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HomeMy WebLinkAbout2009-04-28 City Council Item No. 10 CITY OF 1111 \__ LADE oLSINOU DREAM EXTREME REPORT TO CITY COUNCIL TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ROBERT A. BRADY CITY MANAGER DATE: APRIL 28, 2009 SUBJECT: CLOSURE OF MAIN STREET FROM GRAHAM TO LAKESHORE FOR DMA MAY 9, 2009 CAR SHOW Background The Lake Elsinore Downtown Merchants Association (DMA) has submitted a special event application to conduct a Route 395 Hotrod Show slated for Saturday, May 9, 2009. The event will begin at 12 noon and conclude at 7:00 p.m. The Route 395 Hotrod Show is family oriented and will feature local entertainment, food and activity booths, and custom cars. The activities will be held at City Park and custom cars will park on Library, Limited and on Main Street. By conducting this event, the DMA will be promoting tourism and shopping in the Historic Downtown Area. This is a great opportunity to market the downtown to our residents and to tourist. Discussion The Special Event Permit for the Route 395 Hotrod Show is going through the review process. On April 20, 2009, staff from the Parks and Recreation, Fire, and the Sheriff's departments met with DMA representatives to obtain additional event information and to identify conditions of approval. As part of the conditions of approval, the DMA will hire a private security company to provide event security. The Public Works Department will close and open streets, and set up barricades and post detour signage routes. The DMA will purchase insurance coverage through the City's insurance carrier and will pay staff cost for the street closures. Agenda Item No. 10 Page 1 of 19 Closure of Main Street from Graham to Lakeshore For DMA May 9, 2009 Car Show April 28, 2009 Page 2 Requested street closures include Main Street from Graham to Lakeshore; Prospect from Main to the Alley; Limited from Main to Spring; Sulphur from Main to Spring; and Library from Main to Spring. Public Works will close the streets beginning at 10 a.m. and will reopen the streets by 8 p.m. The DMA has contacted local businesses along Main Street to inform them of the event and of the street closures. Business owners are supportive of the event and support closing streets, since Main Street from Graham to the freeway will remain open. Fiscal Impact The DMA will be responsible for all expenses associated with the promotion, security, insurance, street closures, and entertainment. The DMA will be responsible to pay the $200 special event filing fee, $174.22 for insurance, and $850 for city staff to close, monitor and open streets. Total amount payable to the city is $1,224.22. Recommendation Approve closure of Main Street from Graham to Lakeshore to host the DMA Route 395 Hotrod Show on Saturday, May 9, 2009. Prepared by: Ray Gonzales , Director of Parks & Recreation Approved by: Robert A. Brady (& City Manager Attachments: Special Event Application City of Lake Elsinore - Conditions of Approval Agenda Item No. 10 Page 2 of 19 4� e,./,,,, 46 lk <- F V 4, p R k A,. Par 4 c q 9 Ap E Gk. Spy p � � 4 1114, 85 h rking &,. 4 Cd l-D i Parking ° -11'E 404 .i ARoSp��pSp w 4 w w Cit Park � ' o � dliel Cig RIDGE ST y,t RYS ++ia vise +o �� ��� xtM BA ST d 9 4o d4 G `yL L C' Route 395 HotRod= Steet Closures ry 0.00E11;0.02 Miles Iiiiljiil Prepared by CITY OF LAKE ELSINORE Gay o" " Eis;nore GAS 23. 2th LAKE aLS1NORJ ROUTE 395 HOTROD SHOW Agen• i ,� - . G �e� a f({{���gqt e GIS llflt,�na EXr H�tna [ in '` [ A ° eSaareP.AneN� LADE 6LS INOT L DREAM EXTREME PARKS AND RECREATION DEPARTMENT SPECIAL EVENTS APPLICATION & PERMIT PACKET Date Submitted: A p< < 3 ( 2 � F ,a ... x ;«�... -�.. re �. �.. � � ..„ . F'���§ - ``r� a �E �� _ � .;....�_._, '�`� ` ' s"�. Name of Event: — 1)4 1 7 / C' ritz /( �-- Date(s) of Event: i� J Time(s) of Event: To / 4 °e ), ;(,)0 6 ` 7 �J '!r1 ,✓:� To Is this Event: g Open to the Public ❑ Private Will you be charging the Public to attend /participate in your Event? No ❑ Yes Amount $ Type of Event: ❑ Run / Walk ❑ Circus / Carnival ❑ Parade / March ❑ Festival / Celebration ❑ Concert / Performance [X Air Show / Car Show ❑ Farmer's / Outdoor Market ❑ Other Description of Event: (Attach additional pages if needed) S) ❑ Yes K No Is this an annual Event? If so, how many years have you been holding this Event? Agenda Item No. 10 Page 4 of 19 Name of Organization Sponsoring the Event: A�'a.�n.,� '1�C�,. (24 -I4V 14 Yes ❑ No Is the organization a tax exempt, non - profit organization with an IRS 501(c)? Name of Applicant: Address: / 3 7? , )2- � '"--. City �- State Zip Code Phone Cell 937/3 7 g'- -J5-d Fax E -Mail Alternate Contact: Address: /O, e 72 77 City h- t State Zip Code ��•O Phone Cell 7,57/a - gkg Fax E -Mail On Site Contact: A2-€....4...4/1 Address: /3 g' City / - State c� ... _ . d'9' Zip Code 9,2 S,�C7 Phone Cell Fax E -Mail Agenda Item No. 10 Page 5 of 19 r° .. 3- i {rte �z r - s R- � R & � 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 ft. 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. r B b d Anticipated Attendance:,3'° "r� J� ©C� Total Event Attendance: Proposed Schedule: Date: Time: Streets Closed °r 'T p 09 / i Q G /1 Date: Time: Setup Begins , n-e 4,/ 60, / I O el / fb Date: -�7 Time: Event Starts - 7 —y () ` V cf � ° ©? / i ; O O 1 1✓ Date: D Time: Event Ends %74 �j 33 o O? - 7, C7 a 0 -) Date: j/ Time: Cleanup Begins `f' Q c9 7/0 O Date: T ime: Streets Open 7, ® 0 , 7 f 1 Agenda Item No. 10 Page 6 of 19 . x` x ' ' j-- ` ' ¢ r.. ar "- .cs> � � v`� a a a� a a � '` � ��zs�+�y `'� ": e-, � �' i ��' � � a q� ,¢a ��:�*M .. �, s � � s � � ��'� "�: `c�-r . .r: }e,. -,. �� :-5 fir;' a .: ,..+ ,e ,, c Street Closures: 15 ❑ No Is your Event going to impact the regular flow of traffic on a city street or sidewalk? If yes, applicant/organizer must notify residences and businesses affected by the event. What street(s) and intersection(s) will be closed for your Event? M.Yes ❑ No Will your event involve the use of traffic safety equipment, (i.e.) barricades, traffic cones, etc.? Applicant/organizer will be required to obtain traffic safety equipment for the safe 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 professional traffic plan. 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. JgJ Yes ❑ No Have you included accessible parking and /or access plans? ❑ Yes IN Will electrical generators be required during the Event? ❑ Yes 14 No 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 Cell Fax E -Mail ❑ Yes ►J No Will the event require tents with over 200 square feet of material? ❑ Yes ig No Will the event require tents or canopies with over 400 square feet of material? Yes ❑ No Will there be use of cooking or any other equipment that emits a flame, heat or / spark? Agenda Item No. 10 Page 7 of 19 =�' .«... .tea. s...,., _ „� ti .�..�- ..,�`3n.s.7. .>_zc.�- .+.�g�._.�+.. P - •x. �..... _.. x. * sr_.� -P..w , Yes ❑ No Will you be hiring a Securiy � � Please include a security plan. �1l de--4-4--e Name of Security Company: Business License Number: Address: City State Zip Code Phone Cell Fax E -Mail The Sheriff's Department will determine if and how 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 if /how alcohol will be served/sold at the event. Alcohol sales require a permit! (Limited to beer and wine only) ❑ 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.) ID check, bracelets, gated venue. ❑ Yes allo 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) 782 -4400 www.abc.ca.gov Agenda Item No. 10 Page 8 of 19 �' 33 7�r§ i �.,r ��a"s'.�. S ��' l� ►tea Yes ❑ No Will food or beverages be provided or sold at the Event? ❑ Yes 14 No Will the Event be professionally catered? If your Event is being catered, please provide the catering company's name and business license number. Name of Caterer: Business License Number: Address: City State Zip Code Phone Cell Fax E -Mail Food sales and service must meet the Riverside County of Health Guidelines and may require a permit! al Yes ❑ No Will the Event have food vendors? [1 Yes ❑ No Do food vendors have their health permits? If not, please contact the following: Riverside County Department of Health 38740 Sky Canyon Drive Murrieta, CA 92563 (951) 461 -0284 www.rivcoeh.orq Yes ❑ No Will the Event have vendors /booths offering items other than food? Please submit a complete list of vendors and/or exhibitors. As the Event Organizer, please ensure the following: > All vendors carry general liability insurance. > Valid business licenses are displayed by all Event Vendors and Event Organizer. > All food vendors obtain and display special food vending permits from the Riverside County Department of Health. (See above information) Agenda Item No. 10 Page 9 of 19 st �" �. -� '. '"a + r yr -"fG"' r + �Z vro ®� kg) & .�. � ,�. .�-: � ka '�,' {:,:� d" a� �-p=� ���. � c ❑ Yes KI No Will there be animals present, (i.e. petting zoo, circus, pony rides, dogs, other)? If yes, please explain: Organizer must contact animal control services: Animal Friends of the Valleys 29001 Bastron Avenue Lake Elsinore, CA 92530 (951) 674 -0618 www .animalfriendsofthevalleys.com ❑ Yes .J No Has applicant/organizer hired a licensed professional emergency medical services provider to develop and manage the event's medical plan? o !cense. ' - . . - - . , . - t e _ si11116 Address: City State Zip Code Phone Cell Fax E -Mail Please describe the medical plan including your communications plan, the number, certification .levels 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. - ..° .. 1.Yes ❑ No Will Event have amplified sound? IN Yes ❑ No Will Event have live music? If s , please provide name of band(s) nd type of usic. V % • i / ❑ \ Yes ,N,No Will the Event have mechanical noise? �L Agenda Item No. 10 Page 10 of 19 . ..I�. ' ' � s � r " � 3�` sa �z�_ , s �� "cc ' � ' ' kV! ❑ Yes KNo Are you renting restroom facilities? Please attach information about the specific plan listing number and locations. Name of Restroom Facility Provider: C t�-1 f PSkot C71 5 Business License Number: t( t ` Address: City State Zip Code Phone Cell Fax E -Mail • Yes ,k] No Have • rovisions been de for cleanup after the Event? Explain: Who is responsible for cleanup? (8 0 1 ei Name of Person Responsible for Cleanup: Name of Company Responsible for Cleanup: Business License Number: Address: City State Zip Code Phone Cell Fax E -Mail Agenda Item No. 10 Page 11 of 19 SPECIAL EVENT RELEASE AND INDEMNIFICATION AGREEMENT As sponsor of the event described herein, it is understood that if a permit is approved, we, A agree 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 Toss 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. • 4 , 4„,........ , e7„...„.1,_ /4 4C) Signature of Event Chair Date 7(' ,eX_;(1 .--- - .( a / ge Signature of Presiders irecto� ate AMERICANS WITH DISABILITIES ACT (ADA) As sponsor of the event described her in, it is understood that if permit is approved, we, 1 i �_LAI agree to follow federal regulations prohibiting discrimination on the basis of race, color, national origin, age, or disability. 4 e-.- 4,ez-, 4 c7 0 Signature of Event Chair Date 4a , — (/ ,e_l_. e / X6 40 al' Signature of Presiden/Director '- — /L�a -tcAu date Agenda Item No. 10 Page 12 of 19 SPECIAL EVENT PERMIT - m Name of Event: !r� ` S l rpm( ,S (/IUc..� Type of Event: C 1+(2. Ski (,-u Location of Event: CI S -( T ft?2 - / V4 4 t V/l (i - -c'e Dates(s) of Event: ,4147 el ddO0? Day 1 D 2 D 3 D 4 , V 1 vo II, Times Event Held: 1 v , ( . _ Day 1 /---- 2 y aL3 y4 Set -up Date: 14114-‘7_......":i i 2 (2O �( Clean -up Date: Event Organizer: 1 M A- Contact Person :: / QS t Y - __-, y1 �Gr, f { ---( " 1 Address: 1 Ty N • 141141`4 c 55 City: L t' State: e4- Zip: p2. 5 v Phone( 7) 3 7 E " 82 a Cellular: l', 6 ' ` ' f x, 1 ' 3 ✓� , — `€ b � ., F 3 i = E3 4 161 " ''( Ifl sa y gg yy 3 } L( C'i„ ( l a�� zt � 3 Agenda Item No. 10 Page 13 of 19 Special Events Application Permit Checklist Special Events Application Packet 117Application Fees and Deposits C1' Site Plan 17 Traffic Plan IV Certificate of Insurance ❑ ABC License (If Applicable) Health Department License If Applicable) ( pp ) Vendor List Security Services (If Applicable) /Provisions for Restrooms and Cleanup Agenda Item No. 10 Page 14 of 19 ake alsincsre �isterrc -1 Mammtc n Merchants Acrcclat ew .,,,,, , ,, COME JOIN US RND TRIG A CRInSE DRCK TO SIMPLER TAKES. j W wog au RID WO WERE Filing DT THE MDR ROUTE 395 CAR SNOW $ ems `- K Ty1E N CiTM PAR!( ON MI INN STRICT IN IRS D LAKE ELSI iti CA [ ►AORNIR I 3 m 1 ! p KUSTOM Uri . r ° :tj ROJJ1..J.w JLTURF� , ., bra . � ., " �1) 1 .- MAY 9fffl 2a 0 � � - I , '''�) 12 NOON - 7PM VEND] •1I4U9COM CUI:11,11W ARTIST . OLkSCUOOI B,_ ____ i'�UOP tPIN UP'UAIR 13OQTN 'PIN UPPAG'EANT0 • <MtXICAN FOOD 8601 { 'GCNEDUU D BAND VIC Y TAFoYA AND THE RIG' BEAT�a .GAMBLERS MRR f THE 115 , JAS01 1M T R.I P - TIDES' JOHNN' WRDD x THE' STIFF. SHEETS ' RED FUR VEGagi r THE CITY PARK & MAIN STREET q 24B S. MAIN STREET V.,:,.;„:.:-.. LOCATED IN HISTORICAL DOWNTOWN LAKE ELSINORE. CA -, LP o 'JUST NORTH OF TEMECULA OFF THE 15 FREEWAYS A THE VELVET VAULT -• LUCKY 13 - SO-CAL SPEED SHOP A N I M ORE! ,....,,.7,„ '4. ALL AGES :. 0 _ S SU&7Bertno,CNRHGE vi H. , J -. � j ww�►so awe �� etr ; ca�MOrROasM EI n n � iJU 4-0 Agenda Item No. 10 Page 15 of 19 ROUTE 395 HOTROD SHOW in Lake Elsinore City Park (north of Temecula) 3 HEALD STREET D E cn cn E 0 m co N S x m El 1 W PECK STREET 4. DIRECTIONS FROM 15fwy HEAD WEST ON MAIN ST. TURN LEFT ON GRAHAM TURN LEFT ON SPRING STS GRAHAM AVENUE MAIN PARKING ON LEFT HAND SIDE HOTRODS &VENDORS cn CONTINUE DOWN SPRING ST. 73 3 ENTER THROUGH LIBRARY ST. z z TURN LEFT ON MAIN � PROCEED TO REGISTRATION _91 SULP i - - •1 •1 R ,. TO CHECK IN m m -I -1 REGISTERED Q fiff HOTROD PARKING "®" PINUP PAGENT I LIMITED TR T REGISTRATION THE VELVET VAULT ' .111.1/1 PREFERRED HOTROD M PARKING ONLY v STREET CLOSED . GENERAL 4:;) PARKING 73 0 MUSIC ..� /1.11 LIBRARY STREET *■` REG. & INFO L._ SIGN IN m 0 VENDOR m BOOTHS L �•' VENDOR LAKESHORE DRIVE <— f PARKING Agenda Item No. 10 Page 16 of 19 LIMITED STREET BBQ MUSIC T ENTERTAINMENT JOLLY UMPER (i)1 PLAYGR t BO 50APB0X YSCOUT DII2BY V 1 1 CITY ' PARK RESTROOMS Agenda Item No. 10 Page 17 of 19 City of Lake Elsinore Conditions of Approval DMA Route 395 Hotrod Show May 9, 2009 The following are conditions of approval for the May 9 DMA Route 395 Hotrod Show scheduled to take place on Main Street. Based on the DMA's request to provide this community event, the below conditions of approval need to be met and in place during the event hours of operation. DMA Conditions of Approval • Obtain County Health Permits • Provide Litter Control & Disposal • Set up information and check -in booth for participants. • Communicate street closures and Car show information to Main Street businesses, and adjacent businesses. • Purchase liability insurance through the City's insurance carrier by Monday, May 4. Make check payable to the City of Lake Elsinore in the amount of $174.22. • Provide a list of vendors to the City by May 6, 2009. • Obtain County Health Department permit and provide a copy to the City. • Provide a schedule of entertainment and list of activities. • Communicate electrical requirements and coordinate with City. • Provide copy of each vendors resale permit. • DMA is responsible for setting up and removal of booths, tables, decorations, sound system and other equipment as needed. • Remove all litter, decorations in and adjacent to City Park and along Main Street. • Provide two private security officers throughout the event. Security officers must be from a company approved by the City. Fire With respect to the conditions of approval for the referenced event, the Fire Department requires the following fire protection measures be provided in accordance with Ordinances and /or recognized fire protection standards: • All tents and canopy setups must meet the requirements of the 2007 California Fire Code, Chapter 24 and Title 19 Chapter 2. • The applicant shall prepare and submit to the Fire Department for approval, a site plan designating required fire lanes with appropriate lane painting and /or Agenda Item No. 10 Page 18 of 19 signs. The minimum width shall be 20 feet in all areas including Main Street that is blocked off. • All food vendors shall provide a 40BC extinguisher and a "K" class in areas that have grease. Concession areas shall have fire extinguishers mounted every seventy -five (75) feet with a minimum of 20 feet. 2404.15.5 2007 California Fire Code. • Tents or canopies used for cooking shall be separated from other tents, canopies or membrane structures by a minimum of 20 feet. 2404.15.5.2007 California Fire Code. • Smoking is not permitted in any tent, and in any adjacent areas where hay or other highly flammable materials are kept. "No Smoking" signs shall be conspicuously posted in all tents and canopies. • All electrical shall be installed per the California Electrical Code. Generators shall not be refueled while running. There shall be an extinguisher by each generator with a minimum rating of 40BC. • Comply with Title 19 of the California Administrative Code. • For quicker response time, it is suggested to use the telephone at La Unica Restaurant for emergency situations. Public Works • Post street closure signs as required. • Place and remove street closure barricades and special event signs. • Deliver and setup City's large generator to City Park by 11:00 a.m. Supply two 100 foot electrical extension cords. Return generator to the City Yard at the conclusion of event. Parks & Recreation • Coordinate event with City departments and DMA. • Collect all fees, permits, and insurance from DMA. • Develop and submit City Council Report for street closure approval. • Conduct post event evaluation with DMA Agenda Item No. 10 Page 19 of 19