Special Event Permit – San Marino Motor Classic
CITY OF SAN MARINO SPECIAL EVENT PERMIT
SAN MARINO MOTOR CLASSIC
A permit is hereby granted by the City of San Marino, California (hereinafter the “City”) to the San Marino Motor Classic (hereinafter the “Permittee”) for the purpose of hosting a special event called the San Marino Motor Classic,within the City of San Marino, California, during the following four City fiscal years: 2022-23, 2023-24, 2024-25 and 2025-26.
SECTION I. This permit is issued to the Permittee for the purpose of hosting a special event at the Lacy Park in San Marino, California (hereinafter the “Park”). Said location; day(s) and time(s) may not be changed without prior written approval of the City.
SECTION II. In consideration for the Issuance of the permit, the Permittee shall pay to the City the amount of $6,260 per year as a permit fee, pursuant to the master fee schedule established by the City Council.
SECTION III. The Permittee shall be required to employ the following personnel as a condition of the special event within the City:
2 Firefighter(s) 4 Parks and Public Works Employee(s)
2 Police Officer(s) 1 Urban Forester
Fire, Police or Parks and Public Works Department personnel shall be assigned by the respective department head. The Permittee shall pay the actual costs per hour for Parks and Public Works Personnel, Fire Personnel, and Police Personnel, with a minimum of four (4) hours, for each person required by this permit, plus a twenty percent (20%) administrative surcharge.
SECTION IV. The following special conditions are placed upon the Permittee for the right to host a special event within the City:
1. Permittee shall consult with and receive approval from the City’s Urban Forester when parking vehicles and operating equipment below tree canopies.
2. All trash is to be removed from the premises by Permittee.
3. The Permittee shall provide appropriate remedies as requested by City to avoid and/or prevent damage to turf and playground areas.
4. All Park rules and regulations apply, which include but are not limited to, driving at very low speed, any objects (tables) shall be put back in the same location that is was removed from, etc.
5. Permittee shall provide a certificate of general liability insurance in the amount of at least two million dollars ($2,000,000) general aggregate and one million dollars ($1,000,000) per occurrence to cover all activities arising out of this special event, including the alcohol being served for the VIP event. City shall be listed as an additional insured on said insurance policy.
Special Event Permit – San Marino Motor Classic
6. Single tents under 250 square feet do not require a building permit. Multiple tents connected together or a single tent with a total square footage greater than 250 square feet shall obtain a building permit and associated fire inspection in accordance with the municipal code. All stages and pedestrian ramps accessible to the public shall comply with the Americans with Disabilities Act guidelines and Permittee shall obtain a building permit. Permittee shall provide stamped engineering calculations for ramps supporting vehicles.
7. The serving of alcohol shall comply with the requirements of the California Department of Alcoholic Beverage Control (ABC). All consumption of alcohol shall be confined to one location and enclosed with fencing. There shall be no alcoholic beverage outside of this established location and a monitor is required to enforce this condition. The vendor serving the alcohol shall provide evidence of proper approvals from ABC. As authorized by the City’s Municipal Code Section 17.02.06, the City Manager is authorized to grant this permit and has granted use of the Park, including approval of alcoholic beverages to be served for specific motor classic activities, as allowed by law and under the required license with ABC.
8. The installation of “No Parking” signs shall be limited to Virginia Road between Euston and Monterey Road. They shall be installed 72 hours in advance and at the expense of Permittee.
9. Permittee shall obtain business licenses for all vendors conducting or soliciting business for the event.
10. All food vendors shall obtain proper approvals/permits to handle and serve food in accordance with the rules and regulations of the County of Los Angeles Health Department.
11. There shall be no amplified sound prior to 8:00 a.m.
12. Fire extinguishers shall be required for each vehicle.
13. Permittee is responsible for all clean up and damage to property or equipment within the Park. This includes but is not limited to: oil, trash, damage to irrigation, etc. Should this not be done to the satisfaction of the City, the City will repair/clean up as necessary and the expenses are to be reimbursed by the Permittee.
14. Permittee shall indemnify and hold harmless the City and its officers, employees and agents.
15. Permittee shall obtain waivers and hold harmless agreements naming the City, its officers, employees, and agents from each entry for all liability or damages arising from their participation in the event.
16. At its own expense, Permittee shall send out notices of the event to all property owners within five hundred feet (500 feet) of Park at least 10-calendar days before the Special Event Permit – San Marino Motor Classic
event informing property owners of the days and times of the event and location of the No Parking zones.
17. A separate facility rental application shall be submitted to the City for the use of the Thurnher House and The Old Mill. Use of these facilities shall comply with the conditions within this section.
18. Use of Park maintenance buildings for event is not permitted.
19. The event shall typically occur the third weekend of August each fiscal year (August 2022, August 2023, August 2024 and August 2025).
20. Permittee shall submit streetlight banner artwork of each year’s event for written approval of the City Manager. If approved, the City will install banners at Permittee’s expense, which will include costs of labor, materials and incidentals required to install, maintain, and remove banners at the conclusion of each year’s event. Permittee shall submit artwork for approval no later than June 1 of each year. Approved banners will be installed by City after July 4 of each year.
21. Park and Park public parking lots will be closed to the public each event weekend (Saturday and Sunday) and no later than noon the following Monday for cleanup. Park and Park public parking lots will be open the Thursday and Friday preceding the event weekend to the public and Permittee shall conduct all set-up activities and operations on those days utilizing the safest methods practicable to ensure public health and safety.
22. Permittee shall provide at Permittee’s expense evening and nighttime private security when the Park is closed to the public.
23. Permittee shall provide monitors at every Lacy Park exit gate to a public way, which shall remain open anytime the public is present.
SECTION V. The Permittee shall:
a. Indemnify, hold harmless and defend the City and its officers, employees and agents from any and all liability and charges for damages proximately resulting from the operations of the Permittee and its officers, employees and any persons or entities contracted by Permittee to perform services pursuant to this permit. b. Be liable to the City for all damages to public property from the operations of the Permittee and its officers, employees and contractors under this permit, and pay to the City on demand, the cost of all repairs to public property made necessary by any operations under this permit.
c. Adhere to all other provisions of the San Marino Municipal Code.
This permit shall take effect on October 14, 2021, and shall expire June 30, 2026, unless otherwise extended by the City.
Special Event Permit – San Marino Motor Classic
ACKNOWLEDGED AND ACCEPTED
By Permittee:
Signature Dated
Print Name
For the City of San Marino
Marcella Marlowe, City Manager Dated