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HomeMy WebLinkAboutCity Council Item No. 10REPORT TO CITY COUNCIL TO: HONORABLE MAYOR AND COUNCILMEMBERS FROM: ROBERT A. BRADY, CITY MANAGER DATE: FEBRUARY 22, 2011 SUBJECT: CO-SPONSORSHIP AND MUNICIPAL CODE WAIVERS FOR FRONTIER DAYS SPECIAL EVENT Background The Lake Elsinore Valley Chamber of Commerce has submitted a special event application to hold its fourth annual Frontier Days event at Alberhill Ranch Sports Park on April 15th, 16th and 17th, 2011. This event will feature carnival rides, vendors, crafters, western performances, amplified live music, a beer garden and other attractions. The Chamber of Commerce is requesting the City co-sponsor the event and waive certain fees, as well as partially fund law enforcement services. City Staff is in the process of preparing conditions for the event. A pre-requisite for finalizing the conditions is obtaining the City Council's approval to co-sponsor the event and waive certain Lake Elsinore Municipal Codes (LEMC) to permit serving of alcoholic beverages in public. Discussion The Frontier Days event will be held on the following dates and times: • April 15th, Friday, from 4:00 p.m. to 12:00 midnight • April 16th, Saturday, from 11:00 a.m. to 12:00 midnight • April 17th, Sunday from 11:00 a.m. to 10:00 p.m. The Frontier Days event will be held at Alberhill Ranch Sports Park. The Chamber estimates the three day event will draw 10,000 people. A substantial portion of the park will be fenced to host the event. Admission to enter the event area and to participate in the carnival rides is $10.95 per person per day, with unlimited rides. A $3.00 discount coupon for admission will be widely distributed throughout the City. Due to the extensive use of the park to support this event, the park will need to be closed to the general public. AGENDA STEM NO. f D PAGE / OF J(° ` Frontier Days Special Event February 22, 2011 Page 2 The Chamber Organizers propose to serve beer and wine at the event. Those purchasing alcohol will be required to provide proper identification to prove legal drinking age. The Chamber Organizers are requesting a waiver of LEMC Sections 8.40.040A (Alcohol is prohibited in City parks) and 9.28.030 (Furnishing alcoholic beverages in public). The Chamber is requesting the City waive the following fees: • City Application Processing fee = $200 • City's Vendor Permit fees = $10 per vendor • Refundable Security Deposit fee = $1,000 • Roadway Encroachment Fees = $220 The Chamber is requesting the City provide the following services as co-sponsor: • City Staff to prepare and implement a Traffic Control Plan • Extra cleaning & stocking of park restrooms during the event, estimated at $180. The Chamber is requesting the City pay half the law enforcement fees, estimated at $2,500. If the City co-sponsors the event, then City Staff will request CR&R to provide two 40-yard trash bins for the event at no charge per the City's franchise agreement with CR&R. Last year's event had about 7,000 paid customers, with a gross-gate of approximately $50,000. If the City co-sponsors the event, then City Staff recommends greater hometown participation, with such programs as a baking contest, chili cook-off, Miss Frontier Days contest, amateur singing or karaoke, line dancing, local/regional country- western performers, horseshoe contests, burlap sack race, greased piglet roundup, watermelon eating contest, pet costume contest or parade, local crafters, local artists, local 4H Clubs and free vendor space for nonprofit community groups. Fiscal Impact The total direct cost for the City to co-sponsor this event is estimated at $3,600. The law enforcement fees are not budgeted and would need to be expended from the City's unallocated General Fund Revenue. The Chamber shall pay all other costs associated with hosting the event, including Fire Inspection Services, ABC license, event staffing and security staffing. ACaENW% ITEM NOa /6 PACIF °2 OF Frontier Days Special Event February 22, 2011 Page 3 Recommendations 1. Consider approving the proposal for the City to co-sponsor the event, waiver of City fees and related expenditures from the unallocated General Fund Revenue. 2. Waive the Lake Elsinore Municipal Code sections listed below for the proposed Frontier Days Special Event, subject to compliance with all other conditions for the event as approved by the City Manager. Waive LEMC sections: • 8.40.040A Alcohol is prohibited in City parks • 9.28.030 Furnishing alcoholic beverages in public Prepared by: Pat Kilroy, Director Lake, Parks and Recreation Department Approved by: Robert A. Brady, City Manager Attachment: Frontier Days - Special Event Application AGENDA ri E`NI LNOY PACE 3 AGENDA F EM NO. ~2 PAGE ! OFD CITY of LAIC) C,q?LSINOFl~ DR[AM Ey'frtEM[ PARKS AND RECREATION DEPARTMENT SPECIAL EVENTS APPLICATION & PERMIT PACKET Date Submitted: `//-1/ Name of Event: • E C,?i DA>TfQe p/9ys Date(s) of Event: Time(s) of Event: C IS To Fctzlt,/ ~4-Ili To ~IJN-~-/D Is this Event: h]( Open to the Public ❑ Private - e' 11-12, Will you be c r ng the Public to attend/participate in your Event? ❑ No Amount $LOCivN Type of Event: Q Run / Walk ❑ Parade/ March ❑ Concert/ Performance ❑ Farmer's/ Outdoor Market ❑ Circus/ Carnival T Festival/Celebration ❑ Air Show / Car Show ❑ Other Description of Event: (Attach additional pages If needed) I PAGE fXf Yes ❑ No Is this an annual Event? so, how many years have you been holding this Event? ~pr d . / Name of Organization Sponsoring the Event: b v IAI/~fO~t/ G0MMIVY U, es ❑ No Is the organization a tax exempt, non-profit organization with an IRS 50t(c)? Name of Applicant: llfH'KG L Address,: A_ City c4iEFi _C~S%/!d✓_~ Pilo ne ~ E-Mail Alternate Contact: Address: - City (////d Phone E-Mail 400 State G~ Cell State Cell d Zip Code Fax Zip On Site Contact; .,N Address: City State Zip Code Phone - Cell Fax E-Mail Location Description: (Attach additional pages if needed) Site Diagram Please provide a diagram of your Event site which must include the following items. • An outline of the entire event venue including the names of all streets or areas that are a part of the venue and the surrounding area. If the event involves a moving route of any kind, indicate the direction of travel- • Indicate the location of all stages, bleachers, grandstands, scaffolding, canopies, tents, portable toilets, booths, beer gardens, cooking areas and other temporary structures. • The location of fencing, barriers and/or barricades. Indicate any removable fencing for emergency access. • Indicate and maintain a 24 it, wide emergency access lane, and exit and entry points for areas that are fenced or that occur within tents or other structures. • The location of first aid facilities and, if applicable, the location of ambulances. • A detail or close-up of the food booth and cooking area configuration, including booth identification of all vendors cooking with flammable gases and/or barbeque grills. • Generator locations and/or source of electricity. • Placement of vehicles and/or trailers. • Identification of all event components that meet accessibility standards. Anticipated Attendance: Daily: aeo Total Event Attendance: 40/M2 Proposed Schedule: Date: Time: Streets Closed Date: Time: Setup Begins f r al Q~ f Date : Time: Event Starts ¢ it n Date: Time: Event Ends 4 /7 I e/ ^ ~f% 1fD~r» Cleanup Begins Dat C/ Time: Date: Time: Streets Open AGENDA UYv3I V.D, ~ 16 !PAr. 2 / o Ap a .,4 .z [ nn ti 5 i+" 4`4a~6Fi a ° ~tr4'`eyfx. s2' t z t.. a u, r gsa v'x.~ w z i > ~ c f 't ~ ~ S'" a y t nv >y yi ~,1ry ~ Ask 5 "~A i 4 !zv j Street Closures: Yes No Is your Event going to Impact the regular flow of traffic on a city street or sldewal ? If yes, applicanVoryanizermust notify residences and businesses affected by the event: What street(s) and intersection(s) will be closed for your Event? Yes ❑ No Will your event involve the use of traffic safety equipment, (i.e.) barricades, traffic ones, etc.? Applicant/organizer will be required to obtain traffic safety equipment for the sale closure of the venue and to ensure proper detour and parking information is posted. Depending on the event, you may need barricades, traffic cones, directional signage, etc. You may also be required to obtain a prolessional traffic plan. 5 i 9Yi$ Parking: it is important that you plan for the safe arrival and departure of event attendees, participants and vendors. As the Event organizer, you should develop a parking and/or shuttle plan that is suitable for the environment in which your Event will take place. ❑ Yes )itI No Have you included accessible parking and/or access plans? rf}r&.n F',N//+.3,•4 i+ Ra`y~al zi a .r. aYbr t i k ] z`Z j- SO R N f-'a`N`a' r w r 3 yc~rfl iLya. 3pryp v N g . w 4 xrva w-a > ~RE' DLx~Pr R7~{fl N v;t.f £t rwn sr NSF ry S x ti f7t1 Yes ❑ No Will electrical generators be required during the Event? E ]Yes FXNc Will fireworks, explosives or any other pyrotechnic device be used at the Event? Name of Pyrotechnics Company: Business License Number: Address: City State Zip Code Phone Call Fax E-Mail Oyes XNo Will the event require tents with over 200 square feet of material? Yes XNo Will the event require tents or canopies with over 400 square feet of material? (T~ Yes [.]No Will there be use of cooking or any other equipment that emits a flame, heat or spark? ACENDA MEM NO.- ID C Yes No Will you be hiring a Security Company? Please 1 elude a security plan. Name of Security Company: Business License Number: Address: City State Zip Code Phone cell Fax E•Mall The Sheriff's Department will determine it and bow many officers will be required based on several factors including, but not limited to: Type of event, hours of the event, number of anticipated attendees, and Whow alcohol will be served/sold at file event. Alcohol sales require a permit! (Lftnfted to beer and wine only) tx1 Yes ❑ No Will alcoholic beverages be furnished or sold at the event? Please describe the plan to ensure the safe sale or distribution of alcohol at the Event. Describe how sales to minors will be avoided at the Event (i.e.)10 check, bracelets, gated venue. O Yes %No Do you have a current liquor license? If not, please contact the following: Alcohol Beverage Control 3737 Main Street, Ste. 900 Riverside, CA 92501 (951) 7824400 Ww .abc.ca.dov AGENDA HI E - PAGE ~~a~~ 41./J jV M S`ly, Fyf ,{.'c- . . Ml ! V. x?'14 rv~,~}r~ r~ G+ 1 J R f ' .i +Ir}~~wy l'tx§ y6,tJR S~ arv''~ s,U.~ ~7-~C~~~t SIGIl~,V~JtwT ~f'¢ X"R, k~'.r.~ h~~3 `~cFE.4 ~.t^~~~ ~F'r"~`~f'h:` r J ~^4 r< 1 i ♦ o f : iY yr 1.l ()6Yos O No Will food or beverages be provided or sold at the Event? ❑ Yes (Ix No Will the Event be professionally catered? If your Event is being catered, please provide the catering companys name and business license number. Name of Caterer: Business License Number: Address City - State Zip Code Phone Cell Fax E-Mill Food sales and service must meet the Riverside County of Heatth Guidelines and may require a permit! Yt' Yes L_] No Will the Event have food vendors? UYes ❑NO Do food vendors have their health permits? not, please contact the iollowing: Riverside County Department of Health 36740 Sky Canyon Drive Murrieta, CA 92563 (951) 461-0264 www.riveoeh.or(I wtu_^1v~~c, Y v r"~4 !~}a ~..`~~°ff ,r c Ar~,{r{ - rw'3a xtsr vrU r" ~T't° ia~f7 r< <r'4'9A ` `w v d u ?ki4'ac tXYes No Will the Event have vendorsibooths offering items other than food? lease subrntt a ggfflp ete list of vendors and/orexhlh(tors. As the Event Organizer, please ensure the following: Y All vendors carry general liability insurance. Y Valid business licenses are displayed by all Event Vendors and Event Organizer. Y All food vendors obtain and display special food vending permits from the Riverside County Department of Health. (See above information) ,m 0 PACE 10 OF Vendor Booth List ACEMDAHEANO. PAGE OF ~r~2°~+~iYn.'rg',3,.;~ f}s~i~S?kkt v~G~l44S''vrs>~~J,~'n {~t~}~°' S F~'^~~'s ° ?'L 1a > ,Kks. c«~•,,y,"S~P r,+~.i~ ag~e~-~.. ~~"e ~ 1sb kf~~hs~r ~ i iilY~ItA A~~~"~u+.~~,,s~~~°k~~-~~sye~ yy,~~~~y~~{+„ti-~Y`°yr. O Yes ONO Will there be animals present, (i,e. petting zoo, circus, pony rides, dogs, other)? If yes, please explain: t/n knyr.~n of ,fl~f < Organizer must contact animal control services: Animal Friends of the Valleys 29001 Bastron Avenue Lake Elsinore, CA 92530 (951) 674.06111 www.animalfrigndso(lhevallevs.com '..&f ~K~tLi~!f~R,uMkuR?~'r i2 Si u~4~~\~~'"~+'~Y~G~ 4~1,Y~AN ~l•`. ~,ih rne~ht ~~.i rr, she, y3J -~-c_...`~-•~_ , i~w M h ~R h.`.XiY>:.lH Y., s •5,.~ ~ ~ Sw~a'•"~y'F, Y.I~ "+r ~ P" 4 1 WY~.,,~...G~:e Yes O No Has appilcantlorganizer hired a licensed professional emergency medical services rovider to develop and manage the event's medical plan? Name of Licensed Medical Service Provider: Business License Number: ' Address: city State Zip Code Phone Celt Fax E-Mail Please describe the medical plan including your communications plan, the number, certification Ievols and types of resources that will be at your Event and the manner in which they will be managed and deployed. The plan should include the hours of setup and dismantling of medical aid areas. ! °~~~\~td+d+ VY[<# Byte §i t YM c5 Kts 8~~,~, r i 9 4 t~~"+~ xr 4' Y ' i% z t MI. 11.E s ~ a klb U Tess'.(k F~irs?i' `r L? s'.s•F 44^ rM,! L ~ ~ J `'"a Yes O No Will Event have amplified sound? Yes O No Will Event have live tousle? If so, please provide name of band(s) and type of music,. C14fff6 CfJd/lfitf Yes D No Wilt the Event have mechanical noise? es ❑ No Are you renting restroom facilities? lease attach Information about the specific plan listing number and locations. Name of Restroom Facility Provider: Tuj Q Business License Number: Address: City State Zip Code Phone Cell Fax E-Mail KY es ❑ No Have provisions been made for cleanup after the Event? Explain: 11010n-tc~ y ~;rGtr Who is responsible for cleanup? Name of Person Responsible for Cleanup: Name of Company Responsible for Cleanup: .'+-Mrt__~/}}lY....._~,.~-L Business Address: .I _ _ City 1ylV✓!'~ Stale 0 Phone Cell E-Mail Zip Fax AGENDA FE'."A N"0- lb- PACE FOR OFFICE USE ONLY EVENT NAME: Department/Divislon Recommendation Date Signature Estimated Comments Cost ( )Approved Building and Safety ( ) Disapproved $ ( ) NIA - Engineering ( ) Disapproved $ ( ) WA ( )Approved - - Fire Department ( ) Disapproved $ " ( ) NIA ( ) Approved - Lake Department ( ) Disapproved g; ( ) N/A - Approved - Parks & Recreation ( ) Disapproved $ ( ) NIA Planning ( ) Disapprove $ - ( ) NIA O Approved Public Works ( ) Disapproved $ ( ) NIA - - )Approved ",ik Sheriffs/Police ( ) Disapproved , O N/A ONLY WHEN ALL WHEN HAVE SIGNED YES OR N/A ON THIS SHEET IS YOUR EVENT OFFICIALLY APPROVED BY THE CITY OF LAKE ELSINORE ~t LET 1 1 ~ ~ ~ trlf! !1 1 to ~ u ; n-D c ~w ~J v , ~v ~/~Air71 ~1,4:y% W J PAGE OF-2k- , SPECIAL EVENT RELEASE AND INDEMNIFICATION AGREEMENT As sponsor of th event described herein, it is understood that if a permit is approved, we, 40YM tj TA/J64W-W-4M-4-4-6agree to indemnify the City of Lake Elsinore and its employees, servants and agents, and hold them harmless from any liability, penalty, expense or loss arising out of any injury to any person or damage to any property resulting from the provision or failure to provide services for this special event permit, or the approval thereof, including without restriction any such liability, penalty, or loss resulting from the active or passive negligence of the City, its employees, servants or agents. The undersigned agrees to pay for additional City costs not covered by the deposit or bond. Signature of Event Chair Date Signature of Presi enVDirector Date AMERICANS WITH DISABILITIES ACT (ADA) As sponsor of the ~~;;''ent described herein, it is understood that if permit is approved, we, L"C41 ; Ty+e7'y, ~iWNV UCagree to follow federal regulations prohibiting discrimination on the basis of race, color, national origin, age, or disability. Signature of Event Chair Date Signature of President/Director Date ACEN,DA ME N1 W - Cb PAGE ~u~ OF