The URL can be used to link to this page

Home My WebLink AboutAGENDA REPORT 1994 1005 CC REG ITEM 11GIi1 L��. CITY OF MOORPARK CITY COUNCIL AGENDA REPORT TO: The Honorable City Council FROM: Donald P. Reynolds Jr., Administrative Servic* Manage DATE: September 23, 1994 SUBJECT: Consider the Waiver of Fees for the Proposed Moorpark Kiwanis "Fifth Annual Kiwanis Conejo Century Classic Bike Ride" The following report requests Council consideration to waive fees for the Moorpark Kiwanis Club's proposed fund raising event, to be held Sunday, October 23, 1994. Discussion The Moorpark Kiwanis Club was successful this year in bringing the "Conejo Century Classic Bike Ride" to Moorpark, and they propose to use the South Metro Link parking lot as a staging area. Staff has drafted conditions for use of the property (Attachment "A") which address the concerns of both the City and the property owner, the Ventura County Transportation Commission, ("VCTC"). Essentially, this event is a bike ride, (not a race), of varying distances including a 100 mile, 50 mile I and 25 mile course. Kiwanis expects between 200 and 300 participants, most of which will be part of the 25 mile course. For the staging area, Kiwanis has already arranged for volunteer City Emergency Medical Technicians to be on site, for portable restrooms, and volunteer staffing. Although the draft conditions specify reserving 100 parking spaces, it is doubtful that more than 40 will be needed, (less than one third of the available parking area). Attachment "B" is a letter from the Moorpark Kiwanis Club requesting that the City waive fees for the proposed special event. Staff has spent approximately 1.5 hours drafting conditions and coordinating with VCTC, (not including making this presentation to Council) , at a cost of $78 per hour, or $117. To finalize the temporary use permit and conditions of the project, staff will spend another 30 minutes, bringing the staff costs to an estimated total of $156. No encroachment permit is needed for the event, as all participants will be instructed to obey traffic laws, and no unusual use of City property is proposed. The temporary use permit is $39, and when added to the staff costs, brings the estimated fees to a total of $195. The basis for the Kiwanis fee waiver is that all of the proceeds will be donated to Casa Pacifica, (a non - profit children's shelter in Camarillo which has been supported by the City in the past), as 19? Al 00280 well as other youth activities. Staff costs have not been charged to local non - profit groups for special event applications on occasion, but typically, the temporary use fee has. - • „ - • . Consider waiving the permit fees estimated to be $195 ($156 of staff time plus $39 for a temporary use permit), thereby deleting condition "A.1." in the attached draft permit conditions, and /or direct staff as deemed appropriate. Attachments: A) Draft Event Conditions B) Letter from Kiwanis Requesting the Waiver of Fees 00281 ATTACHMENT "A" "Fifth Annual Kiwanis Conejo Century Classic Bike Ride" Temporary Use Permit Sunday, October 23 From dawn until 4:00 P.M. South Metro Link Lot In review of the Centurion Bike Ride event proposed by the Moorpark Kiwanis Club, the City has established the following conditions to be followed before and during this event. A. Operational Responsibilities 1. Obtain and pay for a Temporary Use Permit, (Zone Clearance, $39) and associated staff time needed to issue the permit, (estimated to cost $156) , for a total cost of $195. 2. Accept responsibility for any additional direct costs to the City of Moorpark which occur as a result of the event activities, (such as trash pick -up, replacing and /or repairing damaged public property, unusual police enforcement costs resulting from the behavior of event participants). 3. Participants will enter the event course restricted to turning north on Moorpark Avenue, in staggered intervals not to exceed ten cyclist at a time. 4. Participants will be advised that they are responsible to obey all traffic laws, such as speed limit, traffic signals and riding on the right side of the road. B. Staging Area 1. The staging area for the event (consisting of such items as the registration tables and first aid) will occupy no more than 100 contiguous parking spaces in the South Metro Link lot. Participants will be encouraged to use the remainder of the South Metro Link lot for parking. 2. The staging area will be pre- defined in the area indicated on the map provided in Exhibit "A" by clearly visible signs or ribbon to be placed in the South Metro link parking lot by 12:00 P.M. on Saturday, October 22. 3. Participants will not inhibit the public's ability to enter or leave the South Metro Link parking lot during the event. 00282 B. Health and Safety 1. Four temporary restroom facilities will be provided by the applicant at or near the staging area. 2. The applicant shall implement a clean -up plan during and after the event to assure that the South Metro Link parking lot is left in clean and orderly condition after the event. Four trash receptacles will be provided near the staging area. 3. First aid will staffed with qualified safety personnel and be available to participants at the staging area. 4. At least two volunteers will be provided (and be clearly marked as Kiwanis volunteers) , to protect the public from crossing the railroad tracks. C. Other 1. Obtain appropriate insurance for the event naming the City and the Ventura County Transportation Commission ( "VCTC ") as an additional insured, as presented in Exhibit "B", and provide to the City Clerk no less than 5 days prior to the event; 2. Sign the indemnification statement, indemnifying the City and VCTC, (Exhibit "C"). This permit provides exclusive rights to the Moorpark Kiwanis Club to control activities as provided herein, on the specified day stipulated in these conditions. 00283 i t i 1 �! •' ` . Its lk gi Ir rn Nil 't `I IRV sy' A . Z � i�.,.+• . �J' 'per , 1 a J Il Wr 1 . ��•- � . r i . a • iii �� aia. � i• � i; i. � i ONE-,;,-,) ENTUW Q �AsQc 484 E. LOS ANGELES AVENUE SL11TE 108 .322 1`900RPARK ,CA. 93021 KIWANIS CLUB OF MOORPARK «!A`�\ tom_ � 11 Al��jjf 1 1 September 16,1994 Mr. Don Reynolds Administrative Services Manager City of Moorpark 799 Moorpark Ave Moorpark, Calif. 93021 RE: Fifth Annual Kiwanis Conejo Century Classic Bike Ride Dear Mr. Reynolds: Enclosed is the information concerning the Kiwanis Conjeo Century Classic Bike Ride to raise funds for youth activities and Casa Pacifica. We are running the event on ,Sunday, October 23rd from dawn until compeletion around 3 pm. The 25 and 50 mile map shows start and finish in Moorpark using the Metrolind parking lot. The 100 mile will also start and finish , but will mostly occur in Westlake and Thousand Oaks. We expect up to 200 riders, 100 or so will do the 25 mile. This is not a race, therefore starts will be not in mass,rather as the riders are ready to go. There will be five support vehicles with medical personnel following the riders,as well as four other rest stops manned by Kiwanians. There will be both telephone and radio communications at all sites and with the cars. We request a waiver of any fees as the entire proceeds not used for costs will go directly to our community youth projects., and Kiwanis of Moorpark is an incorporated NON - profit entity. Thank you for your assistance. The insurance certificate will follow approval. Any additional questions please call me at 529 -7037. Singer ly, is ae H. esner Chair Kiwanis Century Classic Committee 00285 KI WANIS CONEJO CENTURY CLASSIC DIRECTIONS 25 MILE START/ FINISH MOORPARK METRO LINK LOT EXIT LOT RT TURN MOORPARK RD RT TURM tuGH SIR ELT FOLLOW LOS ANGELES AVE PASS UNDER FREEWAY RT TURN CAMPUS PARK DRIVE RT TURN COLLINS, OVER FREEWAY LT TURN EASY OVER RAILROAD TRACKS RT TURN FIRST STREET LT TURN ROYAL LT TURN YOSEMITE PASS MACDONALDS LT TURN ALAMO LT TURN ERRINGER RT TURN COCHRAN LT TURN FIRST RT TURN EASY OVER COLLINS OVERPASS UP COLLINS AROUND MOORPARK COLLEGE h RT TURN CAMPUS PARK DRIVE LT TURN PRINCETON LT TURN MOORPARK FINISH DIRECTIONS so MILE FOLLOW 25 MILE UNTIL LT TURN ON 1 ST STREET RT TURN L.A. AVENUE PASS MADERA BECOME TEIRRA REJADA LT TURN 118. L.A. AVENUE /r RT TURN BALCOM CANYON $ RT TURN STOCKTON RT TURN BROADWAY RT TURN WALNUT CANYON RT TURN FINISH 00 25 A14D 50 MILE MAP ti Ik .r 4.s .'.1 �dGljR I -l2ol� G � fio mw E�y soy oy ti Ik FIFTH ANNUAL ONEJO TL'?Y SIC �`K�i START TIMES 100 mile Sunrise -8 am. 50 mile 7 -9 am. 25 mile 8 -10 am COURSE START/FINISH Moorpark Metrolink Station parking lot - High Street Exit 23 Freeway at New Las Angeles Avenue. Right on Spring Road Left on High Street Additional parking in South Metrolink lot off of Moorpark Avenue OCTOBER 23,.1994 RmNOR SHINE COURSE MAPS AND INSTRUCTIONS WILL BE AVAILABLE AT REGISTRATION. HELMETS MANDATORY AND RIDERS MUST HAVE THEM AT REGISTRATION TO PARTICIPATE IN EVENT Take a Fall tour of the beautiful Conejo Valley, Moorpark and surrounding communities in this Annual Classic. Become acquainted with these unique cities as you pass breathtaking views of roiling hills, green valleys & cool shimmering lakes. Experience a ride where the rider is the prime concern. Convenient checkpoints will have FOOD GALORE first aid support and emergency communications. Support vehicles will be in constant radio contact as they patrol the course. Rides of 25, 50 or 100 miles are availablFto f ll the requirements of every rider. Send your pre - registration donation of $25 (must be postmarked by October 5, 1994) and receive the event T -shirt as part of the entry fee. Registrations postmarked after October 5 may purchase the T-shirt for an additional $10 (see entry form below). All Proceeds Will Be Used To Support Casa Pacifica and other local Charities. EARLY REGISTRATION: Postmarked by Oct. 5, 1994 '� Make check payable to: Registration Donation: $25.00! " Kiwanis Club of Moorpark Event T -shirt included, please indicate size below. 484 E. Los Angeles Avenue LATE REGISTRATION: Postmarked after Oct. 5, 1994 Suite 108 -322 Registration Donation: $25.00 Moorpark, CA 93021 T -shirt optional at $10.00 each. or for further ini*ormation call: (805) 529 -7037 or (818) 706 -1600 arc r• r• ar• a� arc ra a• a� � arc arc � � � a� ar• ata r• arc a, ra � � � � � arc a. as � � arc r• ar• ra arc � t• at t• t• r• arc PLEASE PRINT OR TYPE NAME ADDRESS crry, STATE, ZIP I intend to participate in the ❑ 25 mile ❑ 50 mile ❑ 100 mile ride. *I would like to purchase additional (or optional for Late Registration) T- shirts at $10.00 each. SIZE (indicate qty. of each including free shirt for early registration) S M L XL There will be of us at your TRI -TIP BARBECUE LUNCH immediately following the event at $6.50 per person. In oansidasmm ofthe acceptance of muy enty in the CONEJO CENTURY CLASSIC. I hereby waive, release and forever discharge all rights nsd claum for datrtages which I may have or which may hereafter accrue to me against the pronwte rs and sponsors of this evert, the promoting and organization officials, all municipalities, special districts and properties through which this event will be held or their respodive officers, agents, representatives, successors and/or assignees for any and all damages which may be sustained or suffered by me in corumuoa with said association with or entry and/or arising out of my traveling to, participation in, and returning from the event I agree to accept and abide by the rules/regulations of this event Punt or Guudm if urWer la yeah d 00287 b.7 4 i Gil ne o wl. ty Vyl 1� Z� annual u �ffti 1- t Nc. SR. mile,• B ic id �EJO XNTURY.�.,. EXHIBIT "B" INSURANCE REQUIREMENTS The Moorpark Kiwanis Club 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 Moorpark and its officers, employees, servants and agents, and Ventura County Transportation Commission ( "VCTC ") and its officers, employees, servants and agents, with a certificate of insurance verifying that the City of Moorpark and VCTC have been added to the policy as an additional named insured 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 VCTC in the event the insurance is to be canceled. Description of Coverage General Liability each occurrence and general aggregate Products and Completed Operations Personal Injury Aggregate Level of Coverage $1,000,000 $1,000,000 $1,000,000 Moorpark Kiwanis Club II •� EXHIBIT "C" INDEMNIFICATION AGREEMENT The Moorpark Kiwanis Club hereby agrees to indemnify, defend and hold harmless the City of Moorpark and its officers, employees, servants and agents, and Ventura County Transportation Commission ( "VCTC ") 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 the Moorpark Kiwanis Club or any of its officers, employees, servants, agents, or participants in the proposed special event scheduled for Sunday, October 23, 1994. Moorpark Kiwanis Club 00290