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HomeMy WebLinkAbout15 - Pelican Coast Events Waiver of Policy B-8CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 15 August 12, 2008 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Recreation & Senior Services Department Sean Levin, Acting Director— 949 -644 -3159 — slevin(acitv.newport- beach.ca.us SUBJECT: Request from the Pelican Coast Events LLC for Waiver of Council Policy B -8 RECOMMENDATION That City Council deny Pelican Coast Events their request to waive City Council Policy B -8 — Bike, Foot Race and Surf Contest Event Policy that would allow the 2009 Pacific Coast Triathlon to apply for a Special Event Permit for July 19 or 26, 2009. BACKGROUND Council Policy B -8 was originally adopted to minimize inconvenience to residents and motorists and to eliminate potential City liability for injuries resulting from events. The policy states, "Races, running events and other athletic contests /events using City streets shall not be conducted during the summer (June 15 – September 15). No more than twelve (12) such events shall be permitted during any calendar year and not more than four (4) in any one geographic area in one year" (see attachment D). DISCUSSION The Pacific Coast Triathlon is a long standing event that has traditionally taken place on a Sunday in September. The swim and run occur within Crystal Cove State Park with the bicycle race utilizing all southbound lanes of Pacific Coast Highway from Pelican Point to the Laguna Beach city limits. The request to hold the event in July, 2009 is due to the United States of America Triathlon Associations desire to hold a national championship race on the West Coast, which would also serve as the qualifier for the World Championships to be held in Australia in September. The Newport Coast and Crystal Cove State Park area usage has increased in recent years with the additionfimprovements of the Newport Coast Marriot Villas, Beachcomber Restaurant, Ruby's Shake Shack, Crystal Cove Cottages, Crystal Cove residential units and the Crystal Cove Promenade all requiring access from the race course. By race time next year, the Pelican Hill Resort is also expected to be in operation. For the race to occur, the southbound traffic needs to be diverted onto one of the northbound lanes from approximately 6AM to approximately noon (see attachment B). Staff is concerned that the traffic impacts in July will be much greater than those in September and that major traffic congestion will occur. Due to the increased vehicle and pedestrian traffic, the Police Department has recommended that significant barriers ("K-rails" or water) be required to increase the safety of cyclists and pedestrians. The installation and removal of these barriers causes additional time where PCH will not be at normal capacity. August 12, 2008 Request from the Pelican Coast Events LLC for Waiver of Council Policy B -8 Page 2 Two other issues to consider for a July triathlon event would include staffing and the precedence in waiving Council Policy B -8. City public safety resources are stretched thin in July because of the July 4t' holiday and additional police enforcement at Big Corona. This summer date would create challenges in the Police staffing a July triathlon. Additionally the Recreation & Senior Services Department receives dozens of requests each year that are denied under Council Policy B -8. Staff believes that waiving the policy for the Pacific Coast Triathlon would increase pressures from other event organizers to hold events during the dates prohibited by the Policy. Submitted & Prepared by: .Sean Levin, Acting Director Recreation & Senior Services Director Attachments: A. Letter from Pelican Coast Events B. Map of Course C. Police Department Information D. City Council Policy B -8 Attachment A rvV ro4 PELICAM COAST eVENTs LLC �rj i t�i�• °z To: Newport Beach City Council July 10, 2008 Re: Pacific Coast Triathlon 2009, USAT National Championships Pelican Coast Events LLC, licensed in Newport Beach, requests from the Newport Beach City Council a one time waiver to hold its Pacific Coast Triathlon on one of the last two weekends, Sundays 7/19 or 7/26, in July 2009 instead of on its normal date, the weekend after Labor Day. This date change is to accommodate a request from the United States of America Triathlon (USAT) association, the Olympic governing body of the sport in the US, to hold a National Championship race on the West Coast which will also serve as the qualifier for the World Championships to be held in Australia in September. The Pacific Coast Triathlon, which during its first 8 years of existence, held its races in July until the State of California Parks and Rec Dept ruled that all mayor.events be held outside of the summer months. The State is considering a like onetime waiver to permit the 2009 race to be held in July. In July of 2002, the Pacific Coast Triathlon hosted the USAT National Championships. The proposed designated race will use the same venue, course, maximum number of athletes (1400), parking, and traffic controls as in previous years. The only change will be its date and its designation as a National Championships, which will bring athletes to Newport Beach from across the nation. The race will be able to start 1/2 hours earlier (0700) which should result in all lanes of Pacific Coast Hwy being opened earlier than in the fall races. USAT would like us to confirm our ability to hold the Championship race by mid August. Please consider this request. Sincerely, Dr. Bob Cuyler Race Chairman Pelican Coast Events, LLC Attachment B Attachment C Levin, Sean From: Fischbacher, Tom [TFischbacher@nbpd.org] Sent: Thursday, July 24, 2008 9:20 AM To: Levin, Sean Cc: Shulman, Steve; Kaminsky, Jim; Dingwall. Matt Subject: Date move for the PCT Sean -1 wanted to relay several concerns the police department would have with moving the PCT from September to July 2009. • Council Policy B -8, prohibits races on city streets during the Summer (June 15- September 15). 1 reviewed some council minutes from 1983 when B -8 was originally adopted by the council. The reason it was adopted was because the citizens had unfavorable comments about the volume of races in town. Citizens were looking for more "management and control" of the events. Over the years the council policy has evolved to prohibit alcohol and tobacco sponsorship. Additionally, appeals to the policy have been denied due to the impact of the various races on the community (Council Minutes November 14, 1983). Basically, the policy is in place to reduce the impact of these special events on city recourses, residents and traffic. I was not able to locate any existing staff reports or specific council discussion on the limitation of events in the Summer, but I suspect the following points will support that reasoning. • Since the PCT originally started the density of the Newport Coast area and Crystal Cove State Park has dramatically increased. The Newport Coast Marriott Villas, Beachcomber Restaurant, Crystal Cove Cottages, and the Crystal Cove Promenade all require access to race course areas. The race course uses the Southbound lanes of Pacific Coast Highway. These lanes are closed from approximately 0600 to about Noon. Southbound traffic is routed via cones to share the roadway with northbound traffic. Use of the area in July is higher than in September (school is out 1 vacation traffic) and the change will impact the surrounding businesses. The impact will be significant to the affected businesses and community. • As a result of increased vehicle and pedestrian volume in the area the police department would strongly recommend requiring significant barriers ( "K- rails" or water) between cyclists in the race and vehicular traffic. The downhill intersection of Newport Coast and PCH in particular requires significant barriers. Significant barriers would also assist in limiting pedestrians from crossing outside cross- walks. In past events, significant barriers have not been required due to the perception that light traffic volume does not necessitate it. Traffic volume has increase significantly, even in September, and will be even higher during a July event. • The month of July, with the 4th July, and other increased deployment needs is a very challenging and draining month for police recourses. Currently (1) Sergeant, (6) Officers, (1) Parking Control Officer and (10) Explorer Scouts are used to staff the PCT. In review of notes from the 2007 event I have been already considering requesting at least 1 -2 more officers to assist in dealing with the increased pedestrian pressure to cross PCH for the September event. During the race pedestrians can only cross under PCH at Los Trancos. Due to the increased volume and use of the area, pedestrians try to cross the roadway and create significant hazards to themselves and cyclists. With the existing staffing we are not able to stop this dangerous behavior. In general the impact of the PCT on the Crystal Cove area is significant. Moving the date of the event to July will only increase the impact and further challenge the resources of the police department. Disregarding Council Policy for even one event will invite other events to make similar requests which undermines the integrity and practical intent of the policy. Sergeant Tom Pischbacber /'rnXc oivisirm 1.SP(Vial Ewat., Po'emuort Butrb Pnlirt Desrarrnteur 949 - 644 -3744 949 -718 -1044 (fay Attachment D B -8 BIKE, FOOT RACE AND SURF CONTEST EVENT 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 or events and similar athletic contests /events 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 contestsievents 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 and not more than four (4) in one geographical area in one 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) large and /or commercial events shall be permitted during any calendar year and events shall be scheduled at least three (3) weeks apart. All Surf competitions, no matter what the size, are required to register with the Recreation & Senior Services Department a minimum of one month prior to the scheduled event in order to receive approval for use of the requested location. There is no fee for registration of a surf competition, only for the Special Event Permit, if needed. All responsible parties must be able to provide upon request proof of a valid registration approval during the hours of the surf competition. 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 can only be a maximum of six (6) large and /or commercial contests at any one location per calendar year. The Fire Department determines acceptable locations for surf contests. 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 one (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/event 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. Nor will any signage promoting alcohol or tobacco company be allowed to be displayed at the contest/event. Adopted - February 14, 1983 Amended & Reassigned -April 8, 2003 Amended - November 14, 1983 Amended - April 13, 2004 Amended - September 22,1986 Amended - September 13, 2005 Amended - January 24, 1994 Formerly 1 -21 Amended - July 25, 2000 Formerly 1 -8