HomeMy WebLinkAbout2009-02-10 City Council Agenda Item No. 7CITY OF
LADE L LSII`IOKE
DREAM EXTREME
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REPORT TO CITY COUNCIL
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: ROBERT A. BRADY
CITY MANAGER
DATE: FEBRUARY 10, 2009
SUBJECT: APPROVAL OF SECOND ANNUAL FRONTIER DAYS
Background
The Lake Elsinore Chamber of Commerce has submitted a special event application to
hold its second annual Frontier Days event at Alberhill Ranch Sports Park on April 24,
25 and 26, 2009.
The event will be a family event that will bring the community together and promote a
sense of community. It is the Chambers goal to create a signature event for the City that
will foster tourism and enhance the quality of life in Lake Elsinore
Discussion
The Frontier Days event will be held from 4:00 p.m. to 12:00 p.m. on Friday, April 24;
from 11:00 a.m. to 12:00 p.m. on Saturday, April 25; and from 11:00 a.m. toll 1:00 p.m.
on Sunday, April 26. The event will feature artisans and crafters, carnival rides, a food
court, community information booths, entertainment stages, several old west gun fight
shows, and a beer garden. There is no admission charge to enter the event area.
Through the planning process, the Chamber will meet with the appropriate City
Departments to ensure all required documents are submitted. The event organizers are
currently going through the permit approval process and will met the conditions of
approval set by the city.
The Lake Elsinore Chamber of Commerce is requesting waiver of Lake Elsinore
Municipal Code Sections 8.40.040(A); alcohol is prohibited in City parks and beaches,
and 9.28.030; it is unlawful to furnish alcoholic beverages in public. Based on the City
Code, both these sections allow City Council to make exceptions for serving alcohol in
City parks.
Agenda Item No. 7
Page 1 of 9
Frontier Days 2009
February 10, 2009
Page 2
Fiscal Impac
The Chamber will be responsible to pay security and fire inspection fees required by the
County Sheriff Department and County Fire Department associated with the event. City
staff cost for litter control and traffic control signage will be provided as in kind services.
Recommendation
It is staff's recommendation that the Mayor and City Council approve the request from
the Chamber of Commerce for waiver of Lake Elsinore Municipal Code sections
8.40.040(A) and 9.28.030 and allow alcohol to be served during the Frontier Days
event.
Prepared by: Ray Gonzales
Director of Parks & Recreation
Approved by: Robert A. Bradj
City Manager ~l~/
Agenda Item No. 7
Page 2 of 9
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Agenda Item No. 7
Page 3 of 9
05/02/2008 MON 11:49 FAX 951 245 9127 Lk Elsinore Vly Chamber
CITY OF LAKE ELSINORE
APPLICATION FOR SPECIAL EVENTS PERMIT
Description of event:
Location of event:
V
Date A lica. taring C
!Gate
4gr /ct uanhoz ~f ~o ,>r,.
Name of Sponsor (print please)
!0-2, W, A2W ZLrC4
Address (CCitty~/^Staate/Zip) 9ZJ740
Telephone
Number of persons
employed to conduct
event
Date
0001/005
r -r _IG ~ 5 u -11,RM
d S q-/ern
lg Time Event Time Event
To Open To Close
Name of Special Event Director
(or local contact)
i o 010x 1149 Mori, CA CA
Address (City/State/Zip)
61 25 09
Telephone
_ $;400
Anticipated daily
attendance
300
Estimated parking
spaces needed
(peak time)
All of the following documents must be on file prior to start of event.
1. Application for Business Tax to be completed by business owner.
Includes, but is not limited to, all commercial and itinerant
vendors, carnivals, displays, sellers,- anyone who offers a
service, and/or contractors performing work.
2. A list of all employees who will be working the event, to include
name, current address, date of birth, driver's license, and a
current photo of each.
3. A written explanation of the applicant's plans to provide:
a. Security /4I 2c4l r}~car..j
b. Fire Protection
C. Water supplies and facilities
d. Food supplies and facilities
e. Sanitation facilities
f. Vehicle access
go Parking spaces
h_ Traffic control
i. Clean-up plans for the premises
4. List the number and type of food concessions.
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Agenda Item No. 7
Page 4 of 9
06/02/2008 MON 11:49 FAX 951 245 9127 Lk Elsinore vly Chamber 0002/005
Special Event Permit Application (continued)
5. A diagram of the layout of premises involved showing location of:
a. Staging Area
b. Parking
C. Rides
d. Games and concessions
e. Fire extinguishers
f. Trash disposal and sanitation facilities
g. Tents
h. Fuel storage
i. Emergency vehicle access
j• Food supplies/facilities
(If requesting a street permit, show route, proposed traffic control
locations, site of staging area, parking, sanitation facilities, etc.
6. Insurance certificate shall be submitted to provide proof of personal
injury and property damage insurance in the amount of $1 million with
the City of Lake Elsinore, its officers, agents, and employees named
as Additional Insured. Insurance company must have an A+ rating in
Rating Guide.
the Best's Key R- gv
o a "1~-
p y Amount Expiration Date Cit med?
7. Letter of permission from property owner, if applicable.
8. Sign Release and Indemnification Agreement.
9. Sign American with Disabilities Act Discrimination Agreement.
SPECIAL DEPARTMENT/DIVISION CONCERNS
Police Department - All games, security requirements, and ABC (alcohol)
permits must be approved by the Chief of Police or
his representative. Estimated man hours recommended
for traffic control and/or policing will be handled
by the Police Department representative as required.
Fire Department - Tents, booths, fire protection devices, fuel storage,
cooking apparatus, public assembly areas, and
emergency vehicle access.
Public Works - a. Traffic Control
b. Clean-up
C. Trash bins/containers
d. Physical facility maintained/repaired
Agenda Item No. 7
Page 5 of 9
06/02/2008 MON 11:49 FAX 951 245 9127 Lk Elsinore Vly Chamber
Date Special Event Event Na
Packet Mailed Event Da
Contact
Address:
Telephon,
CITY OF LAKE ELSINORE SPECIAL EVENT CHECK LIST
!L~ Fill out event application.
File event application and pay filing fee
Facility rental fee
®003/005
Pay cash bond for estimate cost of police, fire, and Community Services
Division. $ refundable if no costs arise from event.
✓ Develop scale map of event with fire lanes.
Obtain $1 million insurance policy naming the City of Lake Elsinore and its
officers as additional insured.
V Obtain an application to serve food from the Riverside County Environmental
Health Department.
On the day of the event, games, tents, and booths will be inspected by the
City's Fire, Police, and Building Departments.
Fire inspection permit. Cost will vary depending on number of rides, booths,
and tents.
Obtain proper permits from Department of Alcoholic Beverage Control when
selling alcohol (909/782-4400)
Parking Plan. '
Alcohol involvement.
Group responsible for additional charges arising from the event.
Must provide own security.
A detailed event cost will be determined after meeting with event promoter.
Provide Articles of Incorporation and copies of State and Federal documents
identifying group as "non-profit" when applicable.
Sign ADA form.
Sign Release and Indemnification Agreement.
Provide a letter (if applicable) from landowner allowing event.
X = items required to be completed by event promoter
Agenda Item No. 7
Page 6 of 9
G6/02/2008 MON 11:50 FAX 951 245 9127 Lk Elsinore V1y Chamber 2004/005
FEES FOR SPECIAL EVENTS PERMIT
Application/Filing Fees: $ Multi-day event $
$ Single-day event $
Outdoor Facility Use Fees: $ 500 Major Event x _ days $
Deposit or Bond* Type of activity will determine
the amount of deposit or bond. $
* Any fees that arise from event will be taken out of bond or deposit.
Business license, building permits, fire permits, water permits, and any
fees for booth, carnival and tents will be paid separately.
AMOUNT RECEIVED: $ TOTAL AMOUNT DUE:
Application/Filing Fee
Outdoor Facility Use Fee Amount Date
Date
Deposit/Bond (amount covers Amount
Police/Public Works)
Estimated Costs: Amount Date
Police Fee
Public Works
Business License *
Building Permits Amount Date
Fire Department Permits Amount Date
Water Permits Amount Date
Amount Date
* These fees will be paid separately and will vary depending upon the
number of businesses, tents, booths, and rides at the event.
I DECLARE UNDER PENALTY OF PERJURY THAT THE INFORMATION IN THIS
APPLICATION, TO THE BEST OF MY KNOWLEDGE AND BELIEF, IS TRUE AND CORRECT.
DATE:
APPLICANT
BY:
Signature of President, Partner, or Owner
BY:
Procedure Signature of Secretary, Partner, or Owner
Applications must be filed at least 60-days before the event at the Community
Services Department, City Hall, 130 S. Main Street, Lake Elsinore. Departments
will review and City manager provide a response within 30-days. You may appeal
City Manager's decision to City Council within 5-days after decision rendered.
Please file application as early as possible to ensure adequate time for revision
and resolving any problems that may arise with the event. Agenda Item No.7
Page 7 of 9
96/02/2008 MON 11:47 FAX 951 245 9127 Lk Elsinore Vly Chamber
SPECIAL EVENT
RELEASE AND INDEMNIFICATION AGREEMENT
91005/005
As sponsor of the event daegcr. ?ed herein, it is understood that if a
permit is approved, we, /IZTi~1 awjem agree
j~z
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
!7~7'
Signatu e of 'dent/Director
Date
/O- to
Date
AMERICANS WITH DISABILITIES ACT (ADA)
As sponsor of the event descri ere}}',n it is understood that if
permit is approved, we, /r4}GYt CFyjy~gyR/y LI/
agree to follow federal regulations prohibiting discrimination on
the basis of race, color, national origin, age, or disability.
Signature of Event Chair Date
Signatu e Pr nt/Director Date
Agenda Item No. 7
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Agenda Item No. 7
Page 9 of 9
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