HomeMy WebLinkAboutAGENDA REPORT 2000 0920 CC REG ITEM 11GMOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
ITEM / I• &-. ,
CITY OF MOORPARK, CALIFORNIA
City Council Meeting
of
ACTION:
Red OMM ENAATION
FROM: Kim C. Chudoba, Senior Management Analyst kG
DATE: September 8, 2000 (CC Meeting of 9/20/00)
SUBJECT: CONSIDER REQUEST BY ROAM'N RELICS CAR CLUB TO HOLD EVENT
ON HIGH STREET ON OCTOBER 29, 2000, AND TO REDUCE CITY
FEES
BACKGROUND
The Roam'n Relics Car Club has held its annual car show on High
Street the past six years. In 1999, the event attracted over 500
antique cars and 8,000 spectators. Last year, the City charged the
Club $1,203 for planning and staffing the event, including $893 for
police, $182 for other staff, and $128 for permits.
DISCUSSION
Each year, Council has granted the Club's request to reduce City
fees to varying degrees because event proceeds are donated to local
charities and Moorpark merchants benefit from increased visibility.
Last year, the Club donated a total of $6,298 to five charitable
groups (Boys and Girls Club of Moorpark, Care and Share, Cub
Scouts, Interface, and Samaritan Center). Surveys indicate that
most High Street merchants attract four times as many customers
during the event.
No major changes are planned for the 2000 car show. The Club
expects over 500 cars and 8,000 attendees, generating about $20,000
in revenues and $6,000 in donations to local charities after
expenses. As in the past, the Club will promote High Street
businesses through raffles and free advertisements, and provide
free booth space to City departments.
000126
Honorable City Council
September 8, 2000
Page 2
Therefore, staff recommends the same fee reductions Council
approved last year: (1) waive fee for use of Redevelopment Agency
property, (2) charge contract billing rate for police (roughly
$1,190), and (3) charge direct cost for Senior Management Analyst
(about $210). Including regular fees for an encroachment permit
($50) and a temporary use permit ($88), estimated City fees total
$1,538 - about $335 more than City fees in 1999.
Staff has met with the car show chairperson to discuss permit
conditions and address any concerns. As in the past, the City will
not staff the event other than assigned police whom will be present
to ensure adherence to permit conditions.
STAFF RECOTMENDATION
1. Waive fee for use of Redevelopment Agency property, charge
Club the contract billing rate for police charged by the
County, and charge Club the direct cost of other staff to plan
the event;
2. Require Club to pay an encroachment permit fee ($50) and a
temporary use permit fee ($88); and
3. Require Club to provide the City and Agency with an
indemnification agreement and name the City and Agency as
additional insureds on the Club's insurance policy.
Attachment 1: Temporary Use Permit Requirements
(11 If J,012'7
ATTACHMENT 1
ROAM'N RELICS CAR SHOW
SPONSORED BY ROAM'N RELICS CAR CLUB
SUNDAY, OCTOBER 29, 2000
5:00 A. M. TO 5:00 P. M.
TEMPORARY USE PERMIT REQUIREMENTS
The following conditions are required for the temporary use permit and encroachment
permit for the event described above. These conditions are based on the written
application materials attached hereto and made a part of this permit (Attachment A).
The event will take place on High Street between Moorpark Avenue and Spring Road.
Also, the event will take place on Walnut, Bard, and Magnolia Streets between High and
Charles Streets. Conditions required by the Police Department are to be included as
part of the event (Attachment B).
A. OPERATIONAL RESPONSIBILITIES
Pay for the temporary use permit ($88) and encroachment permit ($50).
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 property without consent of the owner.
3. Setup and cleanup may occur before 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
within 45 days of the event. Roam'n Relics Car Club is required to pay for
these services within 30 days of receiving the invoice (Attachment C).
5. If 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 AND SAFETY
1. Doorways, driveways, alleys, and fire exits of all buildings in the area shall
be kept clear, providing normal access for emergency vehicles if needed.
2. At least eight trash receptacles shall be placed in the following locations:
two in the north Metrolink parking lot, one in the south Metrolink parking
lot, and the remaining five distributed along High Street. At least two
recycling receptacles are also required: one in the north Metrolink parking
lot and one on High Street.
Page 1 of 2 030128
3. Roam'n Relics Car Club is required to remove all litter and debris resulting
from the event on High Street, the Metrolink parking lots, and surrounding
areas.
C. OTHER
Applicant shall obtain appropriate insurance for the event naming the City
of Moorpark and the Ventura County Transportation Commission as
additional insureds (Attachment D).
2. Applicant shall sign the indemnification statement (Attachment E).
Attachment A:
Permit Application
Attachment B:
Police Department Conditions
Attachment C:
Cost Estimate
Attachment D:
Certificate of Insurance
Attachment E:
Indemnification Statement
Page 2 of 2 0 90129
i
'i
ATTACHMENT A R�
For City Use Only
City of Moorpark
Administrative Services Dep2d
Date submitted
Case No.:--
Fee Amount:
Receipt No.:
Received By:
Case Planner:
Business License #
City of Moorpark
799 Moorpark Avenue
Moorpark, California 93021
805/529 -6864
TEMPORARY SPECIAL EVENTS APPLICATION
Planning Division fees: $88.00 Other fees:
PROPERTY OWNER INFORMATION
Name
Address
Telephone
APPLICANT INFORMATION (IF DIFFERENT FROM PROPERTY OWNER)
Organization Name 191r-c rtJ tc" -5' CAM Telephone
Contact person ) eUel Telephoned'— ! % fr%J /�
Mailing Address J�-2
I .fir! h% 1/
Note: If other person(s) are to be notified, jAease include name(s), address(es) and telephone number(s) on additional sheet
PROJECT SITE INFORMATION
(Answer all auestions which anolv.)
Describe the special event to be conducted:
A
Date(s) of proposed event: �Cr� �
ZeAllU
Hours of proposed event:
Special Event Address:
Tact:
Lot:
Assessor's parcel Number: -0-
Zoning of site:
Number of volunteer employees involved in the
special event:
Type and location of signs to be used:
Approximate volume, units sold per day:
000130
S: \Community Development \Everyone ',.i:ornu \'icmpSpecial Events Applic. doc
SUPPLEMENTAL INFORMATION
Company, policy number, agency and amount of liability insurance (submit certificate of insurance
naming the City of Moorpark as additional insured):
Attendance expected per day --W ~Number of event employees /QO
Date of final clean up of site: e2:7'— 2-4
Number of security guards /parking attendants /traffic control: 2-�r
Will any temporary structures be used? Yes No
If so, describe:
Will alcoholic beverages be served? Yes No
If so, describe type, locations, license holder (ABC):
(requires additional permit)
Note: The sale of alcoholic beverages requires a separate permit prior to the event.
1. Streets or sidewalks to be closed? J�/Sl L, �G ivd 41.9 /*/�
2. Will offsite parking be required? Where provided? i'yel"7a
Will street/traffic travel patterns be modified? Name streets and describe change
AJQ &I — r Q F M .S/
4. What signs are prop sed? Cam- 7�- j ,,,� C"e.�
5. Do you require any City Services? State which ones and duration
6. Number of vehicles expected?
} 7. Food vendors? Describe type, variety, locations 7`" DU[;
Ca�
-� �yel Cam✓. /.i�.E' /� - cJ y ^% 1461 < 1 i
8. Will there be any open fires?
9. Is the site paved?
10. What day(s) will the event occur? Month /day /year QCi%�— �� � o
11. What is the source of water?
CC00131
S /corttm.dcvJgail ricc/fortm /tetnpspecialevcntsappltc. Page - 2 Rev. 6/00
SU:IPLEMENTAL INFORMATION (continued)
12. Hours of operation for the event? �� 7-� _ �� �•�
1U6 13. What lighting will be required?
14. Neighborhood or public notice. Provide formal list of persons and addresses
contacted and advised of the event:
I certify under penalty of perjury that the above information is true and that I have read and
understand and will abide by the City of Moorpark Development Code, Section 17.44.030, and the
operating standards set forth therein.
I understand that my permit may be voided for non - compliance with the conditions set forth in the
approval.
Applicant Signature Date: e/ Z 7 G
APPROVED BY
Attachments Required:
(1) Notice Listing
(2) Consent of property owner, if different than event operators.
(3) Copy of Hold Harmless Statement.
(4) Financial Obligation Statement.
(5) Copy of Insurance Policy /Rider and certificates.
S /comm.devlgad ri ce /forms/tempspeci al even tsapplu.
rage - 3
Date:
Rev. 6100
030132
Event Services:
JW Enterprises, 805- 658 -2449 (portable toilets)
G.I INDUSTRIES, 805- 306- 9703,ext 4326 (Tony) trash bins
CONTRACTORS BARRICADE SERVICE, 800- 358 -3295 (barricades and road signs)
ROAM'N RELICS CAR SHOW CHAIRPERSON CEL PHONE # 805- 217 -2089
(Active day of event)
Thursday Oct 26, 5 p.m. to 6:30 p.m.
Club member event staff set -up barricades with parking and street closures on HIGH St.,
BARD St., MAGNOLIA st.,WALNUT St., CHARLES St. 72 hour notices.
Friday Oct 27, portable toilets delivered to Metro -Link parking lot (12 UNITS)
Saturday Oct 28, 9am till 12 noon, Club member event staff set -up day, wire for PA
system, clean up and moving portable toilets. Trash bins delivered.
Sunday Oct 29, 5am till around 5pm, club event staff, close streets and start lay out for
the day's event.
Monday Oct 30, pick -up trash bins and portable toilets
000133
ATTACHMENT B
ROAM'N RELICS CAR SHOW
SUNDAY, OCTOBER 29, 2000
POLICE DEPARTMENT CONDITIONS
In response to the request from the Roam'n Relics Car Club for a permit to hold a car show on
Sunday, October 29, 2000, the following police conditions are recommended:
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 29, 2000 and will start no earlier than 6:00 AM
and end no later than 5:00 PM.
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 6:00 AM. The applicant shall also
be responsible for removing all barricades, cones, and detour signs no later than 5:00 PM.
6. Signs prohibiting parking shall conform to the following rules and shall be placed at the
following locations by 9:00 PM on Thursday, October 26, 2000. These signs shall state
"Special Event - Temporary No Parking - Tow Away Zone, Sunday, October 29, 2000,
1:00 AM to 5:00 PM." These signs shall be mounted on "A- frame" style barricades and
shall be placed every 75 feet against the appropriate curbsides 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 Road
e. Entrance to north Metrolink/Amtrak parking lot from High Street
f. Two locations within 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.)
Page 1 of 5
C"0134
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. (Applicant will procure the necessary encroachment permit from
Caltrans to allow proper posting of signs along Moorpark Avenue /SR 23.)
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 not be posted on
Moorpark Avenue or the sidewalks. Signs will be posted on private
property, with the property owners' permission.)
f. "Road Closed - Moorpark Produce and Mayflower Market Parking Only"
on Walnut Street south of Charles Street
g. "Moorpark Produce/Mayflower Market Parking" (2) directional signs (1
for EB and 1 for WB) on Charles Street at Walnut Street
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.
Page 2 of 5 G 0010135
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 event 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 Avenue 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 Avenue
Two event staff at barricades.
No vehicles allowed to enter High Street at this location. Event
participant vehicles may only exit westbound onto Moorpark Avenue
through the barricades, which will be opened and closed by event staff.
Page 3 of 5 0 %"IV 0136
b. High Street at Spring Road
Two event staff at barricades.
No vehicles allowed to enter onto High Street from either Spring Road or
Old 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 event staff 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 event staff at the barricades.
Only event staff vehicles and Whitaker's customers are allowed into this
location for parking.
e. Walnut Street two blocks south of Charles Street
Two event staff 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 event staff at the train station/tracks (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.
12. The applicant shall be responsible for the police costs, as determined by the City of
Moorpark, for the following special assignments:
a. One Senior 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, and be responsible as the on -site 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
Page 4of5 01040137
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 that have been towed
due to an error in the placement of signs or because of directions given by applicant
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
will be used in case the applicant staff needs 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 6:30 AM at
the registration table at 233 High Street. Police conditions and communications will be
covered at this meeting.
Page 5 of 5 000138
ATTACHMENT C
ROAM'N RELICS CAR SHOW
SUNDAY, OCTOBER 29, 2000
COST ESTIMATE
Item
Planninq
Senior Management Analyst
Police Sergeant
Staffing (overtime)*
Senior Deputy
Deputy
Reserve Officer
Reserve Officer
Subtotals
Personnel
Encroachment Permit
Temporary Use Permit
Total
Estimated
Hours
Direct Hourly Estimated
Cost Direct Cost
6 $35.07 $210.42
3 $42.15 $126.45
9 $52.38
$471.42
10 $45.96
$459.60
4 $16.50
$66.00
4 $16.50
$66.00
$1,399.89
$50.00
88.00
$1,537.89
*This estimate uses the preferred rank of officer at the event and may change
depending on actual assignment.
`rv01 39
ATTACHMENT D
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, Roam'n Relics Inc. agrees
to provide the City of Moorpark and its officers, employees, servants, and agents, and the
Ventura County Transportation Commission and its officers, employees, servants, and
agents with a Certificate of Insurance verifying that the City of Moorpark and the Ventura
County Transportation Commission have been added to the policy as additional named
insureds for the coverage outlined below without deductible. The Certificate of Insurance
shall provide for a ten -day notice from the insurance carrier to the City of Moorpark and
the Ventura County Transportation Commission in the event that the insurance is to be
canceled.
Description of Coverage Level of Coverage
General liability each occurrence
and general aggregate $1,000,000
Personal injury aggregate $1,000,000
82�J�r
Roam'n Relics Inc. D Xe
ATTACHMENT E
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 and 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 Roam'n Relics Inc. or any of its officers,
employees, servants, agents, or participants in the event to occur on October 29, 2000 on
all of High Street and the general proximity thereof.
C � 0141