HomeMy WebLinkAboutCity Council Agenda Item No. 16CITY OF
LADE - 9 LSIROKE
DREAM EXTREME-
REPORT TO CITY COUNCIL
TO:
FROM
DATE:
RE:
HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
TOM EVANS
INTERIM CITY MANAGER
SEPTEMBER 25, 2012
CONDUCT A CONCERT EVENT ON
LAKE ELSINORE MOTORSPORTS
20700 CEREAL STREET
RK CONCERT - A REQUEST TO
NOVEMBER 10, 2012, AT THE
PARK FACILIY LOCATED AT
Recommendation
Approve November 10, 2012 concert event at the Lake Elsinore Motorsports Park,
subject to the attached Exhibits and Conditions of Approval.
Background /Project Description
The applicant, Lake Elsinore Motorsports Park, has been in operation since December
2011. Since that time, the facility has hosted two Lucas Oil truck races (one national
event and one smaller regional event) and one AMA motocross race. Another regional
Lucas Oil truck race is planned for September 29, 2012. To date, the highest daily
attendance at any one event at the facility has been over 20,000 people, which occurred
at the AMA event held September 7th — 9th, 2012.
The applicant is proposing to host a one -day concert event at the motocross facility on
Saturday, November 10, 2012. The concert will be sponsored by Monster Energy and
will include a number of well known "punk" bands, including the Misfits, Vandals, Gutter
Mouth, and Strung Out. The maximum attendance during the concert is expected to be
2,500 people. Section 5.88 (Outdoor Festivals) of the Lake Elsinore Municipal Code
(LEMC) requires approval of concerts by the City Council.
Discussion
The proposed concert will be the first music venue held at the facility. The event will
take place between the hours of 6:00 p.m. and 10:00 p.m., with setup starting at 4:00
p.m. Limited cleanup will occur after 10:00 p.m., which is expected to end around 11:00
AGENDA ITEM NO. 16
Page 1 of 21
L. E. Motorsports Park Concert
September 25, 2012
Page 2
pm. Full cleanup of the site will occur the next day. No music activities will occur after
midnight, per the Outdoor Festival Ordinance provisions.
The concert will be held on the north end of the motocross property near the Summerly
Development. The event will consist of one main stage with a number of vendor tents
for apparel and food, including a beer garden on the west side of the event site. The
stage and viewing area will be located between the existing Lucas Oil track and the
large berm at the north end of the motocross site. The entire area where the event will
be held is approximately 1.6 acres. The area was specifically selected by the applicant
to help funnel noise and reduce impacts associated noise travel. Parking will be located
west of the motocross property in the area previously used for other special events.
Attached are a site plan and pictures of the area for reference (Exhibits "C" & "D ").
Staff and the Sherriff and Fire Departments have reviewed the proposal and are in
support of the concert event subject to the attached Conditions of Approval.
Fiscal Impact
The applicant will provide all the necessary event personnel and security to host the
concert event. There is no direct fiscal impact to the City.
Prepared by: Warren Morelion, AICP �V�
Acting Director of Community Development
Approved by: Tom Evans � � _ /
Interim City Man v i�
Attachments:
1. Exhibit "A" - Special Event Application (dated August 13, 2012)
2. Exhibit "B" - Conditions of Approval
3. Exhibit "C" - Site Plan
4. Exhibit "D" - Photos
Page 2 of 21
CRY OF
LADE LS INOPZE
DREAM EXTREME
COMMUNITY DEVELOPMENT DEPARTMENT
SPECIAL EVENTS APPLICATION & PERMIT PACKET
Date Submitted: I Z
Date(s) of Event: Time(s) of Event:
(( 1112 To D (o : Op PM To lD :OO PNi
Is this Event: [R Open to the Public ❑ Private
Will you be char the Public to attend /participate in your Event? K No E] Yes
Amount $ 35. _°.
Type of Event:
❑ Commercial Watercraft Demo
❑ Wakeboard/Waterskiing Tournament
❑ Commercial Filming
❑ Farmer's/ Outdoor Market
❑ Circus/ Carnival
❑ Festival / Celebration
❑ Air Show / Car Show
(9 Other
Description of Event: (Attach additional pages if needed)
❑ Yes I$ No Is this an annual Event?
If so, how many years have you been holding this Event?
EXHLBIT A
age 3 of 21
Name of Organization Sponsoring the Event: LA" CL -6-"0 ¢t= 70 f3' a- k-
❑ Yes RNo Is the organization a tax exempt, non - profit organization with an IRS 501(c)?
Name of Applicant: LA{er SL!L,^,oA_a- mn rDRbPD4i� PF}R L�
Address: - 7oZd0 c-ee -g -L STo >—
Ci LAk4r EC-Si - plF State GA Zip Code 91530
Phone (g5I j 2 jeL{- 525(, Cell Fax
E -Mail P_wA6 j r Lam
Alternate Contact:
Address:
City State Zip Code
Phone Cell Fax
E -Mail
On Site Contact: CkAb 47ruLt o
Address: 7 o m o &� ja+L 51r
City LAk& CL6t u l7R 6 State GA Zip Code 12-530
Phone IrS( ) 2 q- � SC, Cell Fax
E -Mail e- 9)AgcF'L,c Goi✓1
Page 4 of 21
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.
Anticipated Attendance: Daily: 2 $00 Total Event Attendance:
Proposed Schedule:
Page 5 of 21
Date:
Time:
Streets Closed
r' A
N�A
Date:
Time:
Setup Begins
11/jO/r2-
y =ooPM
Date:
Time:
Event Starts
Date:
Time:
Event Ends
1 10 l2
/p:oDPM
Cleanup Begins
Date:
Time:
II'Ic IZ
/o: dDPM
Date:
Time:
Streets Open
& R
N 4
Page 5 of 21
Street Closures:
[:]Yes JK No Will your Event going to impact the regular flow of traffic on a city street or
sidewalk?
ff yes, the applicant/organizer must notify residences and businesses affected by the event.
What street(s) and intersection(s) will be closed for your Event?
❑ Yes gNo 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 you're Event will take place.
® Yes ❑ No Have you included accessible parking and/or access plans?
NYes ❑ No Will electrical generators be required during the Event?
❑ Yes ®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
E -Mail
Fax
❑ Yes rKNo Will the event require tents with over 200 square feet of material?
❑ Yes Cg No Will the event require tents or canopies with over 400 square feet of material?
❑ Yes EKNo Will there be use of cooking or any other equipment that emits aflame, heat or
spark?
Page 6 of 21
® Yes [ Will you be hiring a Security Company?
Please include a security plan.
Name of Security Company: 04-4t e— 1-IAkj le
Business License Number:
Address: 1e6 - 7ft> (.Akzs P1 Q-oa< t!!,t2
City State CA Zip Code 92 .'cZ7�
Phone l(I3N5-(e`t'(y Cell 051),fi77- N 1nS9> Fax M/11 '/.S
IM
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 Whow 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.
r MI ' 1
❑ 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) 782 -4400
www.abc.ra.gov
Page 7 of 21
HYes ❑ No Will food or beverages be provided or sold at the Event?
❑ Yes Eallo Will the Event be professionally catered?
If your Event is being catered, please provide the catering company's name and business license
number.
NameofCaterer: LP b- 0 " Et,SiA, l-t orct_ + C/4 ,4r.vo
Business License Number:
Address: 200 Zn gAA LAG,A 9-6
City LAS FYS,nJO4-r state 4#4 Zip Code 52'r
Phonel ( -XlQ1 Cell
Fax 5 !07
E -Mail :LEN k P9 LE'2 CASSnJO LONI
Food sales and service must meet the Riverside County of Health Guidelines and may require a
permit!
OYes ❑ No Will the Event have food vendors?
tKYes ❑ 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.org
❑ Yes 'gNo 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)
Page 9 of 21
❑ Yes gNo 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 ❑ No Has applicant/organizer hired a licensed professional emergency medical services
provider to develop and manage the event's medical plan?
Name of Licensed Medical Service Provider: Am Q
Business License Number:
Address: S*Iq MA1LLM9_o Al2 c
city R-1 Vm6a)e State GA Zip Code 1250
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.
XYes ❑ No Will Event have live music?
If so, please provide name of band(s) and type of music.
❑ Yes §�No Will the Event have mechanical noise?
Page 9 of 21
tKYes ❑ No Are you renting restroom facilities?
Please attach information about the specific plan listing number and locations.
Name of Restroom Facility Provider: N A MAn N n
Business License Number:
E FOUSIF 1a J r
City ANi A' L
Phone 1-7(oo) 2-qO Cell i
Zip Code e w &
Fax
❑ Yes EA No Have provisions been made for cleanup after the Event? Explain:
Who is responsible for cleanup?
Name of Person Responsible for Cleanup:
Name of Company Responsible for Cleanup:
Business License Number:
Address:
City
State
Zip Code
Phone Cell
E -Mail
Fax
Page 10 of 21
SPECIAL EVENT
RELEASE AND INDEMNIFICATION AGREEMENT
As sponsor of the event described herein, it is understood that if a permit is approved, we,
L.Aka Et -5 n.rno¢SPoRiS M¢&-a gree 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 okEvent Chair Date
1� iz
Signature of President/Director Date
Page 11 of 21
AMERICANS WITH DISABILITIES ACT (ADA)
As sponsor of the event described herein, it is understood that if permit is approved, we,
c.nke CL&A.A"fL Mora /s3sS agree to follow federal regulations prohibiting
discrimination on the basis of race, color, national origin, age, or disability.
OF
sia-f at4r Event Chair
of President/Director
I /I 5/12
Date
S is // -Z _
Date
Page 12 of 21
PLANNING DIVISION
1. The applicant shall defend (with counsel acceptable to the City),
indemnify, and hold harmless the City, its Officials, Officers, Employees,
and Agents from any claim, action, or proceeding against the City, its
Officials, Officers, Employees, or Agents to attach, set aside, void, or
annul an approval of the City, its advisory agencies, appeal boards, or
legislative body concerning this Special Event Permit.
2. Prior to initiation of the proposed special event, the applicant shall sign an
"Acknowledgement of Conditions" and shall return the executed original to
the Community Development Department for inclusion in the case
records.
3. The applicant shall comply with all applicable City codes and ordinances
including, but not limited to, applicable noise and signage provisions.
4. The special event permit shall be valid from November 10, 2012.
5. The site layout and uses approved with this request shall be constructed,
erected and operated as indicated on the approved site plan and
operational statement.
6. Portable sanitation facilities shall be provided and maintained onsite
throughout the duration of the event.
7. Alcoholic beverages shall be served or sold only in designated areas on
the approved site plan.
8. Proper ID must be submitted before alcoholic beverages are sold.
9. The subject property shall be returned to its original condition upon the
termination of the approved special event.
10. All on -site and off -site temporary signs shall require a permit and shall be
subject to the review and approval of the Planning Division.
11. The Special Event Permit may be summarily revoked and the event
ordered closed by the Director of Community Development: or his
designee for breach of any of the conditions of the permit or the applicable
provisions of the City Municipal Code.
M#wrl bof 21
ENGINEERING DIVISION
As provided for in the Event Application, CR &R shall be used for removal and disposal of all
event waste material and recycling. Ensure that sufficient recycling containers are located
throughout the event
Provide wash stations with portable toilets.
Applicant shall submit for grading permit for any proposed change in terrain.
Best Management Practices (i.e. dust control) shall be implemented in parking areas and drive
isles.
Traffic Control Personnel are required at the intersections of Cereal Street and Corydon Road
and Mission Trail and Corydon Road as follows:
- Saturday, November 10th from 3:30 PM to 6:30 PM
- Saturday, November 10th from 9:30 PM to 11:00 PM
Additional Traffic Control Personnel shall be deployed as necessary (as determined by City
Staff /Sheriffs Dept. Personnel) to aid in traffic control.
Provide off -site traffic plan for City Engineering Div. approval showing:
• Cross section of lane assignments on Corydon Road and Cereal Street for peak
arrival / peak departure.
• Placement of delineators and lane signage
• Placement of guide signs
• Stationing of Traffic Control Personnel
Traffic plan requirements are subject to change.
Coordinate with the City of Wildomar for encroachment/signage in Corydon Road. Provide a
copy of written coordination to Engineering Division no later than 72 hours prior to event.
The event shall be noticed to the commuters, businesses and residents in the local area by
placement of signs as follows:
1) (1) sign on Mission Trail north bound north of Corydon / Mission Trail intersection.
2) (1) sign on Mission Trail south bound south of Corydon / Mission Trail intersection.
3) Each sign shall identify:
• Event
• Event Location
• Event Date
• Event Time
• Contact Name w/ Phone Number
• "Expect Traffic Delays"
P: \STAFF REPORTS\2012\LE motorsports Park Concert 11- 10- 12 \8 -27 -12 comments r9 -17 -12
(2).doc Page 14 of 21
CONDITIONS OF APPROVAL FROM BUILDING AND SAFETY
Event: 6 Rounds of Punk
Location: Motocross Tract
Date: 11 -10 -12
Time: 6pm -10pm
The layout and Operation of the special event shall comply with all Building and Safety Division
requirements. Event Sponsor /organizer shall coordinate with the Building and Safety Division to obtain
all necessary Building Permits and Inspections prior to commencement of the event.
1. Provide ADA Accessible parking as close as practicable to the tract and admission area.
2. Provide ADA Restrooms as near as practicable to the track and concession stands.
3. Have Personnel ready to assist handicap patrons as needed.
4. Pay $204.00 (3 hours @68.00) permit for special Inspection of Parking lot, Vendor setup and
stage.
5. All Inspections must be done prior to start of event.
Thank You,
Bill Belvin
Building and Safety
Page 15 of 21
POLICE DEPARTMENT: 6 Rounds of Punk Concert Special Event Conditions
Accessibility of Law Enforcement and Emergency Responders — There shall be unobstructed access
ways into the event for law enforcement and other emergency responders. There shall be clearly marked,
unobstructed exits for patrons in the case of an emergency or the need for evacuation arises.
ABC Licensing / Permits — Applicant must comply with any and all requirements regulations indicated
by the Department of Alcoholic Beverage Control. The issuance of an ABC letter is conditional and is
subject to revocation for any violation of the Alcohol Beverage Control Act or other state law. Adequate
security measures must be in place to secure all alcoholic beverages from patrons and to prevent
accessibility to minors.
1. Beer -]D check stands to wristband all person 21 years and older wishing to purchase
alcohol.
2. Limit of one (1) alcohol beverage per person per sale.
3. Alcohol sales to cease one (1) hours prior to end of event 9:00 PM.
Noise Control — There shall be adherence to the LEMC 17.176.080 B.
1. Amplified music to cease by 10:00 PM.
Traffic Control-
1. Abide by conditions set forth by City of Lake Elsinore Engineering Division.
Event Staffing-
1. Applicant will provide a detailed security plan indicating security staffing levels and
assignments subject to Sheriff's approval.
Sheriff Cost-
1. Sheriff staffing will be calculated based on type of event, prior event after action reports,
estimated spectator attendance, alcohol sales, event security plan and LEMC special
event staffing codes.
Page 16 of 21
CF ,E
\DE
CO
S
r.
3. Provide a detail synopsis of event, from set up to break down
ENIFEE
4. Provide detail cross section of stage. Fire extinguisher and generators
ROUDLY SERVING
NINCORPORATED AREAS
F RIVERSIDE COUNTY
ND THE CITIES OF:
ANNING
EAUMONT
ALIMESA
ANYON LAKE
OACHELLA
ESERT HOT SPRINGS
ASTVALE
IDIAN WELLS
[DID
IN COOPERATION WITH
THE CALIFORNIA DEPARTMENT OF FORESTRY AND FIRE PROTECTION
2300 Market St., Ste. 150 • Riverside, California 92501 . (9S1) 955 -4777
• Fax (95 1) 955 -4886
w
PERMIT # 12 -LE- TOE -10 -10
REVIEW
Concert
DATE OF REVIEW: 8 -27 -12 REVIEWED BY: L. GALLARDO
ADDRESS OF PROJECT: 20700 CEREAL ST
CONTACT PERSON: Chad 951 - 264 -5256
Please provide a written response
1. A Deposit Base fee of $1000.00 will be required prior to issuance of
Conditions of approval for event. Additional fees may be required
base on inspections and plan checking required for event. Any
unused money will be refunded within 6 -8 weeks.
WE ELSINORE
2. Provide location and type of fire extinguisher. 2A- 10 BC
A QUINTA
3. Provide a detail synopsis of event, from set up to break down
ENIFEE
4. Provide detail cross section of stage. Fire extinguisher and generators
OR, 'ALLEY
for stage and dimensions of stage,
ALM DESERT
5. Provide detail cross section of bleachers including seating and
ERRIS
dimensions
ANCHO MIRAGE
6. Provide parking detail and fire access dimensions 24 feet minimum.
UBIDOUX CSD
7. Fireworks require a permit, which can be obtained thought the
AN JACINTO
Hazard Reduction section of Riverside County Fire Department. The
MECULA
Can be reached at 951- 943 -0640
fILDOMAR
8. Provide a list of trained personal that will be on site to provide crowed
control during event 20.1.4.5.1 in assembly occupancies having
OARD OF
occupant loads exceeding 1000, trained crowd managers or crowd
UPERVISORS:
manager supervisors shall be provided at a ratio of 1 crowd
OB BUSTER
DISTRICT 1
manager /supervisor for every 250 occupants.
JHN TADISTRINE 9 • Provide a public safety plan, where required by Section 403.2, shall
=FF STONE address such items as emergency vehicle ingress and egress, fire
DISTRICT 3
protection, emergency medical services, public assembly areas and
JHN BENOIT
DISTRICT the directing of both attendees and vehicles the need for the presence
ARI SHLEY of law enforcement, and fire and emergency medical services
DISTRICT 5
personnel at the event. 403.2.1 CFC
77 -933 Las Montanas, Palm Desert, CA 92211 • (760) 863 -Se 17 of 21
. Fax (760) 863 -7072 g
8. Provide location of generators, Alcohol area etc.
A. Location and sizes of any tents, canopies, ticket booth etc.
77 -933 Las Montanas, Palm Desert, CA 92211 • (760) 863 -g886
• Fax (760) 863 -7072 Page 18 of 21
gI
y
i
T
Q A
' EXHIB RgQ20 of 21
yy f
I
�i?•1 �rart � 3 S i ll •�C
t
' 1
t
ff" y
2
2
( w'
Y
Y
s
gI
y
i
T
Q A
' EXHIB RgQ20 of 21
yy f
S
MN
0
S
D
J
N
0
3
O
S