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Home My WebLink About09 - Special Event PermitAgenda Item No. 9 August 8, 2000 COMMUNITY SERVICES DEPARTMENT Arts & Cultural - Library - Recreation - Seniors To: Mayor and Members of City Council From: LaDonna Kienitz, Community Services Director /City Librarian Re: Approval of Special Event Permit for MS Bay to Bay Bicycle Tour RECOMMENDATION Approve the issuance of a special event permit for the MS Bay to Bay Bicycle Tour, October 7 -8, 2000, pending final approval by the City departments reviewing the application. BACKGROUND The Orange County Chapter of the National Multiple Sclerosis Society has applied for a special event permit for October 7 -8, 2000, for a cycling event from Newport Beach to San Diego. City Council Policy 1 -8 — Bike, Foot Race and Surf Contest Policy limits to twelve the number of races, running events, and other athletic contests using City streets which can be held in any calendar year. The application for the MS Bay to Bay Bicycle Tour is the 13`" application this year. The other twelve, which were processed in the order received from the applicants: Spirit Run 2000 Relay Run for Hungry Children Harbor Heritage Run Bike the Back Bay People and Paws: A Walk for the Cause Orange County World No Tobacco Day Run Walk America Pacific Sports Triathlon Corona del Mar Scenic 5K Race for the Cure Light the Night Fundraiser Walk Balboa 5K Run /Walk for the Arts February 27, 2000 April 8-9, 2000 October 7, 2000 April 16, 2000 June 4, 2000 April 30, 2000 April 30, 2000 May 21, 2000 June 3, 2000 September 22 -24, 2000 September 22, 2000 October 28, 2000 The MS Bay to Bay event is a bicycle tour and a major fundraiser for the National Multiple Sclerosis Society. The event has a history of operation in Newport Beach since 1994. Problems have been minimal; the organizers use staggered start times to minimize the impact on traffic. No roadways are blocked. However, it is estimated that 1,000 bikers will be travelling down Pacific Coast Highway over the two -day period. SPECIAL EVENT PERMIT PROCESSING Applications for special events permits are processed are per City Council Policy 1 -7 — Special Event Permit Request Processing. The Community Services Department office serves as the access point for the applicant. When applications are received they are routed to the respective City departments. When approvals are received from the appropriate reviewing department and all conditions are met by the applicant, the special event permit is issued. It is recommended that this application be approved as an exception to Council Policy 1 -8, pending approval by the respective City departments. Attachment NATIONAL National ad a!icle 5r.erosis Sapter Orange runty Chapter MULTIPLE SCLEROSIS 17500 Fedhoi Ave. Suite 240 SOCIETY Irvine, ca 92611 54 Years of Service Orange County Chapter Tel 949 752 1680 1946 -2000 1 8o0 FIGHT MS Fax 949 833 3104 Executive Committee: July 14, 2000 E -Mail: msinfc@cao.nmss. org Stanley van den Noort. M.D. Internet'. http. / /wwvw.nmssoc.org Chairman Emeritus Chair, Clinical Advisory .. _ Richard Hausman Chairman Emeritus City of Newport Beach Nancy Rossi Community Services Chair P.O. Box 1768 Lewis Finkelstein _ Vice Chair /Treasurer 3300 Newport Blvd. Rose torsti Newport Beach, CA 92658 cretary Secretary Bill Bisch Chair, Corporate Alliance RE: SPECIAL EVENT PERMIT FOR OCTOBER 7 & 8 Laurel A. Butler Chad, GCremrrent Relations Dear Community Services, Scott Gregor, Choir. Chapter Programs _ John Most Enclosed please find the following: Chair. Communications ❖ Our check in the amount of $105.00 to Carol Plumlee Chair. Casino Auction Committee cover the cost of .a Level 2 Permit Fee; Board of Trustees: ❖ Our special event application; Eite Barnard Anderson °fife B ••• Our fire permit application. • Barbara Bowe Chris Brown Jo DistAMes Edwin :, Mesrve In addition, a one million dollar policy Certificate of Insurance ewe HonktP me naming City of Newport Beach, its officers, employees, CCo o Plumere agents and contractors as additional insured will be mailed Advisor, Board: to you shortly before the event. It is our understanding that Betty Belden- Palmer an endorsement page must accompany the Certificate of Dennis Blackburn Bill cox. R.P.T. Additional Insured. Neil Dimick Margery Dorsey Michael Gering Carl N. Karcher Thank you for your attention to our permit, and please call Ccrol Webster ?lire Zamboni should you have any questions. Cecile Zinberg. Ph.D. - Staff: !amie S. MacDonald President Sincerely, Cheryl Bonita / Director of Information Systems' Stephanie Fisher, MA Director of Chapter Programs Dianne Holly Dianne Holly Director of Special Events Director of Special Events Lorraine 'Nord Director of Volunteer Services The National MS Society .... One thing people with MS can count on. Please remember the National MS 5ociety,n your will. the National rdulrple Sclerosis Society is proud to be a source of information about multiple sclerosis, our comments are based on air; I ess'Onal ai pualished Sen�r=i oast Board Ch,uperion erpenence and expert opinion, but do not represent merapeuuc recommendation or prescrotnt, For specific information and ad•nce, consvmVour „rscnal pnyvaan. u v Cicy atNewporBeach C011,1(UVI:'f iE1VICEs OFFiCE USE ONLY Even: Nunber: Acolicacion Fee Dace Paid: ?.0. 30:: 1i53, ssaa NE7 ?01i Yi7 ?017 3i.\CB, CA 31 i53.M!3 P -P L I C ?z0'NE: 91 ?•i4i•flfl FA ": 413.444 -lm A T I 0 N ❑ Casino ❑ To urnamenc Q _<wfConccs- ❑ FcszE•ral ❑ L;.,c Music ❑ SalcslExpo ❑ Race!Walk ye Ocher % e � Canncr:Dii}RJrVF• HoI�V Phone: �t%7��/— %jam —/680 ._�.. r/�7rf"a �.! ��Oy Ocher Organizations Involved: PIA �_,,y Has this Evenc ban held before? O��o,�Yes•Dace: jqC+ 4-167 zpG"f- 3{"-'.S� (TLJ ^ �(�' 3 ^,% ^m� 7 � r Description of Evcac: '�kG %ii, S_ / s-a i's A G u! li.t9G 3l ivir A,%. l rA&«s RhAeoes Lwow C¢ k67 RV A rS Sowi-4eex) GeA574- i ?N A l2iOF fa '5A3VDt�a. 741*&l„=/ /{6 R4 tdseFywos •la Feaiy?, 5, Location (exacz address) PeLlJ #Ceei OJ�ue 5 sJRKl�i IUG �O� Estimated Attendance: /. ejdA '21M Admission Fee? IgNo ❑Yes - Describe: Phone dumber for Public Evenc Information (if aoolicable): (- Describe Parking for Evenc and list any Soecial Rcauescs• Veual0pgV co occur on a eicy scrcer, sidrvalk, park. beach or bay? ONO ®'Yes - Describe F,rfi 4lArnbr7ecr -/o PeN A414 TreAute/ 5o e) J-A_ Is this rrenc open ca (he publics ❑No Dyes- Dcscribr. A.,r •�E� Are any road closures requested for this :rent? JZVo ❑Yes- Dcscribr. Will alcohol be served or sold? Q No OYcs•Concaec Person: Phone: Will food be s -r• ed or sold? CINo AY -s Cancacc Pcrson•Q�,�N� � /l� Phony y5t�f" r r Will food be p R- No at chc e•r•nc site? a ❑Yes- Describe Equipncnc• (APPLICANTS ?,(UST COMPLETE_ Bo-, -j SIDES OF T =:(S DOCUMENT) Will chc a be a Drawing, Raffle. Or Casino? ONO ❑Yes- Concaec Person: Phone: Will rherc be Sound AI I Ic 10`n Va ®Ycs - Indoors ar Oucdaors? nl,4 OCA R VV – u I UF<17' i Hours and T Qc of Us,: r- ar Describe Sound Eauiomenc: (max. discancc audible is 150 Fr. by Code) ( AM[TS REQUIRED IF TENSS ARE aVER 200 sQ.FT. Will rherc be Cana pits a Ten is? 2 tNo ❑Yes -Size: .AND/OR CANOPIES ARE OVER 400 Dare Inscalled: Dar, Removed: Will BOachs. Bleachers. Snges Or Scruccures be erected? ®No []Yes- Describc` �// / / Wit Signs a Banners co be used? ❑Na ®Ycs - Describc Size and Locacion: d(i6A/T It -AS Ri5 edl11u 1'. 114e 5,e ofk�,e 3,Od�cr'k4/ i zco %3�}rv�uc -,es Will cherr, be Genaamrs, Vehicles, Boars or ocher Equipment? L, 6No ❑Yes- Describc. Any Commercial Aspeces? ENO []Yes- Describe: Additional I nfo rmacion: I hereby certify the foregoing scacemencs co be crue and cormcc, and agree c0 indemnify and hold harmless the Ciry of Newporr Beach. its Ciry Council, officers, agents and employees from and against any and all lass. damages. liability, such claim or suit arising From or in any manna connected m the requested acciviry. I also agree, if approved, m comply with all permit condicions, and understand char Failure co comply with any condition, or any vialacion of law may resulc in the immediate cancei.acion or ncc event, denial of Fucure events and or criminal prosecution. Mahod oFPaymcnc LJCash 0LICheck UCrcdic Card m Check One. ❑Visa ❑btastcrCard ❑AmEx Expiracion Dace: OFFICE USE ONLY Insurance: Facility Reservacion: Tenc Permic Applications: Traffic Concrol /Plan Plans: Ocher: SPECIAL EVENT PERMIT FEES APPLICATION FEES LATE FEES` LEVEL I— Permics nor routed co ocher departments: $50 / v (NON - RESIDENT SPONSORING ORGANIZATIONS WILL PAY ADDITIONAL FEE OF 525) 4vE6 2— Pcrmics routed m other deparcmcnrs: – n v (NON- RESIDENT SPONSORING ORGANIZATIONS WILL PAY ADDITIONAL FEE OF $25) '1� "l rL liI !c Z200 LEVEL. 3— ermics For complex events requiring road closures, SI00 acrachmencs Or permics required by ocher deparcments. II� (NON- MiOENT SPONSORING ORGANIZATIONS WILL PAY ADDITIONAL FEE OF 535) Ncr ` lily LEVEL 4— Pamirs for major evcnrs requiring road closures. a¢achmcnu, 3250 $500 permics required by ocher departments and one pre -event meeting. (NON- RESIDENT SPONSORING ORGANIZATIONS WILL PAY ADDITIONAL FEE OF $75) Any application submiatd less Than cen working days prior co ncc evenc is considered lace and will be charged accordingly. SPECIAL EVENT PERMIT REQUEST PROCESSING PURPOSE I -7 To set forth City policy concerning administration and control of special events. Special events include activities as defined by Municipal Code Chapter 5.10. Requests that include activities for which the Municipal Code requires that a permit be obtained may be included in the special event permit process. POLICY It is the policy of the City Council to ensure that the numerous special event activities permitted by the City do not negatively affect the community, that requests for permits are efficiently processed by staff, that City liability is eliminated, that all appropriate insurance requirements are met, and that costs for municipal services provided are kept at a reasonable level and recovered from the event sponsors. Affected City departments shall be notified of special event permit requests in accordance with the schedule attached and provide recommendations on how to conduct the event safely, lawfully and with a minimum negative impact on the community. It is the responsibility of the Community Services Director to coordinate the administration of special events and to be the central contact point for residents or other event sponsors, as well as the various City Departments having influence or control over aspects of any given event. Requests for special event permit applications will be received by a special event coordinator in Community Services and routinely routed to appropriate departments for investigation. Each department will investigate the proposed event and make a recommendation for approval or denial of the event. If recommended for approval, recommended conditions for approval will also be presented. Events that include-the following activities or aspects shall be additionally reviewed by the departments indicated: Activit Fireworks Tents & Canopies Reviewing Department Fire and Marine Department Fire and Marine Department Building Department 1 I -7 A. Required by Municipal Code. B. One or more reviewing departments recommends denial. C. The applicant desires to deviate from the conditions recommended by reviewing departments. Adopted - January 24, 1994 Amended - February 24,1997 3 1 -8 BIKE, FOOT RACE AND SURF CONTEST POLICY The purpose of this policy regarding the use of City streets and beaches for conducting bicycle races, running events, surf contests and other athletic contests is to minimize the inconvenience to City residents, and to eliminate any potential City liability for injuries resulting from the event. All bicycle races, running events, surf contests and similar athletic contests shall be required to secure a Special Event Permit, comply with all of the conditions to the permit, and comply with the provisions of this policy. Races, running events and other athletic contests using City streets shall not be conducted during the summer (June 15 through September 10). No more than twelve (12) such events shall be permitted during any calendar year. Surf contests using City beaches shall not be conducted during Memorial Day weekend or summer (June 15- September 10). No more than eight (8) events shall be permitted during any calendar year and events shall be scheduled at least three (3) weeks apart. The person or entity primarily responsible for administering the event must prove their ability to pay for all required City safety and maintenance services prior to issuance of any permit. Proof of ability to pay for these services shall be in the form of a cash deposit, bond, or similar instrument. The permittee shall, prior to the event, provide the City with evidence of insurance, with the City named as an additionally insured, with minimum coverage of 1 million dollars per occurrence unless the City Attorney and City Manager determine that due to the circumstances surrounding the event, more insurance coverage is necessary. No permit shall be issued for any race, running event, surf contest or athletic contest which is sponsored or financially supported by a tobacco or alcohol company and no alcohol or tobacco shall be permitted to be dispensed or available in the event there are participants under the age of 21. Surf contest permits will be granted for specific dates only. No more than one surf contest will be scheduled per day. Surf contest permits do not allow for the exclusive use of the ocean or contest area and are always subject to blackball rules and regulations. There will be a maximum of six (6) contests at any one location per calendar year. The Fire Department determines acceptable locations for surf contest. Adopted - February 14, 1983 Amended - November 14, 1983 Amended - September 22, 1986 Amended - January 24, 1994 Amended - July 25, 2000 Formerly 1 -21