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Home My WebLink About11 - Council Policy I-8 - Bike, Foot Race & Surf ContestAgenda Item No._11 April 10, 2001 COMMUNITY SERVICES DEPARTMENT Arts It Cultural - Library - Recreation - Seniors To: Mayor 13 Members of City Council From: LaDonna Kienitz, Community Services Director /City Librarian Re: Exceptions to City Council Policy 1 -8 — Bike, Foot Race and Surf Contest Policy RECOMMENDATION Approve the following exceptions to Council Policy 1 -8 for surf contests for year 2001: Special Event application no. 01 -010 for Newport Beach Pro -Am Surf Contest, co- sponsored by the City of Newport Beach and Rip Curl, Inc., for September 4- 9, 2001 Special Event application no. 01 -90 for Summer Surf Contest, sponsored by Surfside Sports and Volcom, for June 16 -17, 2001 BACKGROUND City Council Policy 1 -8 — Bike, Foot Race and Surf Contest Policy was originally adopted in 1983. It was revised on several occasions including July 2000, when limits were applied to the number of surf contests permitted annually. The policy establishes conditions for permitted foot, bike events, and surf contests held in the City to limit the impact on residents, traffic and City resources. Council Policy 1 -8 provides, in regard to surf contests, that : ...Surf contests using City beaches shall not be conducted during Memorial Day weekend or summer (June 15 - September 15). No more than eight (8) events shall be permitted during any calendar year and events shall be scheduled at least three (3) weeks apart. ... 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 contests. The Community Services Department, which administers the Special Event Permit process, has received two applications for surf contests for calendar year 2001 which do not meet the permitted guidelines. Exceptions to City Council Policy 1.8 — Bike, Foot Race and Surf Contest Policy Page 2 1. Request for the Newport Beach Pro -Am Surf Contest The annual Newport Beach Pro -Am Contest, co- sponsored by the City of Newport Beach and Rip Curl, Inc., has requested dates of September 4 -9. The request is made to avoid conflict with a major contest scheduled in San Clemente at a later date. There is concern that two major contests at the same time would dilute registration and attendance at the Newport event. The requested dates are outside the permitted time limits. Community Services staff have received approvals from all the departments consulted regarding the proposed dates, including Fire (Lifeguard Division); Public Works (Traffic Division); and the Police Department. 2. Request for the Summer Surf Contest Under the policy, the City accepts only eight applications annually. The request from Surfside Sports and Volcom is the ninth application for surf contests in 2001. The maximum number of applications for surf contests was reached in February 2001; this application was received March 26, 2001. Thus, this application exceeds the annual number of contests; the limit on the number of contests at the 56th Street location, where six contests have already been scheduled; and the permitted dates as established in the policy. However, this contest has been held for the past two years. The proceeds benefit the Newport Harbor High School Surf Team. A public address system is used for this event; no major scaffolding is required. Surf Contests scheduled for 2001 are: Contest Name Newport Harbor High School Surf Team Starfish Surf Series (60) Blackies Classic Buffington Memorial Longboard Pro Surf Tour Of America NSSA Explorer Season #10 Body Glove Airshow, Stop # Rip Curl Newport Pro -Am (if permitted) Volcom Airshow, Stop #8 Summer Surf Contest (proposed additional contest) Application Date of Event No. 01 -002 Jan 20 -21 01 -007 March 17 -18 01 -025 March 31 01 -014 April 01 -006 May 5 -6 01 -008 May 19 -22 01 -010 Sept 4 -9 01 -011 Oct 19 -22 01 -90 June 16 -17 Attachments: 1. Council Policy 1 -8 2. Special Event application #01 -010 for Newport Beach Pro -Am Surf Contest 3. Special Event application #01 -90 for Summer Surf Contest W 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 15). 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 15). 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 tb 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 contests. Adopted - February 14,1983 Amended - November 14,1983 Amended - September 22,1986 Amended - January 24,1994 Amended - July 25, 2000 Formerly I -21 1 JYI SP EC IA 1, EVENT PERNIIT APPLICATION S> J CITY OF NNE VPORT BEACH EVENT NUMBER: 014HO COMMUN" SERVICES DEPT. NON- REFUNDABLE P.O. BOX 1799 APPLICATION FEE IS SwOO NEWPORT 9EACN, CA 929594915 (S95A0 FOR EVENTS WITH OFFICE: (94919U -3151 LESS MAN 2 MS. HOME) FAX: 194919942155 RUNSIWALKSMYCLING EVENTS FEE, SJO0.00 NAME OF THE EVENT NEWPORT BEACH PRO -AM SPONSORING ORGANU ATIONIS) y CITY OF NEWPORT BEACH COMMUNITY SERVICES AND RIP CURL,RC. ADDRESS: 2200 NEWPORT BOULEVARD PERSON IN CHARGE: DARIN LOUGHREY OTHER ORGANIZATIONS: I i CITY: STATE i ZIP: i NEW PORT BEACH CA )92660 PHONE. . 0081 .— !FAX:- -- ._ 949- 644 -21S9. 8181. m-w -21SS ._ ADDRESS: CITY STATE ' ZIP: 'NEWPORT BEACH j CA HAS THIS EVENT BEEN HEIR BEFORE' 'DESCRIBE: 1 9115120 0 0 THROUGH 911712000 DESCRIPTION OF EVENT: SURF CONTEST DIRECTED AT INVOLVDING NEWPORT BEACH YOUTH AS CONTESTANTS EXACT LOCATION 54th or S6th Stmel .... .. 8100. 0000... . START DATE OF EVENT: !CONTNUING DATES: 91412001:91912001 TIMES OF EVENT: 6:00 AM TO S:00 PM ESTIMATED ATTENDANCE: I ADMISSION FEE? DESCRIBE 200 -S00 PER DAY IJ! TBA PHONE NUMBER FOR PUBLIC EVENT INFORMATION (IF APRICABLE). TBA DESCRIBE PARKING FOR EVENT AND LIST A191' SPECIAL REWESTS: STAFF TO PARK AT MUNICIPAL LOT AT S6TH STREET. APPLICANT TO PURCHASE METERS AT SUNSET VIEW PARK. ........ ........_.�._— .___........_ .. 0000 00&W —.. _ ..... 8100... _PARWOR... Y ANY PORTION OF THIS ACTNfiY TO OCCUR ON A Cltt STREET. SIDEWALK, PARK OR BAY? 'N DESCRIBE: BEACH AREA BETWEEN 54TH AND S6TH STREET IS THIS EVENTOPEN TOTHE PUBLIC? 10 DESCRIBE: OPEN TO THE PUBLIC AND SPECTATORS _.. 0YIR 81.81....81.81_._ ..Q.._ ARE ANY ROAD CLOSURES REQUESTED FOR THIS EVENT? ' DESCRIBE: WA ALCOHOL SERVED ?ALCOHOL SOID ?: CONTACT PERSON: P PHONE: WA_ 8181 _ _ _ 00.81 0000 Fppp SERVED? � FOOD SOLD? i CONTACT PERSON: P PHONE:�.___..__...._.____. DARIN LOUGHREY i i 949414 -31S9 ' _. EP8181. ,WHE 0 0081 ..._...___..... .. PREPARED OFFSITE DRAWING. RAFFLE, OR CASINO) CONTACT PERSON: P PHONE: NIA ... ..._.._._..__ V .81.00__. _ 8181... VSE . 9:00 AM TO 5:00 PM DESCRIBE SOUND EQUIPMENT (MAXIMUM DISTANCE AUDIBLE IS t50 FT. BY GOOEY PA SYSTEM AND MUSIC C ._— -------- _____ ANY COMMERCIAL ASPECTS? OESCRIBE: NIA 0000.. .. .. .. . ADDITIONAL INFORMATION: NIA APRICATIONDATE: 112112000 APPLICANT NAME PRINTED DARINLOUGHREY h 1 CITY OF NEWPDRT BEACH COMMUNITY SERVICES DEPT. P.O. BOX IT69 NEV2PORT BEACH, CA 92SW-89t5 OFFICE: 190) 6N.3t5t FAX: (949) W-3t55 NAME OF THE EVENT Summer Surf Contest SPONSORING ORGANVATION(S) SwIside Sports, Valcom ADDRESS: tt2 23rd Street PERSON IN CHARGE'. Mike Parzoid OTHER ORGANIZATIONS: ADDRESS: SPECIAL EVENT PERMIT APPLICATION EVENT NUMBER: Ot -90 HAS THIS EVENT BEEN HELD BEFORE? DESCRIBE: I I this event has been held In the past DESCRIPTION OF EVENT: Surf comsat for kids up to t8 years Of age EXACT LOCATION 56th Street Beach START DATE OF EVENT. CONTINUING DATES: 6116/2OOt and 6 /t7/Ot - Saturday and Sunday I IMESOF EVENT' 7:O9am to 3:00pm dggl ., ESTIMATEDATTENDANCE: ADMISSIONFEE? DESCRIBE t5O -200 V $2O entry fee PHONE NUMBER FOR PUBLIC EVENT INFORMATION (IF APPLICABLE): We DESCRIBE PARKING FOR EVENT AND LIST ANY SPECIAL REQUESTS: street and lot parking will be sufficient NON - REFUNDABLE APPLICATION FEE IS SWQO (565.00 FOR EVENTS YATH LESS THAN 2 VMS. NOTICE) R UNSNVALKSICVCLIND EVENTS FEE - $ t00.00 CITY: STATE Zip: Newport Beach CA 92863 PHONE: FAX: 909509 -5982 909675$983 CITY: STATE ZIP: CA ANY PORTION OF THIS ACTIVITY TO OCCUR ON A CITY STREET, SIDEWALK. PARK OR BAY? M DESCRIBE. 56th Street beach IS site Of contest IS THIS EVENT OPEN TO THE PUBLIC? M DESCRIBE: Open to Surfers 16 years and younger ARE ANY ROAD CLOSURES REQUESTED FOR THIS EVENT? DESCRIBE: no ALCOHOL SERVED? ALCOHOL SOLD? CONTACT PERSON: PHONE: II II no FOODSERVED? FOOD SOLD? CONTACT PERSON: PHONE: II II no IF FOOD IS TO BE PREPARED, MERE IS IT BEING PREPARED ?: nO DRAWNG. BATTLE. OR CASINO? CONTACT PERSON: PHONE' I I no SOUNDAMPUFICATION TO BE USED? WTOOORS7 INDOORS? HOBRS OF USE: 9:00am tO 3:00pm M M II DESCRIBE SOUND EQUIPMENT t MAXIMUM DISTANCE AUDIBLE IS tW FT. BY CODE): Public Address system CANOPIES OR TENTS? SIZE (ATTACH PLOT PLAN): DATE INSTALLED: DATE REMOVED: BY: event Organizers I I tGAtotents 611612OOt 6lvrzoot BOOTH, BLEACHERS. STAGES OR STRUCTURES I DESCRIBE no SIGNS OR BANNERS TO BE USED? IVI DESCRIBE: various slZes al101hed to 70 X 1O lands GENERATORS. LARGE VEHICLES. BOATS. OR OTHER EQUIPMENW 61I DESCRIBE: generator for the pa system ANY COMMERCIAL ASPECTS? I I DESCRIBE' fund raiser for the Newport Harbor High School Surf Team ADDITIONAL INFORMATION: This event Is the Ninth surf Contest regUesl the Comm. Serv, Dapf. Is routing for 2007. Wo Vora ba laking Ihls one before the City Council and urge you all to list any and all Conditions for this event clearly. APPLICAIIONDATE 31261200t APPLICANT NAME PRINTED, Mike PaUold