Agenda Item No. 5
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM:, Megan Wolfe, Director of Community Services
P6UP�ity
FOR: Council Meeting of March 28, 2022
SUBJECT: Yucaipa Equestrian Arena Committee; Rodeo Updates RECOMMENDATION:
That City Council:
1. Approve the revised Special Event Permit Application submitted by the Yucaipa Equestrian Arena Rodeo Committee to conduct the 2022 Yucaipa Rodeo on Friday, April 1, 2022, and Saturday, April 2, 2022; and
2. Direct staff to revise the traffic control plan accordingly.
BACKGROUND:
On November 22, 2021, City Council:
1. Approved the Special Event Permit Application submitted by the Yucaipa Equestrian Arena Rodeo Committee to conduct the 2022 Yucaipa Rodeo on Friday, April 1, 2022, and Saturday, April 2, 2022; and
2. Approved the City's Co-sponsorship for the 2022 Yucaipa Rodeo to include use of City - owned equipment and provide City, Police and Fire personnel; and
3. Waived the Special Event Permit Application fee of $16.25; and
4. Authorized the City Manager to execute and administer the terms of the contract with Alex Hauser in the amount of $57,695; and
5. Amended the Fiscal Year 2021/2022 Budget to increase expenses and revenues by $21,695; and
6. Authorized the Yucaipa Equestrian Arena Rodeo Committee to use the City -owned vacant lot located directly across from the Yucaipa Equestrian Center, on California Street, for parking; and
1 -22-
7. Approved a temporary four-way stop at the intersection of California Street and Avenue G, to improve pedestrian access; and
8. Approved the 2022 Rodeo layout and associated street closures; and
9. Waived the provisions of Yucaipa Municipal Code Section 12.06.030 (A) and (D), regarding overnight camping, for the duration of the event.
DISCUSSION:
Beginning on November 3, 2021, City staff has met, monthly, with the Rodeo Planning Committee (RPC) to discuss the details of the 2022 Yucaipa Rodeo (Event). This two-day Event is scheduled to be held on Friday, April 1, 2022, from 4:00 p.m. to 10:00 p.m., and Saturday, April 2, 2022, from 2:00 p.m. to 10:00 p.m., at the Yucaipa Equestrian Center (Facility), located at 13272 California Street.
On March 10, 2022, an Event planning meeting was held at City Hall. During the meeting, RPC notified staff the number of maximum people anticipated to attend the Event increased from 3,500 to 4,500, due to an available seating capacity increase. The attached Special Event Permit Application indicates the revision (Attachment A).
The City -owned vacant lot across the street from the Facility and the outer lanes of California Street, in both directions, were approved in the original temporary traffic control plan but will not provide adequate parking for the increased number of attendees. If Council approves the increase in number of participants, Engineering staff will revise the temporary traffic control plan to include offsite parking at Active Church located at 12954 Byrant St. OmniTrans will provide a shuttle service to and from the Active Church parking lot with additional signage. In addition, two additional Yucaipa Sheriff Deputies will be needed for the Event to assist with Event safety. Police services are considered in -kind, and upon Council approval, will be part of the City's sponsorship for the Event.
Staff are scheduled to meet with RPC on March 29, 2022, for a final planning meeting.
FISCAL IMPACT:
The net proceeds from the 2022 Rodeo (less startup costs for ensuring the 2023 Rodeo) will be paid to the City to offset the costs for the purchase and installation of lighting in the arena. The remaining $25,000 reimbursement for their cost share of the cover itself and the $5,000 annual payment will start next year.
Attachment: A) Special Event Permit Application
B) Traffic Control Plan
C) Parking Exhibit
D) R deo Site Plan
Approved by:
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APPLICATION Attacnrrient A
Organization and Applicant Information
❑ Commercial (For -profit) ❑■ Noncommercial (Non-profit) Tax I.D. #:
33-0769660
Organization Name
Yucaipa Valley Rodeo Committee
Applicant Name
JR Allgower
Address
13272 California Street, Yucaipa CA 92399
Email
[email protected]
Phone Number
(951)316-7960
On -Site Contact
Jim Butler
Phone Number
(909)239-8810
Event Information
Type of Event: ❑Athletic/Recreation ❑Festival/Celebration ❑Outdoor Market ❑Circus/Carnival ❑Concert/Performance ❑ Parade/Procession/March ❑■ Other (specify): Rodeo/Western Days Event Title (Yucaipa Rodeo I
Event Location (Yucaipa Equestrian Center
Event Description Two day Rodeo with 6 events each day that include bill riding, bronc busting, team roping, calf roping, barrel racing, and mutton busting. This will be a ticketed event with a beer garden and food and merchadise vendors.
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
3/29/2022
■❑ Set-up ❑ Event Day ❑ Clean-up
8:00 a.m.
10:00 P.M.
3/30/2022
Set-up ❑ Event Day ❑ Clean-up
8:00 a.m.
10:00 P.M.
3/31/2022
■❑ Set-up ❑ Event Day ❑ Clean-up
8:00 a.m.
10:00 P.M.
4/1/2022
❑ Set-up ❑■ Event Day ❑ Clean-up
4:00 p.m.
10:00 P.M.
4/2/2022
❑ Set-up ❑■ Event Day ❑ Clean-up
2:00 p.m.
10:00 P.M.
4/3/2022
❑ Set-up ❑ Event Day X Clean-up
8:00 a.m.
1 10:00 p.m.
Has this event taken place before? ❑■ Yes ❑ No
Total anticipated attendance: 4545 Participants:
How many years?2
45 Spectators: 4500
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, platforms, stages, grandstands and related structures I. Vehicles and/or trailers
J. Other related event components not covered above (describe separately) K. Trash containers and dumpsters
L. Non-food vendor locations
M.Food concession and/or food preparation areas
N. Potable toilet location(s)
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:
Close California St. south of Wildwood Canyon Rd., California St. north of Ave. H, Close Ave G east of 3rd Street. We would like to the same traffic control plan as 2019.
Indicate how this closing/reopening of streets will be handled:
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:
Ave G east of 3rd and west of California St.
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:
Food will be served by food vendors.
Nill food be cooked in the event area? ❑■ Yes ❑ No
VV 111 U�.JUQIC II IIV VIIIiC ICI.ICVCU.
Method: ❑E 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? Yucaipa Valley Lions Club will serve and sale alcohol. Yucaipa Rodeo Committee volunteers will manage entrance and exit locations making sure no one leaves or comes in with an alcoholic beverage.
Who will be handling the alcohol sales?
Yuacipa Valley Lions Club
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 Diamond Environmental
Contact Name
Phone Number (760)744-7191
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 JVI IIL.11 UCId HzJ Z)LI CClllb'I ILA, [Jul Ld LJIC I18 ILZ), dl IU LJU ICI IIIUIIIII Id LII Ir' UCVRA=C ,.) Two light towers will be placed inside the venue
One light tower will be placed inthe parking lot.
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 onowing information.
Company Name Burrtec ( 1 roll off for trash, 1 recycle, 1 small roll off for animal waste) Contact Name
Phone Number
If not hiring a professional sanitation company, please provide the following information for the )erson(s) responsible for waste removal.
Contact Name
Phone Number
Cal Fire/Medical
In case of an emergency, the on -site contact will call 9-1-1. If event requires an ambulance companv to be on -site, please provide the followine information:
Company Name
Yucaipa Fire
Contact Name
Phone Number
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:
Engine onsite staffed with at least one paramedic during event hours.
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 security organization hired for this event? ❑ Yes ❑■ 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:
Police Command station is being requested for the event, in addition, to at least one deputy and the mounted posse.
Entertainment
Will sound amplification be used? ❑E Yes ❑ No Start time: 6pm/5pm End time: 10pm/10pm 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):
Has a permit been issued: U Yes U No
(Note: Additional permits may be required as indicated by staff. These include, but are not limited to, Conditional Use 14 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
❑E 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
J R Allgower signature: Date: 3/16/22
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WEST SIDE OF CALIFORNIA STREET
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2b WEST SIDE OF CALIFORNIA STREET
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EAST SIDE OF CALORNIA STREET
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