 2. Term. This MOU will remain in effect and can be renewed annually
from the Effective Date, subject to Section 6, below.
Section 3. Parties’ Obligations.
A. Organization’s Obligations.
1. Organization will provide all necessary services not explicitly provided by
the City, and may do so through third party providers, at its discretion.
2. Organization will organize RPV’s Run for Myles; a 1k, 5k, and 10k run to
take place on September 28, 2024 for the purpose of honoring Myles Helm and to raise
funds for the City’s parks and trails. Between 500 and 1,000 people are anticipated to
participate. The event kicks off at 7 AM with registration open to the public for check-in. At
7:45 AM, announcements are made, and a warm-up session takes place to prepare
participants. The 10K race begins at 8 AM, followed by the 5K race at 8:15 AM, and the
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1k race at 9:45 AM. Afterward, at 10:15 AM, there will be announcements and awards to
recognize outstanding participants. The race will begin at 31501 Palos Verdes Drive
West, Rancho Palos Verdes, CA 90275, and will end by 12:30pm. The Organization is
responsible for all organizational aspects of the event, including prompt cleanup, which
shall be completed no later than 1:00pm of the event day.
3. Organization will temporarily place caution tape along a route along a
scenic view of the City; the location is more particularly depicted in Exhibit “A”.
Organization’s route will circulate for a 1 kilometer, a 5 kilometer, and a 10 kilometer area
around the City. Organization shall be solely responsible for the purchase and
maintenance of the caution tape, and shall ensure that it is maintained in a good and
clean condition.
Organization shall only remove the RPV’s Run for Myles 1k, 5k, and 10k
caution tape at the request of City, which request shall be made based on good cause.
The caution tape shall not otherwise be removed unless the caution tape constitutes a
danger to the public health and safety.
4. Run for Myles and A5 Events shall each maintain event liability insurance in
the amount of $1,000,000 in Commercial General Liability (per occurrence), $2,000,000
in General Aggregate, $1,000,000 in Automobile Liability (per accident for bodily injury
and property damage), and $1,000,000 Liquor Liability or Liquor Legal Liabilities (per
occurrence).
5. RPV’s Run for Myles shall only temporarily interfere with the operation of
the public roadway.
6. Organization shall pay all fees associated with the event including but not
limited to: Sheriff Department fees, rental fees for parking lot(s), staffing fees, Point
Vicente Interpretive Center Lawn Area rental fees.
7. Organization shall submit a Special Event Permit application including event
liability insurance in the amount specified above.
8. Organization shall submit a Traffic Control Plan for City acceptance as part
of as part of the Special Event Permit application in advance of the event. Organization
shall implement the accepted Traffic Control Plan and shall be responsible for all costs
associated with preparation, review, acceptance, implementation, and all associated and
related costs of the Traffic Control Plan. Organization will provide personnel, materials,
and equipment to implement and manage traffic control for the duration of event
according to the Traffic Control Plan accepted by the City. Organization shall provide all
necessary resources.
10. Organization shall contact the Los Angeles County Sheriff’s Department to
provide emergency services including police.
11. Organization shall provide waste receptacles.
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01203.0001/991849.1 MOU Page | 3
12. Organization shall provide custodial support.
13. Organization shall provide portable restroom facilities and portable sinks.
14. Organization shall provide event security and crowd control.
15. Organization shall provide a Stage and a Sound System for participating
bands.
16. Organization shall provide staff to manage parking.
17. Organization shall provide shuttle service through Palos Verdes Transit
between parking lots and race venue.
18. Organization shall obtain a permit for tents and structures by coordinating
with the Los Angeles County Fire Department.
B. City Obligations.
1. City shall provide space for the temporary placement of the caution tape in
the public roadway, as depicted in Exhibit “A”, at no charge to Organization
2. City shall provide access to Point Vicente Interpretive Center lawn area for
a fee to Organization.
3. City shall provide parking at the Point Vicente Interpretive Center parking lot
for a fee to Organization. City shall provide parking at Rancho Palos Verdes City Hall to
Organization.
4. City shall review and the Traffic Control Plan submitted with Organization’s
Special Event Permit. Upon Organization completing all Traffic Control Plans to the
satisfaction of the City, the City shall accept the Traffic Control Plan.
Section 4. Indemnification; Release. Organization must indemnify, defend and
hold harmless the City, its elected and appointed officers, employees, agents, and
volunteers (“City Indemnitees”) from and against any and all liability, including but not
limited to demands, claims, actions, fees, costs and expenses (including attorney and
expert witness fees), arising from and/or relating to the performance of this Contract,
except for such loss or damage arising from the sole negligence or willful misconduct of
the City Indemnitees.
Section 5. Termination; Withdrawal. This MOU may be terminated upon a 60-
day notice written request of either Party.
Section 6. General Provisions
A. Notices. Any notices, invoices, or reports relating to this MOU, and any
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01203.0001/991849.1 MOU Page | 4
request, demand, statement, or other communication required or permitted hereunder
must be in writing and be delivered to the representatives of the Parties at the
addresses set forth below. The Parties shall promptly notify each other in writing of any
change of contact information, including personnel changes.
City of Rancho Palos Verdes
Attn: Ara Mihranian, City Manager
30940 Hawthorne Boulevard
Rancho Palos Verdes, CA 90275
email: aram@rpvca.gov
Run for Myles
Attn: Jill Helm
46-E Peninsula Center Dr. #390,
Rolling Hills Estates, Ca 90274
email: runformyles501c3@gmail.com
B. Relationship of the Parties. The Parties are, and will at all times remain as
to each other, wholly independent entities. No Party to this MOU will have power to incur
any debt, obligation, or liability on behalf of any other Party unless expressly provided to
the contrary by this MOU. No employee, agent, or officer of a Party will be deemed for
any purpose whatsoever to be an agent, employee, or officer of another Party.
C. Amendment. The terms and provisions of this MOU may not be amended,
modified, or waived, except by an instrument in writing signed by both Parties.
D. Law to Govern. This MOU is governed by, and will be interpreted,
construed and enforced in accordance with the laws of the State of California.
E. Severability. If any provision of this MOU is to be determined by any court
of competent jurisdiction to be invalid, illegal, or unenforceable to any extent, then the
remainder of this MOU will not be affected, and this MOU will be construed as if the
invalid, illegal, or unenforceable provision had never been contained in this MOU.
F. Entire Agreement. This MOU constitutes the entire agreement of the
Parties with respect to the subject matter of this MOU.
G. Waiver. Waiver by any Party to this MOU of any term, condition, or
covenant of this MOU will not constitute a waiver of any other term, condition, or
covenant. Waiver by any Party to any breach of the provisions of this MOU will not
constitute a waiver of any other provision, nor a waiver of any subsequent breach or
violation of any provision of this MOU.
H. Counterparts. This MOU may be executed in counterparts, each of which
will be an original, but all of which taken together will constitute one and the same
instrument.
I. The Parties have been represented by counsel in the preparation and
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01203.0001/991849.1 MOU Page | 5
negotiation of this MOU. Accordingly, this MOU will be construed according to its fair
language. Any ambiguities will be resolved in a collaborative manner by the Parties and
will be rectified by amending this MOU as described in Section 6(C).
[Signatures on following page.]
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The Parties have caused this MOU to be executed by their duly authorized
representatives and affixed as of the date of signature of the Parties:
“CITY”
CITY OF RANCHO PALOS VERDES, a
municipal corporation
By:_________________________
John Cruikshank, Mayor
“ORGANIZATION”
RUN FOR MYLES, a 501(c)(3) nonprofit
corporation
By:_________________________
_________________, President
ATTEST
By: _________________________
Teresa Takaoka, City Clerk
APPROVED AS TO FORM
Aleshire & Wynder, LLP
By:_________________________
Elena Q. Gerli, City Attorney
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EXHIBIT “A”
RPV’S RUN FOR MYLES 1K/5K/10K MAP
A-7
B-1
MOU Page | 1
MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF RANCHO PALOS VERDES
AND RUN FOR MYLES
FOR
RPV’S RUN FOR MYLES 1K, 5K, AND 10K EVENT
This Memorandum of Understanding (“MOU”), is made and entered on August 15,
2023 (“Effective Date”), by and between the City of Rancho Palos Verdes (“City”), a
California municipal corporation, and Run for Myles a non-profit 501(c)(3) organization
(“Organization”) located at 26 Pepper Tree Lane, Rolling Hills Estates, CA, 90274. The
City and the Organization may be referred to collectively or individually as “Parties” or
“Party.”
RECITALS
A.Myles Helm was an individual who completed races including two Ironman World
Championships and over 60 marathons, 20 of which he ran in Rancho Palos
Verdes.
B.The City of Rancho Palos Verdes is celebrates its September 7, 2023 50th
anniversary on September 9. 2023.
C.The Parties seek to commemorate Myles Helm and the City’s 50th anniversary by
co-hosting a 1k, 5k, and 10k running event on September 9, 2023 (“RPV’s Run for
Myles” or “Event”). Participating in the Event will contribute to preserving parks and
trails in Rancho Palos Verdes. All proceeds from the Event will go directly to the
City for the purpose of preserving the City’s parks and trails.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual benefits to be derived by the
Parties, and of the promises contained in this MOU, the Parties agree as follows:
Section 1. Recitals. The recitals set forth above are incorporated into this MOU.
Section 2. Term. This MOU will remain in effect and can be renewed annually
from the Effective Date, subject to Section 6, below.
Section 3. Parties’ Obligations.
A.Organization’s Obligations.
1.Organization will provide all necessary services not explicitly provided by
the City, and may do so through third party providers, at its discretion.
2.Organization will organize RPV’s Run for Myles, a 1k, 5k, and 10k run to
take place on September 9, 2023 for the purpose of honoring Myles Helm and to raise
funds for the City’s parks and trails. Between 500 and 1,000 people are anticipated to
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participate. The event kicks off at 7 AM with registration open to the public for check-in. At
7:45 AM, announcements are made, and a warm-up session takes place to prepare
participants. The 10K race begins at 8 AM, followed by the 5K race at 8:15 AM, and the
1k race at 9:45 AM. Afterward, at 10:15 AM, there will be announcements and awards to
recognize outstanding participants. The race will begin at 31501 Palos Verdes Drive
West, Rancho Palos Verdes, CA 90275, and will end at 12:30 PM. Organization is
responsible for all organizational aspects of the event, including prompt cleanup, which
shall be completed no later than 1:00pm.
3.Organization will temporarily place caution tape along a route along a
scenic view of the City; the location is more particularly depicted in Exhibit “A”.
Organization’s route will circulate for a 1 kilometer, a 5 kilometer, and a 10 kilometer area
around the City. Organization shall be solely responsible for the purchase and
maintenance of the caution tape, and shall ensure that it is maintained in a good and
clean condition.
Organization shall only remove the RPV’s Run for Myles 1k, 5k, and 10k
caution tape at the request of City, which request shall be made based on good cause.
The caution tape shall not otherwise be removed unless the caution tape constitutes a
danger to the public health and safety.
4.Run for Myles and A5 Events shall each maintain event liability insurance in
the amount of $1,000,000 in Commercial General Liability (per occurrence), $2,000,000
in General Aggregate, $1,000,000 in Automobile Liability (per accident for bodily injury
and property damage), and $1,000,000 Liquor Liability or Liquor Legal Liabilities (per
occurrence).
5.RPV’s Run for Myles shall only temporarily interfere with the operation of
the public roadway.
6.Organization shall pay all fees associated with the event including but not
limited to: Sheriff’s Department fees, rental fees for parking lot(s), staffing fees, Point
Vicente Interpretive Center lawn area rental fees.
7.Organization shall submit a Special Event Permit application including event
liability insurance in the amount specified above.
8.Organization shall submit a Traffic Control Plan for City acceptance as part
of as part of the Special Event Permit application. Organization shall implement the
accepted Traffic Control Plan and shall be responsible for all costs associated with
preparation, review, acceptance, implementation, and all associated and related costs of
the Traffic Control Plan. Organization will provide personnel, materials, and equipment to
implement and manage traffic control for the duration of event according to the Traffic
Control Plan accepted by the City.
9.Organization shall contact the Los Angeles County Sheriff’s Department to
provide emergency services including police.
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10.Organization shall provide waste receptacles.
11.Organization shall provide custodial support.
12.Organization shall provide portable restroom facilities and portable sinks.
13.Organization shall provide event security and crowd control.
14.Organization shall provide a Stage and a Sound System for participating
bands.
15.Organization shall provide staff to manage parking.
16.Organization shall obtain a permit for tents and structures by coordinating
with the Los Angeles County Fire Department.
B.City Obligations.
1.City shall provide space for the temporary placement of the caution tape in
the public roadway, as depicted in Exhibit “A”, at no charge to Organization.
2.City shall provide access to Point Vicente Interpretive Center lawn area for
a fee to Organization.
3.City shall provide parking at the Point Vicente Interpretive Center parking lot
for a fee to Organization. City shall provide parking at Rancho Palos Verdes City Hall to
Organization.
4.City shall review the Traffic Control Plan submitted with Organization’s
Special Event Permit. Upon Organization completing the Traffic Control Plan to the
satisfaction of the City, the City shall accept the Traffic Control Plan.
Section 4. Indemnification; Release. Organization must indemnify, defend and
hold harmless the City, its elected and appointed officers, employees, agents, and
volunteers (“City Indemnitees”) from and against any and all liability, including but not
limited to demands, claims, actions, fees, costs and expenses (including attorney and
expert witness fees), arising from and/or relating to the performance of this Contract,
except for such loss or damage arising from the sole negligence or willful misconduct of
the City Indemnitees.
Section 5. Termination; Withdrawal. This MOU may be terminated upon a 60-
day notice written request of either Party.
Section 6. General Provisions
A.Notices. Any notices, invoices, or reports relating to this MOU, and any
request, demand, statement, or other communication required or permitted hereunder
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must be in writing and be delivered to the representatives of the Parties at the
addresses set forth below. The Parties shall promptly notify each other in writing of any
change of contact information, including personnel changes.
City of Rancho Palos Verdes
Attn: Ara Mihranian, City Manager
30940 Hawthorne Boulevard
Rancho Palos Verdes, CA 90275
email: aram@rpvca.gov
Run for Myles
Attn: Jill Helm
46-E Peninsula Center Dr. #390,
Rolling Hills Estates, Ca 90274
email: runformyles501c3@gmail.com
B.Relationship of the Parties. The Parties are, and will at all times remain as
to each other, wholly independent entities. No Party to this MOU will have power to incur
any debt, obligation, or liability on behalf of any other Party unless expressly provided to
the contrary by this MOU. No employee, agent, or officer of a Party will be deemed for
any purpose whatsoever to be an agent, employee, or officer of another Party.
C.Amendment. The terms and provisions of this MOU may not be amended,
modified, or waived, except by an instrument in writing signed by both Parties.
D.Law to Govern. This MOU is governed by, and will be interpreted,
construed and enforced in accordance with the laws of the State of California.
E.Severability. If any provision of this MOU is to be determined by any court
of competent jurisdiction to be invalid, illegal, or unenforceable to any extent, then the
remainder of this MOU will not be affected, and this MOU will be construed as if the
invalid, illegal, or unenforceable provision had never been contained in this MOU.
F.Entire Agreement. This MOU constitutes the entire agreement of the
Parties with respect to the subject matter of this MOU.
G.Waiver. Waiver by any Party to this MOU of any term, condition, or
covenant of this MOU will not constitute a waiver of any other term, condition, or
covenant. Waiver by any Party to any breach of the provisions of this MOU will not
constitute a waiver of any other provision, nor a waiver of any subsequent breach or
violation of any provision of this MOU.
H.Counterparts. This MOU may be executed in counterparts, each of which
will be an original, but all of which taken together will constitute one and the same
instrument.
I.The Parties have been represented by counsel in the preparation and
negotiation of this MOU. Accordingly, this MOU will be construed according to its fair
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language. Any ambiguities will be resolved in a collaborative manner by the Parties and
will be rectified by amending this MOU as described in Section 6(C).
[Signatures on following page.]
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The Parties have caused this MOU to b e executed by their duly authorized
representatives and affixed as of the date of signature of the Parties:
“CITY”
CITY OF RANCHO PALOS VERDES, a
municipal corporation
By:_________________________
Barbara Ferraro, Mayor
“ORGANIZATION”
RUN FOR MYLES, a 501(c)(3) nonprofit
corporation
By:_________________________
_________________, President
ATTEST
By: _________________________
Teresa Takaoka, City Clerk
APPROVED AS TO FORM
Aleshire & Wynder, LLP
By:_________________________
William W. Wynder, City Attorney
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EXHIBIT “A”
RPV’S RUN FOR MYLES 1K/5K/10K MAP
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