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HomeMy WebLinkAboutE-13 Staff Report - Special Event Permit for Golden DaysCONSENT ITEM E-13 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: MATT MARQUEZ, ECONOMIC AND COMMUNITY DEVELOPMENT DIRECTOR DATE: SEPTEMBER 16, 2019 SUBJECT: SPECIAL EVENT PERMIT FOR THE 2019 AZUSA GOLDEN DAYS EVENTS (2K/5K WALK/BIKE/RUN, AZUSA GOLDEN DAYS CARNIVAL, AZUSA GOLDEN DAYS PARADE) TAKING PLACE FROM OCTOBER 5 – 13, 2019 BACKGROUND: The Azusa Golden Days celebration began in 1949, commemorating the original 49’ers, with cities and counties across the state of California recognizing the Gold Rush of 1849. Through the years, the annual Azusa Golden Days celebration has become a signature event for the city and grew from a one-day event to a week-long series of events. Azusa Golden Days incorporated as a California nonprofit in 1958. After a 7 year hiatus from 1962-1969, Azusa Golden Days (nonprofit) and the City of Azusa established a Memorandum of Understanding (MOU) in 1969 to solidify the partnership. The first MOU between Azusa Golden Days and the City of Azusa was signed on June 1, 1969. The latest and most recent MOU was signed on September 6, 2005, which remains in effect until a revision is made. The 2019 celebration is scheduled from October 5- 13, 2019. RECOMMENDATION: It is recommended that the City Council take the following actions: 1)Approve Resolution No. 2019-C32 for Special Event Permit No. SE-2019-01 for the 2019 Azusa Golden Days Celebration to take place on October 5 – 13, 2019. ANALYSIS: The 71st annual celebration will feature the following events: APPROVED CITY COUNCIL 9/16/19 2019 Golden Days Special Event Permit September 16, 2019 Page 2 of 3 Date Event Time Location Saturday, October 5 Golden Days Boutique 8:00 a.m. – 2:30 p.m. Azusa Women’s Club – 1003 N. Azusa Ave. Saturday, October 5 Golden Days Kickoff 5:00 p.m. – 9:00 p.m. Azusa Women’s Club – 1003 N. Azusa Ave. Sunday, October 6 2K/5K Walk/Bike/Run 7:30 a.m. APU-Felix Event Center – 701 E. Foothill Blvd. Tuesday, October 8 Taste of the Town 5:00 p.m. – 8:30 p.m. Lagunitas Brewery Company – 1001 N. Todd Ave. Wednesday, October 9 Golden Days Designer Bag Silent Auction & Dinner 6:00 p.m. – 10:00 p.m. Azusa Women’s Club – 1003 N. Azusa Ave. Thursday, October 10 Bingo Night 7:00 p.m. – 10:00 p.m. Memorial Park North Recreation Center – 340 N. Orange Pl. Friday, October 11 – Sunday, October 13 Azusa Golden Days Carnival Friday: 5:00 p.m. – 10:00 p.m. Saturday: 12:00 p.m. – 11: p.m. Sunday: 2:00 p.m. – 10:00 p.m. Memorial Park – 320 N. Orange Pl. Saturday, October 12 Pancake Breakfast 6:30 a.m. – 10:30 a.m. Memorial Park North Recreation Center – 340 N. Orange Pl. Saturday, October 12 Azusa Golden Days Parade 10:00 a.m. Along San Gabriel Ave. and Foothill Blvd. Per Azusa Municipal Code Section 88.51.030 and Article V, a Special Event Permit is required for the three main events which occur on public right-of-way and due to the overall size and capacity of the event. The Special Event Permit is approved by City Council and is only for the following events: 2K/5K Walk/Bike/Run Azusa Golden Days Carnival Azusa Golden Days Parade The Special Event Permit has special Conditions of Approval as they relate to the set up, operation, and tear down of all three events; 2K/5K/Bike/Run, Carnival and Parade. All three events happen on public right of way or parks. Therefore, they require special conditions to create a safe and enjoyable community event. The following events will be approved under the respective facilities in which each event is being held at: 2019 Golden Days Special Event Permit September 16, 2019 Page 3 of 3 Golden Days Boutique Golden Day Kickoff Taste of the Town Golden Days Designer Bag Silent Auction & Dinner Bingo Night Pancake Breakfast FISCAL IMPACT All of the fiscal impacts of the events are being waived per the stipulations as mentioned with the MOU with Golden Days and City of Azusa. Prepared by: Prepared and Reviewed by: Manuel Muñoz Matt Marquez Planning Manager Economic and Community Development Director Fiscal Reviewed by: Reviewed and Approved by: Talika M. Johnson Sergio Gonzalez Director of Administrative Services City Manager Attachments: Attachment 1 – Conditions of Approval Attachment 2 – Resolution No. 2019-C32 for Special Event Permit No. SE-2019-01 Attachment 3 – Event Description Flier Attachment 4 – 5K Run/Walk Map Attachment 5 – 2K Run/Walk Map Attachment 6 – Bike Route Map Attachment 7 – Parade Route Map Attachment 8 – Carnival Layout Exhibit "A" Conditions of Approval – September 16, 2019 Case No: SE-2019-01 Address: City-Wide Project: Special Event Permit request to allow the 71st Annual Azusa Golden Days series of events taking place on Saturday, October 5, 2019 through Sunday, October 13, 2019. Some of the events include a marathon, parade, carnival, food vendors, live entertainment to take place along the public right-of-way and City parks. 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 dates of October 5, 2019 – October 13, 2019 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.The Special Event Permit is for the 2019 Azusa Golden Days Events which include 2K/5K Walk/Bike/Run, Golden Days Carnival, and Azusa Golden Days Parade. 3.All applicable Police Department, Fire Department and Public Works requirements shall be met at all times. 4.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. The policy should include the following events: (a)2019 Golden Days 2K/5K Walk/Bike/Run (b)2019 Golden Days Carnival (c)2019 Azuza Golden Days Parade 5.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. Attachment 1 SE-2019-01 – 2019 Golden Days Special Event September 16. 2019 Page 2 of 3 6. The applicant shall provide an emergency communications system sufficient to meet the emergency requirements of the police and fire departments. 7. After a hearing sufficient to allow the applicant to explain their 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. 8. 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. 9. 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. 10. 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. 11. All City Departments shall track all expense/time and provide information to Finance Division. 12. The Golden Days operations shall adhere to all stipulations as required by the Golden Days MOU. B. All requirements of the Building Division shall be met, including but not limited to the following: 1. The Parade and Marathon Route shall provide adequate and handicap portable bathrooms. 2. All proposed generators are required to obtain a Building Permit from the Building Division. 3. Any and all temporary stages are required to obtain a Building Permit from the Building Division. C. 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. SE-2019-01 – 2019 Golden Days Special Event September 16. 2019 Page 3 of 3 2.Any and all directional signs shall not be painted on the street or curb unless authorized by the City of Azusa Public Works Department. Directional signs shall be temporary and movable. 3.The event organizer shall submit a Traffic Control Management Plan for the Parade and Marathon Route. 4.All Public-Right-of-Way (Sidewalks) shall not be blocked and maintain Americans with Disability Act Access at all times. D.All requirements of the Fire Department shall be met, including but not limited to the following: 1.The event organizer shall obtain approval and permits from Los Angeles County Fire to include but not limited permits granted by California/OSHA for all the carnival rides. 2.The event organizer shall obtain approval and permits from Los Angeles County Fire as required per Fire Code. 3.The parade route and marathon route shall maintain all fire access clearance as required by the Los Angeles County Fire Department. 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. 2019-C32 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA, APPROVING SPECIAL EVENT PERMIT NO. SE-2019-01 TO ALLOW THE 71ST ANNUAL AZUSA GOLDEN DAYS SERIES OF EVENTS TAKING PLACE ON SATURDAY, OCTOBER 5, 2019 THROUGH SUNDAY, OCTOBER 13, 2019. SOME OF THE EVENTS INCLUDE A MARATHON, PARADE, CARNIVAL, FOOD VENDORS, LIVE ENTERTAINMENT TO TAKE PLACE ALONG THE PUBLIC RIGHT-OF-WAY AND CITY PARKS AND FINDING THE PROJECT EXEMPT FROM CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT) WHEREAS, the City of Azusa (“City”) is collaborating with Azusa Golden Days (“Promoter”) (together, “Applicant”) to conduct the 71st Annual Azusa Golden Days celebration (“Event”) from Saturday, October 5, 2019 through Sunday, October 13, 2019; and WHEREAS, the Azusa Golden Days celebration consists of a week-long series of events that include a marathon, parade, carnival, food vendors, live entertainment to take place along the public right-of-way and City parks constitutes the “proposed project;” and WHEREAS, the event organizers will ensure compliance with all applicable state and federal laws; 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 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 proposed project; 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. Recitals. The recitals set forth above are true and correct and are incorporated into this Resolution by this reference. SECTION 2. CEQA Compliance. Based on the entirety of the administrative record before it, including the Staff Report, the City Council hereby finds and determines that the proposed project is exempt from environmental review under the California Environmental Quality Act (Pub. Resources Code, §§ 21000 et seq.) (“CEQA”) and the State CEQA Guidelines (Cal. Code Regs, tit. 14, §§ 15000 et seq.). Specifically, the project is categorically exempt from Attachment 2 Resolution No. 2019-C32 for SE-2019-01 September 16, 2019 Page 2 of 3 CEQA under Guidelines Section 15304 (Class 4 Minor Alterations to Land) because the proposed project involves temporary use of land having negligible or no permanent effects on the environment. SECTION 3. Approval. Based on the aforementioned, the applicant is hereby granted approval of Special Event Permit No. SE-2019-01 for the Azusa Golden Days event, subject to the Conditions of Approval. SECTION 4. Effective Date. This Resolution shall take effect immediately upon adoption. SECTION 5. Severability. If any provision of this Resolution or the application of any such provision to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications of this Resolution that can be given effect without the invalid provision or application, and to this end the provisions of this Resolution are severable. The City Council would have adopted this Resolution irrespective of the invalidity of any particular portion of this Resolution. SECTION 6. Certification. The Secretary shall certify to the adoption of this resolution. SECTION 7: Notice of Exemption. Staff is hereby authorized and directed to file a Notice of Exemption with the Los Angeles County Clerk within five (5) working days following the adoption of this Resolution. ____________________________ Joseph R. Rocha Mayor ATTEST: Jeffrey Lawrence Cornejo, Jr. City Clerk APPROVED AS TO FORM: Marco Martinez City Attorney Best Best & Krieger LLP Resolution No. 2019-C32 for SE-2019-01 September 16, 2019 Page 3 of 3 I HEREBY CERTIFY that the foregoing Resolution No. 2019-C32 was duly adopted by the City Council of the City of Azusa at a regular meeting thereof on the 16th day of September, 2019: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBERS: COUNCILMEMBERS: COUNCILMEMBERS: COUNCILMEMBERS: Jeffrey Lawrence Cornejo, Jr. City Clerk Attachment 3 A Z U S A A Z U S A Foothill Blvd Palm Dr.The PromenadeRosedale Ave.9th St.Azusa Veterans Wy.EEEE Start / FinishEEEE E ´ 1 inch = 200 feet Path: C:\ArcGIS_Misc Projects 5\Adrian M\Golden Days 5K Run Walk.mxd Date: 3/17/2016 J.Prado Azusa Golden Days Geographic Information Systems 5K Run / Walk Route §¨¦210 Attachment 4 A Z U S A A Z U S A Foothill Blvd Palm Dr.The PromenadeRosedale Ave.9th St.Azusa Veterans Wy.Start / Finish Esri, HERE, MapmyIndia, © OpenStreetMap contributors, and the GIS user community ´ 1 inch = 100 feet Path: C:\ArcGIS_Misc Projects 5\Adrian M\Golden Days 2K Run Walk Updated.mxd Date: 9/25/2017 J.Prado Azusa Golden Days Geographic Information Systems 2K Run / Walk Route §¨¦210 E EEEEEE EE Attachment 5 S-Start F-Finish = Dignitary Show Mobile, = Announcer, = Rest Room, = Elks Pancake Breakfast, = Boom Truck Attachment 7 1 5 8 7 6 2 9 12 13 14 Playground Stage Gymnasium Skate Park Carnival Midway Restrooms Entrance to Rides 3rd St. Emergency Path Emergency Path 3 4 Sinks and Refrigerators 11 10 Information, Games & Craft Booths Double Booth No Front 15 16 17 A TENT Entertainment Seating Area C B Attachment 8