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E-13 Staff Report - Special Event - OneLegacy Donate4Life 5k RunWalk 5.16.2022
CONSENT ITEM E-13 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: MATT MARQUEZ, DIRECTOR OF ECONOMIC & COMMUNITY DEVELOPMENT DATE: MAY 16, 2022 SUBJECT: CONSIDERATION OF A SPECIAL EVENT PERMIT APPLICATION BY SPECTRUM SPORTS ON BEHALF OF ONELEGACY TO CONDUCT THE DONATE4LIFE 5K RUN WALK 2022 ON FOOTHILL BOULEVARD AND CITRUS AVENUE BACKGROUND: Spectrum Sports Management, Inc., on behalf of OneLegacy, has applied for a Special Event Permit to hold the Donate4Life 5K Run Walk on Saturday, June 4, 2022. OneLegacy is a federally designated and regulated not-for-profit Organ Procurement Organization dedicated to saving lives through organ and tissue donation in the seven-county greater Los Angeles area. OneLegacy is the largest organ and tissue recovery organization nationwide and 1 of 32 that operate Transplant Recovery Centers (“TRC”) in Organ Procurement Organization-owned buildings. OneLegacy has decided to relocate its national headquarters from Downtown Los Angeles to the City of Azusa. The Donate4Life 5K Run Walk will mark the 20th anniversary of OneLegacy. They are looking at the possibility of permanently relocating this annual event to the City of Azusa. The event will attract approximately 2,500 people to the City. RECOMMENDATIONS: Staff recommends the City Council take the following action: 1)Authorize the City Manager to execute the Special Event Permit Agreement for OneLegacy’s Donate4Life 5K Run Walk, operated by Spectrum Sports, in a form acceptable to the City Attorney, on behalf of the City; and 2)Authorize the City Manager to execute the Reimbursement Agreement for OneLegacy’s Donate4Life 5K Run Walk, operated by Spectrum Sports, in a form acceptable to the City Attorney, on behalf of the City. APPROVED CITY COUNCIL 5/16/2022 OneLegacy Donate4Lyfe Special Event Permit May 16, 2022 Page 2 ANALYSIS: This event will mark the 20th anniversary for OneLegacy and be the 1st Donate4Life 5K Run Walk in the City of Azusa. The event will take place on Saturday, June 4, 2022 at Azusa Pacific University and Foothill Boulevard and Citrus Avenue. The event timeline is shown below: Set Up: 7:00 AM Walk Time: 9:00 AM – 11:00 AM (After 11:00 AM all walkers will be moved to the sidewalks and obey all traffic laws and return to the venue) Clean Up: 11:30 AM The event route is shown below and will have participants move about, through and around Azusa Pacific University West Campus, Foothill Boulevard, Citrus Avenue and Azusa Pacific University East Campus. The applicant is seeking approval of a Special Event Permit, that has Draft Conditions of Approval. The Police Department, Public Works Department, Planning Division and the Los Angeles County Fire Department have submitted draft Conditions of Approval. The final plans and Conditions of Approval will need to be reviewed by these departments prior to the final event route and operation approval. In the event there are changes in the proposed route or operations, the applicant is requesting that they be allowed to revise the site plan and operation plans accordingly with the approval of involved City departments without returning to the City Council. OneLegacy Donate4Lyfe Special Event Permit May 16, 2022 Page 3 The applicant has provided Traffic Control Plan and Medical Plan. City Staff has prepared the attached Special Event Permit Agreement and Reimbursement Letter. FISCAL IMPACT: The applicant will deposit $5,000 into a trust account with the City prior to the event dates. The applicant has agreed to reimburse the City for any required personnel and administrative costs, as required by the Conditions of Approval and Reimbursement Letter. In addition, the applicant will 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. Finally, the applicant will 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 by: Manuel Muñoz Matt Marquez Planning Manager Director of Economic & Community Development Fiscal Review by: Reviewed and Approved: Talika M. Johnson Sergio Gonzalez Director of Administrative Services City Manager Attachments: 1) Special Event Permit Agreement 2) Exhibit A - Conditions of Approval 3) Exhibit B – Traffic Control Plan and Medical Safety Plan 4) Reimbursement Letter Special Event Permit Agreement – OneLegacy’s Donate4Life 5K Run Walk – June 4, 2022 City Council Meeting – May 16, 2022 Page 1 of 8 CITY OF AZUSA AND ONELEGACY SPECIAL EVENT PERMIT AGREEMENT THIS SPECIAL EVENT PERMIT AGREEMENT (“Agreement”) is made this 16th day of May, 2022 by and between the CITY OF AZUSA, a municipal corporation of the State of California, (hereinafter, “City”), and OneLegacy, a Non-Profit 501.C.3 (hereinafter, “Permittee”). City and Permittee are sometimes individually referred to herein as a “Party,” and collectively referred to herein as the “Parties”. RECITALS WHEREAS, Permittee is a federally designated and regulated not-for-profit Organ Procurement Organization dedicated to saving lives through organ and tissue donation in the seven-county greater Los Angeles area and has hired Spectrum Sports Management, Inc., a professional race event organizer, promoter, and operator that is experienced in conducting such activities; and WHEREAS, On or about May 16, 2022, the City Council approved an application by Permittee to conduct a run walk marathon footrace through the City via Foothill Boulevard and Citrus Avenue between both Azusa Pacific University campuses, and WHEREAS, City desires, under the conditions set forth herein, to permit Permittee to organize, promote, and operate OneLegacy’s Donate4Life 5K Run Walk (hereinafter, “Athletic Events”) in the City. NOW, THEREFORE, THE PARTIES MUTUALLY AGREE: SECTION I PERMIT 1.Permitted Activities. City grants to Permittee Special Event Permits to conduct the Athletic Events, which are subject to Permittee’s satisfaction of all the conditions imposed by the City (“Conditions”), as described in Exhibit “A”, and the “Traffic Control Plan and Medical Safety Plan” as described in Exhibit “B”. Exhibits “A” and “B” are attached hereto and incorporated herein by reference. Permittee shall use its best efforts to satisfy such conditions and plans to enable it to organize, promote, and operate the Athletic Events. 2.Application of Agreement. The terms of this Agreement shall be limited to the following scheduled Athletic Event on Saturday, June 4, 2022: Attachment 1 Special Event Permit Agreement – OneLegacy’s Donate4Life 5K Run Walk – June 4, 2022 City Council Meeting – May 16, 2022 Page 2 of 8 Set Up: 7:00 AM Walk Time: 9:00 AM – 11:00 AM Clean Up Starts: 11:00 AM Clean Up Ends: 11:30 AM Street Re-Opens: 11:30 AM After 11:00 AM all walkers will be moved to the sidewalks and obey all traffic laws and return to the venue SECTION II PERMITTEE’S OBLIGATIONS 1. Costs Related to the Athletic Events. Permittee shall be liable for all costs incurred by the City related to the Athletic Events, including, without limitation, police service, public works, parks and recreation, risk management and other services rendered by the City as deemed necessary and in the interest of public safety and in the best interests of the City as determined in the sole discretion of the City (“Event Costs”). The Event Costs for the Athletic Events shall be paid and deposited in full by the Permittee with the City Finance Department in cash, or other immediately available funds at least three (3) business days in advance of the day of the Athletic Events. In the event the actual Event Costs for the Athletic Events exceeds the sum deposited and paid by Permittee for the Athletic Events, the Permittee shall, within twenty four (24) hours following receipt of written notification from the City, deliver to the City Finance Department in cash or other immediately available funds such additional amounts as requested by the City, in its sole discretion, to compensate the City in full for the total actual Event Costs for the Athletic Events. In determining the Event Costs for the Athletic Events, the City shall consider information submitted by Permittee with respect to the Event Costs. Notwithstanding, the final determination with respect to the Event Costs shall be made by the City and such determination shall be final and binding on Permittee. 2. Non-Participation by City. The parties acknowledge and agree that the City is neither a participant in or a sponsor of any of the Athletic Events and that the Athletic Events are being conducted exclusively by Permittee. It is the intent and desire of the City to ensure that all individuals and entities, including, without limitation, the sponsors of the Athletic Events, each and every participant in the Athletic Events, all employees, contractors and agents of Permittee and the general public are clearly informed that the City is neither a participant in or a sponsor of the Athletic Events. Accordingly, Permittee represents, warrants and covenants that all publications relative to the Athletic Events, whether verbal or in writing, as well as all literature and documents relative to the Athletic Events, including, without limitation, advertising materials, license agreements, applications for participants as well as all subcontracts, shall contain clear and unambiguous language indicating the City is neither a participant in or a sponsor of the Athletic Events. Such notification shall be in all languages as are reasonably Special Event Permit Agreement – OneLegacy’s Donate4Life 5K Run Walk – June 4, 2022 City Council Meeting – May 16, 2022 Page 3 of 8 necessary to notify all sponsors and participants. Further, the City shall have the right to review and approve, in its sole discretion, all publications pertaining to the Athletic Events, including, without limitation, advertising materials, license agreements, applications for participants as well as all subcontracts. 3. Indemnification. To the fullest extent permitted by law, Permittee shall defend, indemnify and hold the City, its directors, officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions, or willful misconduct of Permittee, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of this Agreement, including without limitation the payment of all consequential damages, expert witness fees and attorneys’ fees and other related costs and expenses. To the fullest extent permitted by law, Permittee shall defend, with counsel of City’s choosing and at Permittee’s own cost, expense and risk, any and all claims, suits, actions or other proceedings of every kind covered by this Section that may be brought or instituted against City or its directors, officials, officers, employees, volunteers and agents. Permittee shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors, officials, officers, employees, volunteers and agents as part of any such claim, suit, action or other proceeding. Permittee shall also reimburse City for the cost of any settlement paid by City or its directors, officials, officers, employees, agents or volunteers as part of any such claim, suit, action or other proceeding. Such reimbursement shall include payment for City’s attorney’s fees and costs, including expert witness fees. Permittee shall reimburse City and its directors, officials, officers, employees, agents, and/or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Permittee’s obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials officers, employees, agents, or volunteers. 4. Insurance. Without limiting Permittee’s indemnification of City, Permittee shall obtain and provide and maintain at its own expense to insure and cover the activities relative to the Athletic Events, policies of liability insurance of the type and amounts described below and satisfactory to the City Attorney. Such policies shall be signed by a person authorized by that insurer to bind coverage on its behalf and shall be filed concurrently with the Parties’ execution of this Agreement. Said policies shall add as insureds the City, its elected officials, officers, employees, volunteers and agents for all liability arising from Permittee’s services as described herein. Special Event Permit Agreement – OneLegacy’s Donate4Life 5K Run Walk – June 4, 2022 City Council Meeting – May 16, 2022 Page 4 of 8 A. Permittee shall provide to City, certificates of insurance with original endorsements, and copies of policies, with the following insurance, with A.M. Best’s rating of no less than A:VII and authorized to transact business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law: (1) Commercial General Liability: Commercial General Liability Insurance which affords coverage at least as broad as Insurance Services Office “occurrence” form CG 0001, or the exact equivalent, and shall be no less than $2,000,000 per occurrence and no less than $5,000,000 in the general aggregate, providing that OneLegacy’s Donate4Life 5K Run Walk shall each obtain its own policy and shall not be included as part of a larger umbrella policy. Defense costs shall be paid in addition to the limits. The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) restrict coverage to “sole” liability of Permittee; or (4) contain any other exclusion contrary to the Agreement. (2) Automobile Liability Insurance: Automobile Liability Insurance with coverage at least as broad as Insurance Services Office Form CA 0001 covering “Any Auto” (Symbol 1), or the exact equivalent, covering bodily injury and property damage for all activities shall be in an amount of not less than $1,000,000 combined limit for each occurrence. (3) Workers’ Compensation: Workers’ Compensation Insurance, as required by the State of California and Employer’s Liability will not be required because Brooksee does not have employees in California. However, proof of Workers Compensation Insurance covering the Nevada employee will be required.. B. All required policies shall be endorsed to provide the following: (1) Policies shall not be suspended, voided, canceled by either party, or reduced in coverage or in limits except after Seventy-Two (72) Hours’ prior notice has been given in writing to City. (2) Policies shall contain or be endorsed to waive subrogation against the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Permittee or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. (3) Policies shall be primary and any other insurance, deductible, or self-insurance maintained by the indemnified parties shall not contribute with this primary insurance. Special Event Permit Agreement – OneLegacy’s Donate4Life 5K Run Walk – June 4, 2022 City Council Meeting – May 16, 2022 Page 5 of 8 In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Permittee. City may cancel this Agreement in the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced. C. Permittee shall give to City prompt and timely notice of claim made or suit instituted arising out of Permittee’s activities hereunder. Permittee hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. Permittee shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection relative to the conduct of the Athletic Events. 6. Performance Bond. Without limiting Permittee’s indemnification of City, Permittee shall obtain and provide and post with the City finance department, a performance bond in the sum of $20,000 for the Athletic Event to indemnify the City for the cost of responding to a breach of the obligations, requirements and conditions upon which the City may issue a permit to Permittee. Such bond shall be posted three (3) months prior to the event date. SECTION III REPRESENTATIONS, WARRANTIES AND COVENANTS 1. Representations, Warranties and Covenants. Permittee makes the following representations, warranties and covenants for the benefit of City and to induce the City to consider its application for a permit to conduct the Athletic Events, which representations, warranties and covenants shall survive the conduct of such events: A. The Athletic Events shall be conducted by Permittee and by individuals under its direct supervision. Permittee possesses the professional and technical personnel required to conduct the Athletic Events contemplated by this Agreement. B. Permittee shall designate Mike Bone, President of Spectrum Sports Management, Inc., or another Spectrum Sports Management, Inc. and/or OneLegacy designee, as its project manager and liaison with the City. C. The Athletic Events conducted by Permittee will conform to all applicable City, county, state, and federal law and requirements. D. All personnel engaged by Permittee in the conduct of the Athletic Events are fully qualified and are authorized or permitted under City, county, state and federal law to conduct such activities. Permittee has all licenses, permits, qualifications and approvals of any nature whatsoever that are legally required to conduct the Athletic Events (with the exception of Special Event Permit Agreement – OneLegacy’s Donate4Life 5K Run Walk – June 4, 2022 City Council Meeting – May 16, 2022 Page 6 of 8 the permits from the City). Permittee shall keep in effect all such licenses, permits, and other approvals during the term of this Agreement. E. All appropriate actions have been taken by Permittee to authorize its entry into this Agreement and the performance of its terms. All individuals executing this Agreement on behalf of Permittee are authorized to execute this Agreement and all appropriate actions relative to such authorization have been taken. SECTION IV GENERAL PROVISIONS 1. Prohibition Against Transfers. Permittee shall not assign, sublease, hypothecate, or transfer this Agreement, or any interest therein, directly or indirectly by operation of law without the prior written consent of the City. Any attempt to do so without said consent shall be null and void, and any assignee, sublessee, hypothecatee or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation, or transfer. 2. Termination. A. City may, by written notice to Permittee, terminate the whole, or any part, of this Agreement at any time and without cause by giving written notice to Permittee of such termination, and specifying the effective date thereof, at least thirty (30) days before the effective date of such termination. Permittee may not terminate this Agreement except for cause. B. In the event this Agreement is terminated, in whole or in part, as provided in paragraph A of this section, City may permit any other person or entity upon such terms, and in such manner as it may determine appropriate, to conduct the Athletic Events. 3. Notices. The persons and their address having authority to give and receive notices under this Agreement are as follows: City Permittee City of Azusa OneLegacy Matt Marquez E’Tiffany Jones Director of Economic & Community Development Production & Events Manager 213 E. Foothill Blvd. 221 S. Figueroa Street Azusa, CA 91702 Los Angeles, CA 90012 (626) 812-5200 213-819-2842 Any notices from either party to the other shall be given in writing to the attention of the persons listed above, or to other such addresses or addressees as may hereafter by designated in Special Event Permit Agreement – OneLegacy’s Donate4Life 5K Run Walk – June 4, 2022 City Council Meeting – May 16, 2022 Page 7 of 8 writing for notices by either party to the other. Notice shall be given by certified, express, or registered mail, return receipt requested, and shall be effective as of the date of receipt indicated on the return receipt card. 4. Attorneys’ Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and all other costs of such action. 5. Entire Agreement. This Agreement contains the entire agreement between City and Permittee with respect to the subject matter hereof and supersedes all prior negotiations, understandings, or agreements. This Agreement may only be modified by a writing signed by both parties. 6. Governing Law. This Agreement shall be construed and enforced in accordance with the laws of the State of California. Venue shall be in Los Angeles County. 7. City Liaison. The City shall make available to Permittee a liaison on the City staff that shall be available for the coordination of the Athletic Events with Permittee. 8. Recitals. The recitals constitute a material part of this Agreement and are hereby incorporated herein by reference as though fully set forth hereat. 9. Binding Effect. The terms of this Agreement shall be binding on the successors and assigns of each party to this Agreement. 10. Invalidity and Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court or competent jurisdiction, the remaining provisions shall continue in full force and effect. 11. Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a party shall give the other party any contractual rights by custom, estoppels, or otherwise. 12. Cooperation: Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement. 13. Counterparts. This Agreement may be signed in counterparts, each of which shall constitute on original. Special Event Permit Agreement – OneLegacy’s Donate4Life 5K Run Walk – June 4, 2022 City Council Meeting – May 16, 2022 Page 8 of 8 IN WITNESS WHEREOF, the Parties hereby execute this Agreement effective upon the day and year first above written. CITY OF AZUSA ONELEGACY By: By: Sergio Gonzalez E’Tiffany Jones City Manager OneLegacy Date: Date: ATTEST: APPROVED AS TO FORM: By: By:___________________________ Jeffrey Lawrence Cornejo Best Best & Krieger LLP City Clerk City Attorney Date: Date: Exhibit "A" Conditions of Approval Case No: Special Event Permit for Donate4Life 5K Run Walk 2022 Address: Foothill Boulevard and Citrus Avenue Project: Special Event Permit for OneLegacy’s the Donate4Life 5K Run Walk 2022 by OneLegacy operated by Spectrum Sports, Inc. A. All requirements of the Planning Division shall be met, including but not limited to the following: 1. The permit to allow a special event shall be exercised only for the November 2 & 3, 2018 and November 1 & 2, 2019 set-up and event dates 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 applicant shall deposit $5,000.00 into a reimbursement City trust account for any Planning Division, Building Division, Code Enforcement, Azusa Light & Water Department, Police Department or Public Works administrative fees. 3. The applicant shall implement the approved Traffic, Safety and Medical Plan as detailed in the attachment. 4. All applicable Police Department, Fire Department and Public Works requirements shall be met at all times. 5. All uses shall be in substantial conformance with the approved site plan and Conditions of Approval. 6. The applicant shall fully execute the Reimbursement Letter prior to the Special Event. 7. Applicant shall provide and maintain several litter receptacles along the event route and be responsible for keeping the receptacle and the area around it clean and free of excess trash or debris at all times. 8. Concrete trash cans or other removable enclosures that might be able to conceal explosive devices shall be removed by Azusa Public Works or applicant the day prior to the event. Trash cans should be replaced with cardboard or plastic trash cans. 9. 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. 10. The applicant shall provide an emergency communications system sufficient to meet the emergency requirements of the police and fire departments. 11. The applicant shall clear the event area of all litter, trash, debris, and event-related equipment and materials within 48 hours of the event’s completion. 12. 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 Special Event Permit for Donate4Life 5K Run Walk 2022 on June 4, 2022 City Council Meeting May 16, 2022 Page 2 of 3 has violated this article or conditions of the permit. 11. The applicant shall coordinate with City Staff to provide the Event Command Center, equipment parking and race participant bag pick-up areas at the center. 12. 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 attorney's fees and other reasonable costs incurred in such action or proceeding, provided that the City is the prevailing party in any portion of such action or proceeding. 13. 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. 14. 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. 15. Any changes to the conditions listed above must be approved by the City Council. B. All requirements of the Police Department shall be met, including but not limited to the following: 1. The following draft condition of approval shall be revised and modified, based on prepared and submitted traffic control plans for the proposed route and affected areas. 2. Handicap accessibility shall be considered and implemented. All applicable A.D.A. guidelines shall be adhered to. 3. The event organizer shall provide the Azusa Police Department with the names, address and phone numbers of (2) two on-site responsible persons for the event. 4. The event organizer shall provide a list of contact numbers for all responsible parties that are involved with the special event (outside agency contacts, contract security supervisor, contract emergency vehicles and other involved parties). 5. The event organizer shall supply adequate proof of insurance to meet City requirements and an indemnification for the City, and the Police Department. 6. The event organizer shall also contact City of Azusa Human Resources Department on event employee staffing requirements. 7. A list of names of employees and volunteers shall be provided to the police department. 8. If an outside event security company is used for this event, these security guards shall be from a bona fide, fully licensed and bonded security company. The applicant shall Special Event Permit for Donate4Life 5K Run Walk 2022 on June 4, 2022 City Council Meeting May 16, 2022 Page 3 of 3 provide proof of license and security company, prior to the event. 9. Due to concern regarding the limited amount of on-site parking, the applicant shall comply with all parking provisions and conditions set forth by the City’s Planning and Building Departments. 10. The event organizer will also follow all recommendations from the Traffic and T.L.O. Division of the Azusa Police Department. 11. Vendors and exhibitors will be required to obtain the requisite health, business license and fire permits. 12. Should there be any significant violent crimes or peace disturbances directly associated with the event, it is understood that the police department will have the right to immediately request the event be terminated. This decision would be made by the on-scene supervisor or watch commander. 13. 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 events, based on the following estimated personnel requirements. 14. The following estimated personnel requirements and costs may be modified or increased, prior to the event, at the discretion of the City of Azusa Police Department 15. Traffic control officers along the marathon route shall also act as TLO observers, monitoring the route for potential threats while maintaining a safe and secure event environment. This should be discussed during traffic control briefing. 16. Unless immediate action is necessary, any identified or reported suspicious activity will be reported to the Command Post for appropriate response. C. All requirements of the Fire Department shall be met, including but not limited to the following: 1. The applicant shall adhere to the approved site plans and Conditions of Approval and shall reimburse the City of Azusa and the Los Angeles County Fire Department for any costs incurred in the preparation and implementation of the event. 2. Before the event, the Applicant shall provide the Fire Department with all street closures and times to allow for alternate response routes for 911 responses throughout the area affected. D. All requirements of the Public Works Department shall be met, including but not limited to the following: 1. The applicant shall prepare and submit a traffic control plan for the proposed route and affected areas and obtain approval from the Director of Public Works. 2. The applicant shall soon after the event clean all trash and debris along the route. 3. The applicant shall adhere to the approved site plans and Conditions of Approval and shall reimburse the City of Azusa and the Department of Public Works for any costs incurred in the preparation and implementation of the event. © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS SPECIAL EVENT DONATE4LIFE 5K COURSE OVERVIEW MAP DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 SHEET 02 SHEET 03 SHEET 04 SHEET 05 SHEET 06 SHEET 06 SHEET 07 SHEET 08 SHEET 09 © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 Radio: Channels #1 Venue #2 Course #3 One Legacy #4 Medical Quick Calls CODE 1 Emergency (clear the channel of chatter) CODE 5 Lost Child (followed by your location) Terminology to use: Athlete injured – Athlete has fallen, tripped or having a bad day. They may or may not need medical attention but we want them to be check out by our staff and taken off the course or to first aid Athlete DOWN – A serious injury! The athlete has collapsed, fallen or is unconscious. In this instance, call for Event Director (Mike Bone) and/or Project Manager. Immediately move the conversation to sheriff and medical personnel HOLD Event – There is an obstacle in the course, course is not ready, or another reason that it is not safe to start the event (or a component of the event). This call should go to the Race Director. 1) Radios are to be used for logistics and operations communication. Please keep conversations short and to the point 2) When communicating on the radios, wait a brief moment before you begin to talk (one short breathe) and then begin communications by saying the name of the person you are calling, followed by your name 3) Talk normal, do not shout into the radio it makes it much harder to hear 4) DO NOT broadcast emergencies over the open radio channels: Serious Injuries Obstructions Equipment failure Hazards CRISIS COMMUNICATION: Keep conversations short and to the point. 1. See Something – Say Something. Should any staff see a potential hazard at the venue or on the course they should report this immediately to the Event Director and Project Manager to discuss or take to appropriate leadership. Staff shall address and rectify the potential hazard to the best of their ability. Should the hazard need further, professional, attention the proper authorities shall be notified by the Race Director and/or Project Manager. Stay a safe distance away from potential hazard but keep it in your sight Keep athlete and spectators away until the situation can be assessed and a decision made on how to fix the instance. 2. If we have an injury you asses to be serious – bike crash, Athlete Down or otherwise a ‘major incident’. Call Event Director or Project Manager immediately Stay with the person until help arrives and you are released After you call LA County Sheriff, call Mike or Spectrum Sports representative on cell phone to inform of the injury. Keep the injured party away from the general public as much as possible 3. Direct someone to divert participants and traffic away from the injured party. If no other staff member or volunteer is immediately available ask a bystander to help and tell them what you need and where to push traffic and athletes. 4. DO NOT talk to the public, other participants or ANYONE about the incident, what you did or did not see, or what you speculate happened. This includes volunteers or other participants 5. DO NOT speak to the media, refer all media or spectator inquiries to One Legacy designated representative 6. Event Delay, Cancellation or Act of God –Police, Fire and City Officials may determine that the event is not safe to conduct due to a variety of factors. Should this happen, the Event Director and One Legacy shall meet in the medical tent to discuss options and make a final decision on the direction of the day. Staff Injury: Should any staff or volunteer be injured or disabled, the above same process will be followed with the inclusion of our medical provider to assess the injury. If it is necessary to remove that staff or volunteer, medical will notify Mike to reassign the position and ensure that the event continues to move forward. MEDICAL RESPONSE: We will establish a Medical Tent outside of the facility (soccer field) but near an entrance. The medical tent will be designated by a red roof and flag. The tent will be staffed by 2 licensed EMT’s and have a standby ambulance. Medical personnel will be a radio for communication on the course and at the venue during all times. Should an injury occur at the venue that requires transportation, all efforts will be made to backfill that ambulance – inventory permitting. Should an injury occur on the course during the walk, that would require transportation to a hospital, staff will CALL 911 for city response and the ambulance shall stand by for transport, or to remain on-site should city departments transport. In Case of an Emergency – Handling of Sensitive Information 1. It is our first priority to care of the injured participant and seek immediate medical support. 2. Contact event director, Project Manager, E’Tiffany Jones or designated One Legacy representative. Spectrum Timing will pull their waiver and emergency contact information. 3. DO NOT speak with volunteers, by-standers, other participants, or supporter, etc. about the incident, outcome, or cause 4. DO NOT speak with media, refer them to a. E’Tiffany Jones as an official spokesperson for CAF Exhibit "A" Conditions of Approval Case No: Special Event Permit for Donate4Life 5K Run Walk 2022 Address: Foothill Boulevard and Citrus Avenue Project: Special Event Permit for OneLegacy’s the Donate4Life 5K Run Walk 2022 by OneLegacy operated by Spectrum Sports, Inc. A.All requirements of the Planning Division shall be met, including but not limited to the following: 1.The permit to allow a special event shall be exercised only for the November 2 & 3, 2018 and November 1 & 2, 2019 set-up and event dates 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 applicant shall deposit $5,000.00 into a reimbursement City trust account for any Planning Division, Building Division, Code Enforcement, Azusa Light & Water Department, Police Department or Public Works administrative fees. 3.The applicant shall implement the approved Traffic, Safety and Medical Plan as detailed in the attachment. 4.All applicable Police Department, Fire Department and Public Works requirements shall be met at all times. 5.All uses shall be in substantial conformance with the approved site plan and Conditions of Approval. 6.The applicant shall fully execute the Reimbursement Letter prior to the Special Event. 7.Applicant shall provide and maintain several litter receptacles along the event route and be responsible for keeping the receptacle and the area around it clean and free of excess trash or debris at all times. 8.Concrete trash cans or other removable enclosures that might be able to conceal explosive devices shall be removed by Azusa Public Works or applicant the day prior to the event. Trash cans should be replaced with cardboard or plastic trash cans. 9.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. 10.The applicant shall provide an emergency communications system sufficient to meet the emergency requirements of the police and fire departments. 11.The applicant shall clear the event area of all litter, trash, debris, and event-related equipment and materials within 48 hours of the event’s completion. 12.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 Attachment 2 Special Event Permit for Donate4Life 5K Run Walk 2022 on June 4, 2022 City Council Meeting May 16, 2022 Page 2 of 3 has violated this article or conditions of the permit. 11. The applicant shall coordinate with City Staff to provide the Event Command Center, equipment parking and race participant bag pick-up areas at the center. 12. 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 attorney's fees and other reasonable costs incurred in such action or proceeding, provided that the City is the prevailing party in any portion of such action or proceeding. 13. 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. 14. 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. 15. Any changes to the conditions listed above must be approved by the City Council. B. All requirements of the Police Department shall be met, including but not limited to the following: 1. The following draft condition of approval shall be revised and modified, based on prepared and submitted traffic control plans for the proposed route and affected areas. 2. Handicap accessibility shall be considered and implemented. All applicable A.D.A. guidelines shall be adhered to. 3. The event organizer shall provide the Azusa Police Department with the names, address and phone numbers of (2) two on-site responsible persons for the event. 4. The event organizer shall provide a list of contact numbers for all responsible parties that are involved with the special event (outside agency contacts, contract security supervisor, contract emergency vehicles and other involved parties). 5. The event organizer shall supply adequate proof of insurance to meet City requirements and an indemnification for the City, and the Police Department. 6. The event organizer shall also contact City of Azusa Human Resources Department on event employee staffing requirements. 7. A list of names of employees and volunteers shall be provided to the police department. 8. If an outside event security company is used for this event, these security guards shall be from a bona fide, fully licensed and bonded security company. The applicant shall Special Event Permit for Donate4Life 5K Run Walk 2022 on June 4, 2022 City Council Meeting May 16, 2022 Page 3 of 3 provide proof of license and security company, prior to the event. 9. Due to concern regarding the limited amount of on-site parking, the applicant shall comply with all parking provisions and conditions set forth by the City’s Planning and Building Departments. 10. The event organizer will also follow all recommendations from the Traffic and T.L.O. Division of the Azusa Police Department. 11. Vendors and exhibitors will be required to obtain the requisite health, business license and fire permits. 12. Should there be any significant violent crimes or peace disturbances directly associated with the event, it is understood that the police department will have the right to immediately request the event be terminated. This decision would be made by the on-scene supervisor or watch commander. 13. 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 events, based on the following estimated personnel requirements. 14. The following estimated personnel requirements and costs may be modified or increased, prior to the event, at the discretion of the City of Azusa Police Department 15. Traffic control officers along the marathon route shall also act as TLO observers, monitoring the route for potential threats while maintaining a safe and secure event environment. This should be discussed during traffic control briefing. 16. Unless immediate action is necessary, any identified or reported suspicious activity will be reported to the Command Post for appropriate response. C. All requirements of the Fire Department shall be met, including but not limited to the following: 1. The applicant shall adhere to the approved site plans and Conditions of Approval and shall reimburse the City of Azusa and the Los Angeles County Fire Department for any costs incurred in the preparation and implementation of the event. 2. Before the event, the Applicant shall provide the Fire Department with all street closures and times to allow for alternate response routes for 911 responses throughout the area affected. D. All requirements of the Public Works Department shall be met, including but not limited to the following: 1. The applicant shall prepare and submit a traffic control plan for the proposed route and affected areas and obtain approval from the Director of Public Works. 2. The applicant shall soon after the event clean all trash and debris along the route. 3. The applicant shall adhere to the approved site plans and Conditions of Approval and shall reimburse the City of Azusa and the Department of Public Works for any costs incurred in the preparation and implementation of the event. © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS SPECIAL EVENT DONATE4LIFE 5K COURSE OVERVIEW MAP DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 SHEET 02 SHEET 03 SHEET 04 SHEET 05 SHEET 06 SHEET 06 SHEET 07 SHEET 08 SHEET 09 Attachment 3 © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 © 2022 Microsoft Corporation © 2022 Maxar ©CNES (2022) Distribution Airbus DS DO N A T E 4 L I F E 5 K SA T . J U N E 4 , 2 0 2 2 Radio: Channels #1 Venue #2 Course #3 One Legacy #4 Medical Quick Calls CODE 1 Emergency (clear the channel of chatter) CODE 5 Lost Child (followed by your location) Terminology to use: Athlete injured – Athlete has fallen, tripped or having a bad day. They may or may not need medical attention but we want them to be check out by our staff and taken off the course or to first aid Athlete DOWN – A serious injury! The athlete has collapsed, fallen or is unconscious. In this instance, call for Event Director (Mike Bone) and/or Project Manager. Immediately move the conversation to sheriff and medical personnel HOLD Event – There is an obstacle in the course, course is not ready, or another reason that it is not safe to start the event (or a component of the event). This call should go to the Race Director. 1) Radios are to be used for logistics and operations communication. Please keep conversations short and to the point 2) When communicating on the radios, wait a brief moment before you begin to talk (one short breathe) and then begin communications by saying the name of the person you are calling, followed by your name 3) Talk normal, do not shout into the radio it makes it much harder to hear 4) DO NOT broadcast emergencies over the open radio channels: Serious Injuries Obstructions Equipment failure Hazards CRISIS COMMUNICATION: Keep conversations short and to the point. 1. See Something – Say Something. Should any staff see a potential hazard at the venue or on the course they should report this immediately to the Event Director and Project Manager to discuss or take to appropriate leadership. Staff shall address and rectify the potential hazard to the best of their ability. Should the hazard need further, professional, attention the proper authorities shall be notified by the Race Director and/or Project Manager. Stay a safe distance away from potential hazard but keep it in your sight Keep athlete and spectators away until the situation can be assessed and a decision made on how to fix the instance. 2. If we have an injury you asses to be serious – bike crash, Athlete Down or otherwise a ‘major incident’. Call Event Director or Project Manager immediately Stay with the person until help arrives and you are released After you call LA County Sheriff, call Mike or Spectrum Sports representative on cell phone to inform of the injury. Keep the injured party away from the general public as much as possible 3. Direct someone to divert participants and traffic away from the injured party. If no other staff member or volunteer is immediately available ask a bystander to help and tell them what you need and where to push traffic and athletes. 4. DO NOT talk to the public, other participants or ANYONE about the incident, what you did or did not see, or what you speculate happened. This includes volunteers or other participants 5. DO NOT speak to the media, refer all media or spectator inquiries to One Legacy designated representative 6. Event Delay, Cancellation or Act of God –Police, Fire and City Officials may determine that the event is not safe to conduct due to a variety of factors. Should this happen, the Event Director and One Legacy shall meet in the medical tent to discuss options and make a final decision on the direction of the day. Staff Injury: Should any staff or volunteer be injured or disabled, the above same process will be followed with the inclusion of our medical provider to assess the injury. If it is necessary to remove that staff or volunteer, medical will notify Mike to reassign the position and ensure that the event continues to move forward. MEDICAL RESPONSE: We will establish a Medical Tent outside of the facility (soccer field) but near an entrance. The medical tent will be designated by a red roof and flag. The tent will be staffed by 2 licensed EMT’s and have a standby ambulance. Medical personnel will be a radio for communication on the course and at the venue during all times. Should an injury occur at the venue that requires transportation, all efforts will be made to backfill that ambulance – inventory permitting. Should an injury occur on the course during the walk, that would require transportation to a hospital, staff will CALL 911 for city response and the ambulance shall stand by for transport, or to remain on-site should city departments transport. In Case of an Emergency – Handling of Sensitive Information 1. It is our first priority to care of the injured participant and seek immediate medical support. 2. Contact event director, Project Manager, E’Tiffany Jones or designated One Legacy representative. Spectrum Timing will pull their waiver and emergency contact information. 3. DO NOT speak with volunteers, by-standers, other participants, or supporter, etc. about the incident, outcome, or cause 4. DO NOT speak with media, refer them to a. E’Tiffany Jones as an official spokesperson for CAF Letter Agreement – OneLegacy’s Donate4Life 5K Run Walk – June 4, 2022 City Council Meeting – May 16, 2022 Page 1 of 4 MAY 16, 2022 ONELEGACY E’TIFFANY JONES PRODUCTION & EVENS MANAGER 221 S. FIGUEROA STREET LOS ANGELES, CA 90012 Dear E’Tiffany Jones Letter Agreement for Reimbursement of OneLegacy’s Donate4Life 5k Run Walk: Foothill Boulevard and Citrus Avenue between both APU Campuses This letter shall be our Agreement (“Letter Agreement”) regarding the reimbursement of fees and costs of City personnel staff for the Police Department, Public Works Department and any other related City staff. The City staff will assist with the Special Event Permit for OneLegacy’s Donate4Life 5K Run Walk occurring on Foothill Boulevard and Citrus Avenue between both Azusa Pacific University campuses located at 901 E. Alosta Avenue Azusa, CA 91702. The Services provided by City staff will include but not limited to the following Departments to assist with the overall event and safety/traffic control measures: •Police Department •Public Works Department The Applicant shall reimburse the City for one hundred percent (100%) of th e actual fees, costs and other expenditures incurred by the City relative to providing assistance of the event and related traffic control measures, as well as any other out-of-pocket expenses incurred by the City ("Costs"). The City will provide itemized invoices for all City services provided. Within ten (10) calendar days of the execution of this Agreement, the Applicant shall submit a deposit in the amount of five-thousand ($5,000.00), which amount the City shall separately account for in a Project deposit account ("Deposit Account"). As the City invoices for fees, costs, and expenditures associated with the Project, the City may draw upon the Deposit Account to make the required payments. At any time that the Deposit Account drops below three-thousand ($3,000.00), the City may make demand on Applicant to Attachment 4 Letter Agreement – OneLegacy’s Donate4Life 5K Run Walk – June 4, 2022 City Council Meeting – May 16, 2022 Page 2 of 4 replenish the Deposit Account to five-thousand ($5,000.00) and Applicant shall submit the required amount of funds to City within ten (10) calendar days. In the event Applicant fails to make any required deposit, City shall have the right to consider Applicant's Project applications as withdrawn and cease processing such applications and any future applications. City shall not exceed a reasonable cost without consulting with Applicant regarding the need for additional services which cause the Costs to exceed the reasonable costs ("Excess Costs"). The City shall use reasonably good faith efforts to consult with the Applicant prior to amending any scope of services to be provided by the Consultants and incurring Excess Costs. The Applicant's obligation to reimburse the City for Excess Costs shall be contingent upon the City providing Applicant with written notice of the amendment of the scope of services to be performed by any Consultant and the estimated cost thereof prior to the commencement of work. Once the City provides such notice, Applicant shall be obligated to pay the Excess Costs in the same manner as the Estimated Costs provided above, including, but not limited to, replenishing the Deposit Account. The City shall be deemed to have consulted with the Applicant when the City has provided written notice to the Applicant that the City reasonably anticipates that it will incur, or has incurred, Excess Costs. If, after consultation, the Applicant disagrees with the City's incurring of Excess Costs, then the Applicant's sole and exclusive remedy will be to terminate this Agreement, subject to the Applicant's obligation to reimburse the City for all Costs incurred by the City prior to the date of termination, whether or not yet paid by the City to any Consultants. The City shall maintain accurate records of invoices received from, and payments made to, the Consultants resulting from the Project, and will provide a payment summary to Applicant with in a reasonable time upon request. In the event that excess funds remain in the Deposit Account upon conclusion of the Project and after all final payments to the Consultants have been made, the City agrees to refund that excess amount, if any, to Applicant within fifteen (15) days of final payment to the Consultants. Alternatively, if the Costs of the services of the Consultants exceed the Estimated Costs and Excess Costs, if any, then Applicant shall remain obligated to pay for all such Costs. Applicant shall pay any such amount within ten (10) calendar days of demand for payment by City. The Applicant agrees that, notwithstanding the Applicant's reimbursement obligations under this Agreement, Consultants shall be the contractors exclusively of the City and not of the Applicant. Except for those disclosures required by law, including, without limitation, the Public Records Act, all conversations, notes, memoranda, correspondence and other forms of communication by and between the City and its Consultants shall be, to the extent permissible by law, privileged and confidential and not subject to disclosure to the Applicant. The Applicant agrees that it shall have no claim to, nor shall it assert any right in any reports, correspondence, plans, maps, drawings, news releases or any and all other documents or work product produced by the Consultants. Letter Agreement – OneLegacy’s Donate4Life 5K Run Walk – June 4, 2022 City Council Meeting – May 16, 2022 Page 3 of 4 Applicant warrants that the individual who has signed this Letter Agreement has the legal power, right and authority to make this Letter Agreement and bind the Applicant hereto. If you agree with the terms of this Letter Agreement, please indicate by signing and dating two originals where indicated below and return both to the undersigned. Once the documents are fully executed, one original will be returned to you for your records. [SIGNATURES ON NEXT PAGE] Letter Agreement – OneLegacy’s Donate4Life 5K Run Walk – June 4, 2022 City Council Meeting – May 16, 2022 Page 4 of 4 CITY OF AZUSA ONELEGACY By: By: Sergio Gonzalez E’Tiffany Jones City Manager OneLegacy Date: Date: ATTEST: APPROVED AS TO FORM: By: By:___________________________ Jeffrey Lawrence Cornejo Best Best & Krieger LLP City Clerk City Attorney Date: Date: