Agenda Item No. 13
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services N) N
FOR: City Council Meeting of January 24, 2022
SUBJECT: Fiscal Year 2021/2022 Community Activity Grant In -Kind Grant Request and Special Event Permit Application - Redlands Bike Classic
RECOMMENDATION:
That City Council:
1. Approve the Special Event Permit Application submitted by the Redlands Bicycle Classic Inc. to conduct the Yucaipa Circuit Professional Bicycle Stage Race on Thursday, April 21, 2022; and
2. Approve the Redlands Bicycle Classic Inc. request for co-sponsorship of the Yucaipa Circuit Race; and
3. Authorize the use of the City logo for promotional items; and
4. Authorize rolling and temporary street and lane closures; and Review and consider the Fiscal Year 2021/2022 Community Activity Grant Application submitted by the Redlands Bike Classic Inc. for in -kind support to hold a large-scale special event that meets the established guidelines; and
6. Determine that the Redlands Bicycle Classic, Inc. should be exempt from the Grant Guideline that requires the organization to be located in Yucaipa if their Community Activity Grant is awarded.
DISCUSSION:
Redlands Bicycle Classic, Inc. (RBC) has submitted a Special Event Permit Application (SEP) (Attachment A) for the Yucaipa Circuit Professional Bicycle Stage Race (Yucaipa Circuit Race) to be held on Thursday, April 21, 2022.
On November 30, 2021, representatives from RBC met with City, Yucaipa Police Department, and Public Works staff to coordinate the details of the 2022 Yucaipa Circuit Race. The following is proposed for City Council review and approval:
• As detailed in the SEP, the 2022 Yucaipa Circuit Race will be held on the same route as in prior years (Attachment B). The men's race will begin at approximately 10:00 a.m. and will consist of a six (6) lap course, with the final lap ascending the back route to Oak Glen Road and finishing at The 1:
Village (+/- 94 miles). The women's race will begin at approximately 11:15 a.m. and will consist of four (4) laps, with the final lap ascending the back route to Oak Glen Road and finishing at The Village (+/- 66 miles).
• Event set-up will begin at 6:00 a.m. and tear -down for the Yucaipa Circuit Race will immediately follow the last lap and is expected to wrap up by 4:00 p.m.
The RBC SEP, City's Co -Sponsorship commitment and the Community Activity Grant (CAG) Application, includes support for the following:
• Yucaipa Police Department — Officers, along with RBC volunteers, will be strategically positioned at rolling closures and assist with traffic control for the race on Thursday. The in -kind amount requested for the public safety services required for the event is $6,000 for Sheriff's Department personnel, which will be charged to the City Police Department overtime budget.
Yucaipa Fire Department — The Fire Department will be an integral part of the medical response team. If a racer were to be injured, the Race Medical Team will provide aid. The Race Medical Team consists of local physicians in designated vehicles within the race caravan. This team will not have advanced life support equipment; therefore, Yucaipa Fire will provide support as needed. The in -kind amount requested for fire services required for the event is $1,200. • Community Development Department - Staffing is required to review the traffic control plan and for parking lot closure, turning identified signals to flashing, and providing traffic control, cones, and barricades at identified locations. Public Works personnel will work their normal shift; however, their duties will be reassigned for the day to aid the Yucaipa Circuit Race. The amount of $2,800 is estimated for the budgeted Public Works personnel. • Encroachment and Special Event Permit fees are requested as in -kind support in the CAG Application (Attachment B).
• Street sweeping that is already scheduled as part of an annual contract will be adjusted to have the race route streets swept a few days before the race.
• Promotion of the event on City website, electronic message boards, social media and use of City logo.
• Place reader boards in event area days leading up to the event to read "Special Event 04-21-22/ Expect Delays.
FISCAL IMPACT:
The following table summarizes the in -kind services and costs associated with the event:
►11
CAG CAG Budgeted
Fees (volunteered, in -kind, and costs) Included In -kind Financial Personnel in the City Council Action: Award Award Reassigned
Yucaipa Police Department (not to exceed) 6,000.00 8,000.00 Yucaipa Fire Department 1,200.00
Yucaipa Community Development/Public Works 2,800.00
Encroachment Permit Fees 515.00
Special Event Permit 16.25
Total $ 7,731.25 $ 0.00 $ 10,800.00
The FY 2021/22 CAG Fund for in -kind requests has a balance of $16,408.00. If Council approves the in - kind request from RBC, the FY 2021/22 CAG Fund balance for in -kind will be $8,676.50.
Attachments: A: Special Event Permit Application
B: Redlands Bicycle Classic, c. CAG Application
Approved by:
-210-
Attachment A
Organization and Applicant Information 33-0231753
❑ Commercial (For -profit) ❑■ Noncommercial (Non-profit) Tax I.D. #:
Organization Name
Redlands Bicycle Classic
Applicant Name
Marc Shaw
Address
P.O. Box 7880 Redlands, CA 92375
Email
[email protected]
Phone Number
(909) 963-9099
On -Site Contact
Ed Purves
Phone Number
(909) 208-5352
Event Information
Type of Event: ❑■ Athletic/Recreation ❑Festival/Celebration ❑Outdoor Market ❑Circus/Carnival ❑ Con cert/Performance ❑ Parade/Procession/March [—]Other (specify):
Event Title I Redlands Bicycle Classic
Event Location I Yucaipa (see attached map)
Event Description This is a multi -day professional bicycle stage race that occurs throughout the region. On this particular day, professional cyclists will race in the City of Yucaipa, as well as the unincorporated areas of Mentone and Oak Glen. The men's field is normally 200 riders and the women's field is close to 100 participants. The Redlands Bicycle Classic is the longest continually running professional stage race in the country and 2022 will mark the 36th year of the event. Yucaipa has hosted a stage for many years and it is a highlight of the race.
Please complete a daily breakdown of event -related activities. Use multiple lines to distinguish between different daily activities. Please attach additional sheets if necessary.
Date(s)
Daily Activity
Start Time
End Time
4/21/22
❑■ Set-up ❑■ Event Day ❑■ Clean-up
0600
1600
❑ Set-up ❑ Event Day ❑ Clean-up
❑ Set-up ❑ Event Day ❑ Clean-up
❑ Set-up ❑ Event Day ❑ Clean-up
❑ Set-up ❑ Event Day ❑ Clean-up
❑ Set-up ❑ Event Day ❑ Clean-up
Has this event taken place before? ❑■ Yes ❑ No
Total anticipated attendance: 800 Participants:
How many years? 35
300 Spectators: 500
Site Plan
Attach a diagram showing the overall layout and setup locations using the letters below. Indicate the site for these on your diagram.
A. Alcoholic and nonalcoholic concession and/or beer garden areas B. First -aid facilities and ambulance locations
C. Tables and chairs
D. Fencing, barriers and/or barricades
E. Generator locations and/or source of electricity
F. Canopies or tent locations
G. Booths, exhibits, displays or �•
enclosures
H. Scaffolding, bleachers,,.:_ !` Y
platforms, stages, KT
�r.•� -� < SNOT COMIC
grandstands and related
structures
I. Vehicles and/or trailers ®111�
J. Other related event 80'x40° u a
components not covered —Tom—m—)
_ s
above (describe separately)
K. Trash containers and PRO `•"
dump :�.
stern ] P.. ....y1 i.Gat T.1) ; ^ L. Non-food vendor locations CHECKINAINFO M.Food concession and/or food ®.�.:<<�° °•=rv=� 1 I
J
preparation areas L�
N. Potable toilet location(s)
Sample Site Plan:
When planning a moving route, the Yucaipa Police Department is available to assist you in planning your route. Consider the following in your planning:
• Impedance of emergency fire, police or paramedic vehicles. • Conflict with public transportation, such as buses.
• Interference with people trying to reach their own residences, businesses, places of worship and public facilities.
If your event involves street closures, you may be required to obtain traffic safety equipment, and a certified traffic control plan. Depending on the type of event, barricades, traffic cones, signs, etc., may be required. Depending on the type of event and after evaluating roadway conditions, you may be required to properly place this equipment prior to commencing the event. If the closure creates a potential hazard, your organization will be required to contract traffic service from the Yucaipa Police Department and/or Street Division.
List street(s) requiring closure as a result of this event. Include street name(s), day, date, and time of closing and time of reopening:
See attached information. RBC contracts with TMI for traffic control devices and installation.
Additionally, RBC works with the City of Yucaipa and Yucaipa Police Department to plan road closure and detour routes. Yucaipa Police Department staff and volunteers will assist in staffing designated routes in order to ensure safe traffic flow. Additionally, RBC volunteer race marshals will provide assistance staffing road closures and detours. Finally, RBC moto staff will provide escorts to motorists who need to reach restricted areas of the course during the event.
Indicate how this closing/reopening of streets will be handled:
J City of Yucaipa to handle (cost to be specified) U Event to handle per CalTrans standards List street(s) requiring the posting of "No Parking" signs. Indicate days, dates, and times needed and an explanation of necessity of "No Parking" zone:
The only "no parking" signs that need to be posted are on Sunnyside, north of Oak Glen Road. Those will be posted and removed by our contractor, TMI. They handle all road closure signage and traffic control devices for the course, pursuant to specifications provided.
Note: "No Parking" signs will be posted forty-eight (48) hours in advance of required days, dates and times. Costfor the posting of "No Parking"signs will be specified upon review of the application by City staff.
Food and Beverage
Please describe how food will be served at the event:
None
Will food be cooked in the event area? ❑ Yes 0 No
Method: ❑ Gas ❑ Electric ❑ Charcoal ❑ Other (specify):
Does the event involve the sale or use of alcoholic beverages? ❑ Yes ❑■ No If alcohol is to be sold, how will the alcohol sales be regulated? Who will be handling the alcohol sales?
Restrooms
Portable restrooms are required when estimated attendance exceeds what the host facility's restrooms can accommodate. One portable restroom is required for every 50 patrons attending over the minimal site accommodations.
Will Event Organizer provide portable restroom facilities? ❑■ Yes ❑ No
Company Name
White House Sanitation
Contact Name
Ryan Blackburn
Phone Number
(951) 943-1550
Lighting
If this is an evening event, please state how the event and surrounding areas will be illuminated to ensure the safety of the participants and spectators. (If required, show a separate site map wnicn details streetlignts, portable lights, and other illuminating devices.) None
Waste Removal
Event Organizer is responsible for arranging for the removal of all waste related to the event. This includes but is not limited to emptying of trash bins and the removal of waste from the event site and other affected areas. If hiring a professional sanitation company, please provide the oiiowing information.
Company Name
Contact Name
Phone Number
If not hiring a professional sanitation company, please provide the following information for the Derson(s) responsible for waste removal.
Contact Name Ed Purves
Phone Number (909) 208-5352
Cal Fire/Medical
In case of an emergency, the on -site contact will call 9-1-1. If event requires an ambulance comr)anv to be on -site. please provide the followine information:
Company Name
AMR
Contact Name
To be determined
Phone Number
(909) 793-7676
Please describe your medical plan including your communications plan, the number, certification levels (MD, RN, Paramedic, EMT) and types of resources that will be at your event and the manner in which they will be managed and deployed. Your plan should include hours of setup and dismantle of medical aid areas. You may attach the plan to this application if necessary:
RBC utilizes a team of physicians from Loma Linda University Medical Center to provide medical care for race participants. This includes a first aid tent at the start/finish area, as well as physicians in vehicles as part of the race caravan.
Additionally, Cal Fire and AMR will have units staged in strategic locations to assist with any incidents that arise.
Police Services/Security
In the event that a carnival/street fair and/or alcohol service will be included in the event, an alcohol garden and security plan will need to be submitted as well as a security contract and/or public safety staffing plan for review by the Police Department.
Is there a professional securitv organization hired for this event? n Yes n No Company Name
Contact Name
Phone Number
Please describe your security plan including crowd control, internal security or venue safety, or attach the plan to this application:
Yucaipa Police Department will be on site during the event and available to assist with any security -related needs, should they arise.
Entertainment
Will sound amplification be used? ❑� Yes ❑ No Start time; 0900 End time: 1500 Are there any musical entertainment features for this event? ❑ Yes ❑■ No Name of Act
Contact Name
Phone Number
How many stages? Number of bands? Genre of music:
Will fireworks, rockets, or other pyrotechnics be used? ❑ Yes *No Company Name
Contact Name
Phone Number
Describe (indicate dates, times and locations for launching and fallout areas):
N/A
Has a permit been issued: ❑ Yes ❑■ No
(Note: Additional permits may be required as indicated by staff. These include, but are not limited to, Conditional Use 24 Permit Land Use Permit and Fire Department permits.)
Insurance
Before a Special Event Permit is issued, a certificate of insurance must be submitted. Insurance certificate must be issued by insurance underwriters "admitted" by the California Insurance Commission and rated 'A' or better by AM Best. Requirements are:
• Minimum $1,000,000 General Liability Limit
• Minimum $1,000,000 General Automobile Liability
• Minimum $1,000,000 Worker's Compensation
• On an additional insured endorsement, the City, its elected officials, officers, and agents are to be named as additional insured
• Minimum limits of coverage may change depending on event ❑■ Insurance certificate attached ❑ Insurance certificate on file ❑ Insurance certificate not available Filing Fees
Special Event Permit Application Fee : $16.25
* Other Fees may apply (e.g. street closures, Fire Permit/Inspections, utilities, facility rental, etc.)
Application Checklist
❑■ Completed Application
❑■ Certificate of liability insurance
❑� Site Plan (location of structures, lighting, restrooms, parking, etc.) ❑ Copy of Security Contract (if applicable)
❑ Copy of Potable Restroom purchase order (if applicable) ❑ Facility or Shelter Reservation Application (if applicable) ❑ Copy of ABC License (if applicable)
❑ Copy of County Health Permit (if applicable)
By signing below, I agree to indemnify, hold harmless, and defend the City and its officials, employees, and agents, against all claims, liabilities, and losses arising from activities connected with or undertaken pursuant to the Permit. The City is not liable for any business loss, property loss, or other damage that may result from the use of the Permit, or suspension or revocation of the Permit.
Name: Marc Shaw signature
XL Z-1 Date:8/9/2021
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CITY of
Attachment B
Fiscal Year:
COMMUNITY ACTIVITY GRANT
FINANCIAL / IN -KIND / FEE WAIVER
APPLICATION
2021-2022
Date Application submitted: 12/7/2021
Submit to:
City of Yucaipa
General Services/City Clerk Department
34272 Yucaipa Blvd.
Yucaipa, CA 92399
Attn: Kimberly Everts
Reeeiw(d
City of Ync:aw
DEC 0 9 202 i
General
City Clerk's Dt= p'ir#rrlont
All sections of the application must be returned complete and all supporting documentation provided prior to City Council review. Incomplete applications received will be returned to the applicant.
Beginning with the FY2020/21 grant cycle, financial grant awarded funds will be reduced each year for a returning applicant that has been requested (and was awarded) financial support in the previous year(s) by the following percentage: 1" Year=100% funded, 2"`' Year= 75% funded, and 3r`' Year = 50% funded.
SECTIONINFORMATION
Name of Applicant/Organization: Redlands Bicycle Classic, Inc.
Applicant/Organization Mailing Address: P.O. Box 7880 Redlands, CA 92375 Applicant/Organization Phone Number: (909 ) 963-9099
Contact (1) Marc Shaw (909 ) 963-9099
Name Phone Number
[email protected]
E-mail address
Contact (2) Eric Reiser (909 ) 645-6359
Name Phone Number
[email protected]
E-mail address
SECTIONi 1 '
Yes No
Is your organization located in another community? ❑ ❑✓ Will the program/event take place in another community? ❑ ❑✓ Are you aware of any other City program providing this service? ❑ 0✓ If so, which one?
*If you answered "Yes" to any of the questions listed above, your request is not eligible for the Community Activity Grant.
City of Yucaipa Community Activity Grants Application, Rev. 03/20Zt28- Page 1
Your organization must be an established 501(c) to be considered for Community Activity Grant funding.
Please submit documentation verifying organization 501(c) status along with this application.
Yes
No
Is your organization a 501(c)?
Q
❑
If yes, please provide Tax ID# 33-0231753 and attach all supporting documents.
Does this application include submittal of documentation verifying 501(c) status? ❑✓
❑
How long has your 501(c) organization been in existence? 30 years Number of Employees working for organization: 0
Number of Volunteers working for organization: 350+
Is a current City Council Member on your board?
❑
✓❑
How many Yucaipa residents does your organization currently serve? All Does the organization charge admission, membership fees, dues, etc.? ❑
0 If yes, please describe:
Names and Titles of Officers and Board of Directors: (Please attach an organization chart, if available) Marc Shaw Executive Director/President
Eric Reiser
Craig Kundig
Ed Purves
Colleen Gamboa
Melissa Valdez
Andrea Jorgensen
Name of the program/event:
Race Director/Vice President
Marketing Director/Vice President
Technical Director/Vice President
Race Support Director/Vice President
Treasurer
Secretary
Redlands Bicycle Classic
Date(s) of program/event: April 20-24, 2022
Describe the program/event that organization is seeking support for:
(Attach any event/program promotional materials associated with program/event) The Redlands Bicycle Classic, Yucaipa Road Race, will occur as part of the 2022 Redlands Bicycle Classic. The event is a five day professional bicycle race, which has been held for the past 36 years. It is known as one of the top cycling events in the country. In addition, the race includes para cycling events for disabled athletes and youth events for local children. Leading up to the event, professional cyclists visit local schools to promote healthy lifestyle habits and encourage kids to be active and practice safe bicycle riding habits. Each year, cyclists visit approximately 40 schools and see over 12,000 students.
City of Yucaipa Community Activity Grants Application, Rev. 03/20229_ Page 2
Describe how the program/event benefits the residents and/or community of Yucaipa:
The Redlands Bicycle Classic is an all -volunteer organization, managed by the Redlands Bicycle Classic Organizing Committee, comprised of active community members that seek to promote cycling and its benefits in Redlands and the surrounding communities. The event was founded in 1985 by a community group, chaired by then -Mayor Carole Beswick, to promote awareness of downtown Redlands. Since that time, professional cyclists from around the world have been racing the event, which is centered in the city of Redlands, California. The event has expanded to several surrounding communities to expand the original scope of the organization, including the City of Yucaipa.
The event continues today invigorated by the RBC Organizing Committee's adoption of, and commitment to, the events' core virtues of Health, Diversity, and the Environment. As a part of that effort a school visit program has been expanded. This program involves the professional cyclists who participate in the race and help promote the benefits of a healthy and active lifestyle.
The Redlands Bicycle Classic is on the USA Cycling (USAC) Pro Road Tour national calendar of events. As such it brings national attention to local communities.
Program/Event Primary Target Population (check all that apply):
❑O Children or Youth
❑ Low Income
❑ Persons with Disabilities
Number of Residents Projected to Serve: 500
Please identify what your organization is seeking:
Financial Support: L. Yes [ No
❑ Seniors
❑ victims
❑ Welfare Recipients
CJ
$16.25 SEP Fee
Waiver: W1 Yes ❑ No
In -kind Support: Police $ (;, 000 Fire $,1 t2.t0C
Reassigned
Staff $ 101 boo
In -Kind
Total Amount of Request: $_ 1�
Public _
Works $
❑ Women
❑ Homeless
0 Entire Community
CS/Rental $ -8'
Other $ 5 i 5 Explain j�'6,00 0 f eJ'1SSIffh,-4 Nr PD V, �ht,rwhmejit 12,000 for W104C wvvs
�trm-�fi
$16.25 SEP Total Overall
Financial Support Fee Waiver Request
$ $16.25 =$ 1`1��•Z
Provide a detailed description of how the financial support will be used:
Police support will be used to control traffic at various key intersections on the courses. Additional police support will be in the form of motorcycle officers who will provide escort for the rolling enclosure for the professional races.
Public works support will be "as needed" and at the direction of city leadership during the event.
City of Yucaipa Community Activity Grants Application, Rev. 03/202230- Page 3
What other in-kind/financial contributions has your organization received to fund this event/program (separate from City funding)?
In -Kind
Amount
Various sponsors
Total Funds Received To Date:
Total Funds Requested Via Grant Application:
Remaining Balance That Will Be Funded By
Organization:
Financial
Support Amount
Provide City funding received by organization in the past three years (required):
Program In -Kind Financial $16.25 SEP Date
Support Fee Waiver Received
2017 Event
2018 Event
2019 Event
Total Received
CZ1 ❑ 7 $ 7875.00
2 ❑ $ 9687.00
0 ❑ $ 9687.00
I, the undersigned, do hereby attest that the above information is true and correct to the best of my knowledge, and understand that t awarde cial grant amount needs to be spent prior to submitting another grant request.
Executive Director 12/7/2021
Signature Title Date
Date Received:
Amount Funded: $
Type of Grant: ❑ In -Kind
Date City Council received follow up report:
Date Reviewed:
City Council Meeting:
❑ Financial Support
❑ Fee Waiver
City of Yucaipa Community Activity Grants Application, Rev. 03/202231- Page 4
Yucaipa Police Request Form (Exhibit A)
Attachment to the Community Activity Grant Application/SEP Process
CITY OF
Name of Applicant / Organization
Mailing Address:
Phone Number:
Contact:
Applicant Signature:
Fiscal Year: 2021-2022
Date Application submitted: 1 2/7/2021
Redlands Bicycle Classic, Inc
P.O. Box 7880
(909) 963-9099
Marc Shaw
(909) 963-9099
Name Phone Number
mshaw [email protected]
E-mai ddress �
Title: Executive Director
Event Name: Redlands Bicycle Classic
Event Location: Yucaipa (and surrounding cities)
Event Date: 4/21 /2022 Event Time: 0600-1600
Estimated Event Attendance Number: 800
Number of Officers Requested: Sworn Officers:
Dates Officers/COPS Requested. 4/21 /2022
Citizen Patrol (COPS):
Times Officers/COPS Requested: 0600-1 600
Equipment Requested Patrol Car: ❑■ Motorcycle: ❑ Other: ❑ Additional Information: Total number of personnel to be determined once meetings occur between Yucaipa PD, CHP and race personnel
The number of fixed post officers
is likely six and any available COPS volunteers.
Reviewed by:
Signature:
Title:
Total Cost for In -Kind Request:
Date
City of Yucaipa Community Activity Grants Application. Rev. 03/202 L232- Page I
Public Works Department Request Form (Exhibit C)
Attachment to the Community Activity Grant Application/SEP Process Fiscal Year: 2021-2022
Date Application submitted: 1 2/7/2021
SECTIONINFORMATION
Name of Applicant/Organization Redlands Bicycle Classic, Inc Mailing Address: P.O. BOX 7880
Phone Number: (909) 963-9099
Contact: Marc Shaw (909) 963-9099
Name Phone Number
[email protected]
E-ma' ddress � �y
Applicant Signature: /V'•-f" Title. Executive Director
SECTIONINFORMATION
Event Name: Redlands Bicycle Classic
Event location: Yucaipa (and surrounding cities)
Event Date: 4/21 /2022 Event Time: 0600-1600
Estimated Event Attendance Number: 800
Number of Public Works Staff Requested:
Equipment Rentals and Quantity Requested:
❑ Cones ❑ Delineators
Dates Requested: 4/21 /2022
❑ Street Closures
Times Requested:
❑ Signage
0600-1600
Projected Staff Time Expense: $ Equipment Expense: $
Additional Information: The City of Yucaipa normally has Public Works personnel available on the day of the event, however, all cones, barricades, signage is provided by our contracted traffic management company.
Reviewed by:
Signature:
Title:
Total Cost for In -Kind Request:
Date
City of Yucaipa Community Activity Grants Application. Rev. 03/202 L233- Page 1