AGENDA REPORT
Meeting Date: March 15, 2022
Item Number:
To: Honorable Mayor & City Council
From: Magdalena Davis, Special Events & Filming Coordinator Subject: REQUEST FROM HAWTHORNE ELEMENTARY SCHOOL FOR
APPROVAL OF SPECIAL EVENT STREET CLOSURES & WAIVER OF
FEES FOR "FUN RUN" FUNDRAISER ON MARCH 23, 2022
Attachments: 1. Map of Street Closures for Hawthorne “Fun Run”
RECOMMENDATION
To conduct a safe and fun event for 450 students of Hawthorne Elementary, City Council feedback and approval is requested regarding the following special event street closures:
N. Rexford Drive from Elevado to Carmelita Avenues, and Elevado Avenue from N.
Rexford to N. Alpine Drives on Wednesday, March 23, 2022, and a waiver of the associated fees, $4,200.00 total.
INTRODUCTION
Hawthorne Elementary School is requesting support from City Council to temporarily close residential streets for a special event, a “Fun Run” fundraiser for students on Wednesday, March 23, 2022. The proposal includes a street closure of N. Rexford Drive between Carmelita and Elevado Avenues from 9:30am until 12:00pm, and a request to waive the associated street closure, personnel and permit fees for the school.
DISCUSSION
Each of the City’s Elementary Schools host an annual “Fun Run” fundraiser for students to exercise in a fun way, wear their spirit gear, and assemble together safely, held since 2018 at Hawthorne. Last year’s 2021 event was not held due to the pandemic.
For the event on Wednesday, March 23, 2022, Hawthorne Elementary is seeking to temporarily close the streets adjacent to the school grounds to assist in giving greater distance and safety in running for the 450 students and 50 parent volunteers, as well as staff, to run the event. They are also requesting a waiver of the associated fees for an event street closure, special event permit, and personnel, as the event is a fundraiser.
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Meeting Date: March 15, 2022
The school, located at 624 N. Rexford Drive, is requesting to close the following streets from 9:30am – 12:00pm (Attachment 1):
N. Rexford Drive from Elevado to Carmelita Avenues
Elevado Avenue from N. Rexford Drive to N. Alpine Drive The Beverly Hills Police Department (“BHPD”) will staff the event to safely close the street, and redirect vehicles to detour to Carmelita, which will remain open East to West, and N. Crescent and N. Alpine Drives, which will remain open for North to South routes, as well as all of the alleyways adjacent to the closures. Onsite Police personnel will liaise with any resident of the 600 block of N. Rexford Drive who may need special accommodations or access during the closure.
The East sidewalk of N. Rexford Drive adjacent to Hawthorne Elementary will be privatized for the event, utilizing it for check-in and water stations, but the sidewalk on the West Side of N. Rexford Drive will be open for pedestrian access.
Parent volunteers will distribute notifications to the surrounding neighboring residents, and provide on-site contact information for City staff and parent volunteers for any special arrangements. BHPD will also give advance notice by posting no-parking signs, and City staff will supplement messaging through the City’s social media channels.
Due to the timing of this request, the proposal was not brought before a Special Event Council Liaisons Meeting in advance of this report.
FISCAL IMPACT
Hawthorne Elementary requests that the City waive the associated event fees, as this is a fundraiser for a nonprofit 501c3 (Tax ID 95-6205164). Council is asked to approve a waiver of the following:
Special Event & Public Right of Way permits $967.00
Street Closure Fee (Residential/Nonprofit rate) $881.00 Signs & Equipment $280.00
Police & Traffic Control Officers $2,072.00
Total $4,200.00
Hawthorne Elementary will complete all necessary aspects of a special event permit, including providing an application and a Certificate of Insurance for $2 million in General Liability naming the City as an additional insured.
David Yelton,
Assistant Director of Community
Development, Building Official
Approved By
Attachment 1
• “Fun Run” Fundraiser
for approx. 450 students
Wed., 3/23/22
• Street Closures of N.
Rexford Dr. & Elevado
Ave., 9:30am-12pm
• Waiver of $4,200 in
fees, including permits
& BHPD personnel
• Notifications to all
neighbors will be sent
Hawthorne Elementary “Fun Run”
Red line indicates streets closed to vehicles
Yellow areas indicate vehicle detours
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