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Home My WebLink AboutE-13 Staff Report Bike EventCONSENT ITEM E-13 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL AND SUCCESSOR AGENCY TO THE CITY OF AZUSA REDEVELOPMENT AGENCY VIA: TROY L. BUTZLAFF, ICMA-CM, CITY MANAGER FROM: KURT CHRISTIANSEN, FAICP, DIRECTOR OF ECONOMIC AND COMMUNITY DEVELOPMENT DATE: MARCH 6, 2017 SUBJECT: CONSIDERATION OF A RESOLUTION APPROVING A SPECIAL EVENT PERMITFOR A BIKE EVENT THROUGH THE CITY OF AZUSA SUMMARY: The National Multiple Sclerosis Society is collaborating with the Rose Bowl to conduct a bike event to promote awareness on Multiple Sclerosis. The bike event, which is being called the Bike Multiple Sclerosis Coastal Challenge, will be conducted on March 25, 2017 and participants will be traveling from Pasadena to Claremont. Riders will be obeying the rules of the road and no traffic control officers will be needed. The proposed action approves approving resolution issuing a special event permit for the Bike Multiple Sclerosis Coastal Challenge. RECOMMENDATION: Staff recommends that the City Council approve the following action: 1) Approve Resolution No. 2017-C19, approving a special event permit for the Bike Multiple Sclerosis Coastal Challenge. BACKGROUND: The applicant, Promoter Line and the National Multiple Sclerosis Society, is proposing to conduct a bike event through the City, beginning in Pasadena (Rose Bowl), outside the jurisdiction of the City; proceeding east to Claremont and finishing in Pasadena. The race will pass through the City’s boundaries West on Gladstone Street, South on Cerritos Avenue, West on Arrow Highway, Sierra Madre going east and north on Highway 39. The event is proposed for Saturday, March 25, 2017. The applicant is requesting a special event permit and signs to be placed on the parkways. APPROVED COUNCIL MEETING 3/6/2017 2017 Bike MS Coastal Challenge March 6, 2017 Page 2 of 2 On the morning of the race, the cyclist, estimated at 1,000, will assemble at the Rose Bowl, located in the City of Pasadena, beginning at 6:00 a.m. The race will commence at 8:30 a.m. and will conclude by 6:00 p.m. in the afternoon at the Rose Bowl. No Traffic control officers will be needed for the event. The cyclist will obey the rules of the road. Directional signs will be placed on the parkway to direct the cyclist when to turn. City’s Police and the Public Works Departments have provided Conditions of Approval for the proposed project and are in support of the event. FISCAL IMPACT: The applicant has agreed to reimburse the City for any required personnel and administrative costs, as shown on Attachment 1. The applicant will also be required to provide an insurance policy to insure the applicant against all liability incurred by them to the City or to any person, which liability arises pursuant to the agreement required by the City or arising from the conduct of the outdoor event. In addition, the applicant will also be responsible to reimburse all owners and occupants of property along the race route for all damages of any kind to such owners or occupants or to their property caused by the applicant or by any person participating in the event, which damage would not have occurred had the outdoor event not been held, and have a policy of insurance against such risks. Prepared by: Reviewed and Approved: Edson Ibañez Kurt Christiansen, FAICP Assistant Planner Economic & Community Development Director Reviewed and Approved: Reviewed and Approved: Louie F. Lacasella Troy L. Butzlaff, ICMA-CM Management Analyst City Manager Attachments: 1) Conditions of Approval 2) Resolution No. 2017-C19 3) Project Description 4) Overview of the Route through Azusa Conditions of Approval Case No: Special Event-2017-01 Address: Sierra Madre, Azusa Ave, and HWY 39 Project: Special Event Request to allow a Bike MS Rider Challenge on March 25, 2017 with approximately 800 riders. Riders begin at 8:30 a.m. at the Rose Bowl and end by 6:00 p.m. at the Rose Bowl. These conditions of approval shall be printed on or attached to working drawings submitted to the Building Division for approval. A. All requirements of the Planning Division shall be met, including but not limited to the following: 1. The permit to allow an outdoor event shall be exercised only for the March 25, 2017 event date or said permit shall expire and be subject to revocation, unless an extension of time is approved in compliance with Section 88.52.040 of the Development Code. The permit shall not be deemed “exercised” until the applicant has commenced preparation or operation of the use, for projects not requiring building permits. 2. All applicable Police Department, Fire Department and Public Works requirements shall be met at all times. 3. The applicant is required to provide an insurance policy to insure the applicant against all liability incurred by them to the city or to any person, which liability arises pursuant to the agreement required by the City or arising from the conduct of the outdoor event. The policy of insurance required shall provide coverage of the kind and in an amount which the city council in its sole discretion determines is sufficient to protect the city, the applicant, the owners and the potential claimants against the risks which may be created by the outdoor event. The city shall be an additional insured on all such policies, and all such policies shall provide that the city shall receive at least 72 hours' notice prior to any cancellation, revocation, termination or expiration of the policy. 4. The applicant shall reimburse all owners and occupants of property along the race route for all damages of any kind to such owners or occupants or to their property caused by the applicant or by any person participating in the event, which damage would not have occurred had the outdoor event not been held, and a policy of insurance against such risks. 5. The applicant shall provide an emergency communications system sufficient to meet the emergency requirements of the police and fire departments. 6. After a hearing sufficient to allow the applicant to explain his conduct, the council may revoke, suspend or modify a permit for an outdoor festival where the applicant has violated this article or conditions of the permit. 7. If it becomes necessary for the City to take any legal action or commence any administrative proceedings against the applicant or any successor in interest in order to enforce any of the conditions of approval set forth herein, the City shall recover from the applicant or successor in interest reasonable attorneys’ fees and other reasonable costs incurred in such action or proceeding, provided that the City obtains a judgment in its favor in any portion of such action or proceeding. 8. The applicant or successor in interest shall be the real party in interest and shall assume primary responsibility for the defense of any legal action or proceeding commenced against the City to challenge the City's approval of Land Use Entitlements and/or the City's approval related to such land use approval. The applicant or successor in interest shall reimburse the City for all reasonable attorneys’ fees and other reasonable costs incurred by the City in defending such action or proceeding. 9. By accepting approval of the Land Use Entitlements subject to the conditions set forth herein, the applicant or successor in interest shall be deemed to have agreed to the terms and conditions set forth herein and the City shall have the right to enforce in its sole discretion such terms and conditions by pursuing any and all available legal and equitable remedies. B. All requirements of the Engineering Division shall be met, including but not limited to the following: 1. Trash along the route shall be picked up after the last rider has cleared the area. C. All requirements of the Fire Division shall be met, including but not limited to the following: 1. I have reviews the attached plans and have no comments or conditions. D. All requirements of the Code Enforcement Division shall be met, including but not limited to the following: 1. None E. All requirements of the Police Division shall be met, including but not limited to the following: 1. The event organizer shall provide a list of contact numbers for all responsible parties that are involved with the marathon on race day (outside agency contacts, contract security supervisor, contract emergency vehicles and other involved parties). 2. The event organizer shall supply adequate proof of insurance to meet City requirements and an indemnification for the City, and the Police Department. 3. The applicant shall adhere to the approved site plans and Conditions of Approval and shall reimburse the City of Azusa Police Department for any costs incurred in the preparation and implementation of the event RESOLUTION NO. 2017-C19 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA, APPROVING THE BIKE MS: COSTAL CHALLENGE ON MARCH 25, 2017 WHEREAS, the National Multiple Sclerosis Society (“NMSS”) is collaborating with Promoter Line, Inc. (“Promoter”) (together, “Applicant”) to conduct a charity bike ride, the Bike MS: Costal Challenge, on March 25, 2017 from Pasadena to Claremont to raise funds to assist those living with Multiple Sclerosis; and WHEREAS, an estimated 1,000 bikers will participate in the Bike MS: Costal Challenge and will pass through the City of Azusa’s boundaries on Sierra Madre going east and north on Highway 39; and WHEREAS, bikers will be obeying the rules of the road and no traffic control officers will be needed but signs will be placed on the parkways; and WHEREAS, the City’s Police Department and the Public Works Department are in support of the event and have provided Conditions of Approval for the proposed project and the Applicant has agreed to provide reimbursement for any required personnel and administrative costs; and WHEREAS, the Applicant will provide an insurance policy to insure the Applicant against all liability incurred by them to the City or to any person, which liability arises pursuant to the agreement required by the City or arising from the conduct of the outdoor event; and WHEREAS, the Applicant will reimburse all owners and occupants of property along the race route for all damages of any kind to such owners or occupants or to their property caused by the Applicant or by any person participating in the event, which damage would not have occurred had the outdoor event not been held, and have a policy of insurance against such risks; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Azusa does hereby finds, determines and declares as follows: SECTION 1. The Applicant is hereby granted approval to conduct the Bike MS: Costal Challenge on March 25, 2017, subject to the Conditions of Approval. SECTION 2. Effective Date. This Resolution shall take effect immediately upon adoption. PASSED, APPROVED and ADOPTED this 6 th day of March, 2017. ___________________________________ Joseph Romero Rocha Mayor ATTEST: ___________________________________ Jeffrey Lawrence Cornejo, Jr. City Clerk EXHIBIT A CONDITIONS OF APPROVAL [ATTACHED BEHIND THIS PAGE] STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF AZUSA ) I HEREBY CERTIFY that the foregoing Resolution No. _______ was duly adopted by the City Council of the City of Azusa at a regular (or special) meeting thereof, held on the ____ day of March, 2017, by the following vote of Council: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ___________________________________ Jeffrey Lawrence Cornejo, Jr., City Clerk APPROVED AS TO FORM: ___________________________________ Best Best & Krieger, LLP City Attorney 1 Overview of the Route through Azusa The maps below include an overview of the route, turn by turns, and location of directional signs affecting the city of Azusa. The highlighted black dot signifies the location of a directional sign. The directional signs will be placed on Friday afternoon and taken down immediately after the last rider rides through the area on Saturday. For more information about the route you may visit RideGPS link: https://ridewithgps.com/events/16861-2017-bike-ms-coastal- challenge#routes/15874338/preview 2 3 4 5 6 7 8