Loading...
HomeMy WebLinkAboutAGENDA REPORT 2000 0419 CC REG ITEM 10GCITY OF MOORFA +Ct �LIFORI� TA Counci Betting f "TION t ��a� j MOORPARK CITY COUNCIL AGENDA REPORT - By. TO: Honorable City Council FROM: Kim C. Chudoba, Senior Management Analyst Ae, DATE: April 12, 2000 (CC Meeting of 4/19/00) SUBJECT: CONSIDER REQUEST TO FUND CENTENNIAL EVENT SCHEDULED FOR JUNE 10, 2000, FROM 10 A.M. TO 3 P',M. ON HIGH STREET BACKGROUND The Moorpark Centennial Committee is conducting activities throughout the year to commemorate Moorpark's inception. The primary event, "A Walk through History," is scheduled for June 10, 2000, from 10 a.m. to 3 p.m. on High Street, The Committee will close High Street (between Moorpark Avenue and Spring Road) and divide the street into three ' timelines:'pre -1900, 1900 -1950, and 1950 - 2000. Activities will include historical tours, antique car displays, games, educational exhibits, and entertainment. The City is working with Caltrans to obtain an encroachment permit. In addition, the Committee will unveil a Centennial Monument displaying an E1 Camino Real Bell west of the Foster Granary entrance. About 400 bricks purchased by local residents and businesses will line the structure. DISCUSSION The Centennial Committee has invited local businesses, churches,, civic groups, schools, and sports organizations- to participate. There is no fee for booth space, unless an individual or' business is selling a product for profit. The goal is to have) as much community involvement as possible. The Committee is not a formal organization,, but it consists of representatives from various groups, including, the Chamber of Commerce, Historical Society, and Woman's Fortnightly Club. The Committee has raised $3,000 from two major sponsors:_Rotlary Club and The Moorpark Star, which also donated $17,000 in free advertising. The Historical Society will also contribute funds. 0000 :56 Honorable City Council April 12, 2000 Page 2 Event revenues will not cover expenditures for a stage, police, barricades, portable toilets, signage, decorations, and entertainment. Therefore, in a letter dated March 31, 2000, the Committee asked the City to contribute $800 for police. In a phone conversation on April 12, 2000, the Committee also asked the City to provide barricades and contribute $1,000 cash. In return, the City will receive the benefits of a major sponsor, including Centennial Monument bricks and lifetime membership in the Historical Society. There are sufficient funds in the City's FY 1999/00 Budget to cover this request. The Committee plans to give the Centennial Monument to the City, making the City responsible for maintenance and liability. The group is working with an architect to design the structure, and proposed sketches will be available soon. The bell will be purchased with donations from the Fortnightly Club and local 4th grade classes. The City will sponsor a booth at the event, and the City liaison, a Senior Management Analyst, will be present. As a reminder, the City does not staff the Roam'n Relics Car Show (other than assigned police personnel). At Country Days, the Public Works Department provides staff assistance. STAFF RECO"4ENDATION 1. Authorize staff to approve a no -fee Temporary Use Permit with conditions, including an indemnity /hold harmless agreement and an insurance policy naming the City and Agency as additional insureds; (The Roam'n Relics Car Show Temporary Use Permit Requirements are attached as an example.) 2. Provide police related services, at a cost not to exceed $800; 3. Supply traffic control signs and barricades, per a plan to be developed, at a cost not to exceed $700; (The Committee will post restricted parking signs and handle barricade rental, placement, removal, and return.) 4. Authorize staff to approve the location, size, design, and construction of the Centennial Monument; and 5. Accept ownership of the Centennial Monument. Attachment 1: Committee Letter Dated March 31, 2000 Attachment 2: Car Show Temporary Use Permit Requirements Mo Moorpark A AC ", NT a Centennial Committee 1900 -2000 Steve Kueny, City Manager City of Moorpark 799 Moorpark Ave. Moorpark, CA 93021 March 31, 2000 Dear Steve: P.C. Box 662, Moorpark, CA 93020 I need to touch base with you on a couple of things regarding the Centennial. The bricks and bell: We've sold just under 400 bricks. We'll close the sale at the end of this week Here is what we'd like to do: • Work with architect Dan Varnum on an appropriate placement now that we know how many bricks we have. We'll bring the plan to the City Council as soon as we can. • When the bricks and bell are installed, do you want city people to do it or do you want us to hire a contractor who would be under city supervision? In pricing the bricks, we allowed $10 per brick for installation costs. Mary Schwabauer was getting the specifications that have been used to install the bell. Charles Schwabauer installed in the bell that was Aced in Piru. • Our intent is to give the bricks and bell to the city, which would make them part of the city's parks for upkeep and liability. The brick manufacturer has placed bricks throughout the country (it also did the Vietnam Memorial in Washington) and said it has had no problems with maintenance. • We'd like to reopen brick sales from June 10 through Country Days for people who missed it originally. The design would allow for additional bricks. June 10: Here are the plans: • Only High Street will be shut down; Graham said he had the permits processed for that • The street will be divided into three main timelines — pre -1900, 1900 - 1950, and 1950 -2000. Within those timelines, we will have appropriate booths. We are not charging for booth space unless a private individual or business wants to sell something for profit. Our intent is to have as much community participation as possible at no charge. • We would like the City of Moorpark to have a display. You can have as much space as you want. • We have enough sponsorship money at this point to pay for a stage, portable toilets, and police. However, we're barely able to cover those expenses and have nothing left over for signs, decorations, entertainment, and miscellaneous expenses. If the city could nick un the $800 bill for police services we would be most appreciative. In return, we would give the city all the benefits of a major sponsor, including bricks on High Street, lilfetime membership in the Moorpark Historical Society, etc. We realize this isn't the Centennial of the incorporation; but if you'll accept a flawed analogy, please consider 1900 -1983 as the city's childhood and teen years, it just hadn't reached the age of majority so it could sign contracts. Without those years, however, there wouldn't be an incorporated city today. If you have any questions, please call me at 655 -1722 (day) or 529 -3899 (evenings and weekends). Sincerely, Debi Ryono Mnormrk Centenninl Chair 000056 ATTACHIVIe T-1— ROAM'N RELICS CAR SHOW Sponsored by: Roam'n Relics Car Club Effective Date: October 24, 1999, (6:00 AM to 5:00 PM) TEMPORARY USE PERMIT REQUIREMENTS The following permit conditions are required for the temporary use /zone clearance permit and encroachment permit for the event described above. These conditions are based upon the written application materials attached hereto and made a part of this permit (Attachment A). The event will take place on High Street between Spring Road and Moorpark Avenue to the east and west. The event will also take place on Bard, Walnut and Magnolia Streets between High Street and Charles Street. Conditions required by the Moorpark Police Department are to be included as part of the event (Attachment B). A. OPERATIONAL RESPONSIBILITIES 1. Pay for the temporary use permit ($88) and the encroachment permit ($40) upon invoice by the City. 2. No aspect of the event, including the placement of signs, shall occur on property belonging to Caltrans, Moorpark Unified School District, railroad, or any private owned property without consent by the owner. 3. Setup and cleanup may occur prior to or after the times specified in these conditions. 4. The applicant shall pay for police services provided during the event at the contract billing rate. The City will submit an invoice for actual expenses for the event within 45 days of the event. Roam'n Relics is required to pay for these services within 30 days of receiving the invoice. (Refer to Attachment E for the estimated cost to provide police services.) 5. In the case the City incurs other expenses due to the event —trash cleanup, damage to City property, etc.— applicant will be invoiced for the associated costs. B. HEALTH & SAFETY Doorways, driveways, alley and fire exits of all buildings in the area shall be kept clear, providing normal access for emergency vehicles if needed. 00005 2. At least 8 trash receptacles are required and shall be placed in the following locations: 2 in the north Metrolink parking lot, 1 in the south Metrolink parking lot, and the remaining 3 disbursed along High Street. At least 2 recycling receptacles are also required: 1 in the north Metrolink parking lot and 1 on High Street. 3. Roam'n Relics is required to remove all litter and debris resulting from the event on High Street, the Metrolink parking lots, and surrounding areas. C. OTHER 1. 2 Applicant shall obtain appropriate insurance for the event naming the City of Moorpark as an additional insured (Attachment C). Applicant shall sign the indemnification statement (Attachment D). 1999 Roam'n Relics Car Show City of Moorpark Police Department Conditions Police Department personnel on -scene will have the overall responsibility of ensuring the public safety and as such will have the authority to terminate this activity if they determine it to be a hazard to the public. 2. All costs for additional law enforcement personnel and other city staff that may be necessary to maintain order and/or public safety shall be the responsibility of the applicant. 3. Applicant will provide a certificate of insurance to the City of Moorpark naming the City as additional insured and indemnifying the City in form acceptable to the City. The City and the police department shall not be responsible for any damage to vehicles and property owned by event staff, participants and spectators. 4. The car show is scheduled for October 24, 1999 and will start no earlier than 6:00 A.M. and end no later than 5:00 P.M. 5. All barricades, cones, and detour signs used for this event shall be rented by the applicant and it shall be their responsibility to ensure that the barricades, cones, and detour signs have been delivered and put into place by 7:00 A.M. The applicant shall also be responsible for removing all barricades, cones, and detour signs no later than 5 :00 P.M. 6. Signs prohibiting parking shall conform to the following rules and shall be placed at the following locations by 9:00 P.M. on Thursday, October 21, 1999. . These signs shall state "Special Event - Temporary No Parking -Tow Away Zone. Sunday, October 24, 1999. 1:00 A.M. to 5:00 P.M." These signs shall be mounted on "A- frame" style barricades and shall be placed every 75 feet against the appropriate curb sides on the following streets: a. South side of Charles Street, between Magnolia Street and Spring Road b. Both sides of Magnolia Street, between Charles Street and High Street C. Both sides of Bard Street, between Charles Street and High Street d. Both sides of High Street, between Spring Road and Moorpark Rd. e. The entrance to the north Metrolink/Amtrak parking lot from High Street f. Two locations within the north Metrolink/Amtrak parking lot g. Both sides of High Street between Moorpark and the west terminus, at the entrance to the old high school lower fields. Current signs on west High Street must be bagged. 7. The following signs shall be placed at specified locations to provide adequate information to both spectators and motorists regarding the traffic changes caused by the event: a. "Road Closed- Whitaker's Parking Only" on Bard Street at Charles Street. b. "Road Closed -Event Participant Vehicles Only" on Magnolia Street at Charles Street. C. "Detour" and "Event Entrance "signs with arrows directing northbound Spring Road motorists to turn west on Charles Street. (Signs will be posted on Charles Street at Spring Road). d. "Eastbound High Street Closed" signs placed on both directions of Moorpark Avenue, approximately one block north and south of the intersection of High Street, advising motorists to avoid turning onto High Street. (Signs will be not be posted on Moorpark Avenue or the sidewalks. They will be posted on private property, with the property owners' permission). e. "Amtrak Parking" with arrow signs (2) directing motorists from both directions on Moorpark Avenue that they can use the south Metrolink parking lot from Moorpark Avenue. (Signs will be not be posted on Moorpark Avenue or the sidewalks. They will be posted on private property, with the property owners' permission). f. Road Closed Moorpark Produce and Mayflower Market Parking Only, on Walnut south of Charles. g. "Moorpark Produce/Mayflower Market Parking "(2)directional signs (1 for EB and 1 for W/B) on Charles at Walnut h. "Reserved Melodrama Customers only" Vacant lot, High at Magnolia 8. Barricades and traffic cones shall be placed in the following locations to direct motorists to appropriate open lanes or to close specified lanes of traffic or roadways: a. Cones shall be placed at the edge of the driveways leaving the Tipsy Fox and Domino's Pizza parking lots onto High Street. These cones shall be placed to ensure that motorists do not enter onto High Street from these off - street parking lots. b. Cones may be placed to block off the east half of the south Metrolink parking lot for event staff and vendor parking as needed by the applicant. Vehicles parked at this location prior to the start of this event shall not be subject to tow or citation. C. Barricades shall be placed across High Street along the west curbside of Spring Road, preventing motorists from entering High Street from Los Angeles Avenue and Spring Road. No vehicles will be allowed to enter High Street through this intersection. d. Barricades shall be placed across Magnolia Street along the south curbside of Charles Street to prevent through traffic from entering Magnolia Street. These barricades shall be moved by applicant staff in order to facilitate the entry of participant vehicles into the event. e. Barricades shall be placed across Bard Street along the south curbside of Charles Street to prevent through traffic from entering Bard Street. Event staff stationed at this position will allow event staff vehicles entry at the discretion of the applicant. f Barricades shall be placed across Walnut Street along the south curbside of Charles Street to prevent through traffic from entering Walnut Street. Event staff stationed at this position will allow business owners entry at this location. g. Barricades shall be placed across High Street along the east curbside of Moorpark Road to prevent traffic from entering High Street. Event staff stationed at this position shall open the barricades for event participants who are leaving the car show. h. Cones are to be placed across the Moorpark Rd. entrance to 18 High street. 9. All event participants shall be required to enter the event area via Magnolia Street at Charles Street. Event staff shall be staged at the barricades on Magnolia Street /Charles Street to allow participants to enter onto Magnolia for check -in. Event staff shall conduct no registration or check in procedures on Charles Street and will ensure that participants are moved expeditiously onto Magnolia Street. Any variance to this must be approved by on site police personnel. Event staff shall be responsible for ensuring that eastbound Charles Street motorists are allowed to continue east. 10. No alcoholic beverages can be consumed upon any street, sidewalk, highway, or public place within the area of this encroachment permit as stated in Section 9.20.010 of the Moorpark Municipal Code. 11. The applicant shall be responsible for providing security and barricade monitors at specified locations. The event personnel shall wear clothing or identification that identifies them as event staff. Event staff shall remain at these positions from the start of the event until the conclusion. The locations are: a. High Street at Moorpark Rd Two staffpersonnel at barricades. No vehicles allowed to enter High Street at this location. Event participant vehicles may only exit westbound onto High Street through the barricades, which will be opened and closed by event staff. b. High Street at Spring Road Two staffpersonnel at barricades. No vehicles allowed to enter onto High Street from either Spring Road or Los Angeles Avenue. No vehicles allowed to enter High Street from the parking lots for the Tipsy Fox and Dominos Pizza. C. Magnolia Street at Charles Street One staffpersonnel at barricades. This is the entrance for all event participants. Event staff will assist the deputy to ensure that vehicles are moved safely onto Magnolia Street for registration. Once all participant vehicles have entered into the event site, the staff will remain at these barricades until the conclusion of the event. d. Bard Street at Charles Street One staffpersonnel at the barricades. Only event staff vehicles and Whitaker's customers are allowed into this location for parking. !F C. Walnut Street 2 block south of Charles Street Two staff personnel at the barricades. Only customers for the local businesses are allowed into this location for parking. f Railroad track crossing between the two Metrolink/Amtrak parking lots Two staffpersonnel at the train station 1tracks.(1 staff on the south side of the tracks and 1 on the north side) Watch for oncoming trains from both directions. Advise pedestrians, crossing the tracks from both directions, to remain clear of the tracks when trains are approaching. Allow special vehicles, vendors, and Amtrak customers access to this parking lot. g. Vacant lot, High at Moorpark (south west corner) One staffpersonnel from 0800 to closing to ensure only Melodrama customers use this lot. This lot must be taped or barricaded from Moorpark Ave west to control entrance to lot. 12. The applicant shall be responsible for the police costs, as determined by the City of Moorpark, for the following special assignments: a. One deputy, on overtime, shall work from 6:00 AM to 3:00 PM. This deputy will monitor the no parking -tow away zones in order to identify and tow vehicles that are parked in violation of the signs. He will then move to the intersection of Spring Road and Charles Street to assist event participants towards the event entrance. At approximately 9:00 AM, he will move to check traffic control at barricaded locations. He will then assist with security as directed by the police supervisor. b. One deputy, on overtime, shall work from 7:00 AM to the closing of the event at approximately 5:00 PM. He shall maintain traffic control on Charles Street at Magnolia Street as event participants enter into the staging /event area. At 11:00 AM, when the two reserve deputies have arrived, this deputy will assume control of event security through foot patrol. At the conclusion of the event, the deputy shall ensure that all barricades, signs, and cones have been removed from their locations by event staff and that all streets are open to regular traffic. C. Two reserve deputies, on overtime, shall work as site security during the peak hours of the event, from 11:00 AM until 3:00 PM. The Reserves shall team with sworn personnel on site. They may work fixed post or rove as determined by the police supervisor. 13. The applicant shall be responsible for the placement of a minimum of eight portable toilets throughout the event location, including the spectator parking lot. The applicant shall also be responsible for the placement of trash receptacles as deemed appropriate by the City. 14. The applicant shall be responsible for the towing costs for vehicles which have been towed due to an error in the placement of signs or because of directions given by applicant k' personnel that were given in error to the owners of such vehicles 15. The applicant shall provide one of their portable radios for the use of the deputies. This -Vvill be used in case the applicant staff need to advise the deputies of a situation where deputy assistance is required. The deputies assigned as site security shall carry this radio. 16. A violation of any of the listed conditions will constitute the termination of the event. The deputy assigned will monitor the event to ensure that all law enforcement conditions are met. If, in the opinion of the assigned deputy, a condition is not met, a police supervisor will have the authority to interpret any of the listed conditions and take action to seek compliance or stop the event. 17. There will be a pre event meeting between event personnel and police at 0630 hours, a the registration table at 233 High St. Police conditions and communications will be covered at this meeting. MEM ATTACHMENT INSURANCE REQUIREMENTS Roam'n Relics Inc., agrees to obtain and keep in full force and effect the following insurance coverage for the period of the subject event. Further agreeing to provide the City of Moo and its officers, employees, servants and agents and the Ventura County Transportation Commission and its Officers, servants and agents with a certificate of insurance verif in employees,. the City of Moorpark and the Ventura County Transportation that Commission have been added to the policy as an additional insured for the coverage outlined below without deductible. Certificate of Insurance shall provide for a ten day notice the insurance carrier to the City of Moorpark and ble. The Y ce from Transportation Commission in the event the insurance is t Ventura County canceled. to be De- -sgription of Coverage General Liability each occurrence and general aggregate Personal Injury Aggregate Level of Coverage $1, 000, 000 $1,000,000 oam' n Relics 1 M= ATTACHMENT "D" INDEMNIFICATION AGREEMENT Roam'n Relics Inc. hereby agrees to indemnify, defend and hold harmless the City of Moorpark and its officers, employees, servants and agents, and the Ventura County Transportation Commission, its officers, employees, servants and agents from any claim, demand, damage, liability, loss, cost or expense, for any damage whatsoever, including but not limited to, death or injury to any person or injury to any property, proximately resulting from any act or omission of the Roam'n Relics Inc. or any of its officers, employees, servants, agents; or participants in the event to occur on October 27, 1996, on all of High Street and the general proximity thereof. oam'n Relics, Inc.