Agenda Item No. 12
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services Q
FOR: City Council Meeting of October 24, 2022
SUBJECT: Special Event Permit Application — St. Frances Xavier Cabrini Fall Festival RECOMMENDATION:
That City Council approve a Special Event Permit Application submitted by St. Frances Xavier Cabrini to conduct a Fall Festival on Saturday November 5, 2022.
DISCUSSION:
On October 20, 2022, St. Frances Xavier Cabrini (Applicant) submitted a Special Event Permit Application (SEPA) to conduct a Fall Festival (Event) at the church, the details of the SEPA (attachment A) are as follows:
• Event: Fall Festival
• Location: St. Frances Xavier Cabrini Church
• Date: Saturday, November 5, 2022
• Time: 7:00 a.m. to 9:00 p.m.
• Activities: entertainment, food and games, beer and wine garden City staff will continue to work with the Applicant to obtain all necessary documentation and departmental approvals. The Applicant submitted their application three months past the deadline and has been asked to turn future application in at least three months prior to the event.
FISCAL IMPACT:
The applicant has paid the $200 SEPA fee.
Attachment: Speci Event Permit Application
Approved by:
��-
-140-
1X,
Organization and Applicant Information
910-1176-7
❑ Commercial (For -profit) 0 Noncommercial (Non-profit) Tax I.D. #:
Organization
Name
St. Frances Xavier Cabrini
Applicant Name
Luz Lara
Address
12687 California St.
Email
[email protected]
Phone Number
(909)797-2533
On -Site Contact
Luz Lara
Phone Number
(909)797-2533
Event Information
Type of Event: ❑ Athletic/Recreation 0 Festival/Celebration ❑ Outdoor Market ❑ Circus/Carnival
❑Concert/Performance ❑ Parade/Procession/March ❑Other (specify):
Event Title
St. Frances Xavier Cabrini Fall Festival
Event Location
12687 California St. Yucaipa, CA 92399
Event
This is our annual festival to celebrate our Patroness feast day of Description
St. Frances Xavier Cabrini. We have entertainment, food and games for children, youth and adults.
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
11/4/22
0 Set-up El Event Day ❑ Clean-up
8:00 AM
9:00 PM
t�itX�
`"E ❑� Set-up ❑■ Event Day ❑■ Clean-up
7:00 AM
9:00 PM
❑ 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? 0 Yes ❑ No
Total anticipated attendance: 300 Participants:
How many years?2
30 Spectators: _
2]Pa.ge
4 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:
We will have an emergency preparedness table available through the whole day in the festival from 12:00 PM-9:00 PM. The leader taking care of this table is Joe Scarite.
Jose is a retired fire fighter and is CPR certified. Joe's contact number is (951) 217-1984.
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
LAND AND HOUSING SECURITY SERVICE
Name
Contact Name
ANGIE JIMENEZ
Phone Number
909-474-9000
Please describe your security plan including crowd control, internal security or venue safety, or attach the plan to this application:
1 SECURITY WILL BE STANDING BY THE CASHIERS AND THE OTHER
SECURITY PERSON WILL BE WALKING AROUND OUR PREMISES TO MAKE SURE OUR SITE IS SECURED.
Entertainment
Will sound amplification be used? X Yes ❑ No Start time: 12 PM End time: 9:00 PM Are there any musical entertainment features for this event? 0 Yes ❑ No Name of Act
DISTINCT BANDS AND DANCERS INCLUDING: LINE DANCING, JAPANESE, IRISH DANCERS.
Contact Name
LUZ LARA
Phone
Number
9097972533
How many stages? 1 Number of bands? 4 Genre of music: CHR15T'"".TR°"`�""°°� Will fireworks, rockets, or other pyrotechnics be used? ❑ Yes 0 No Company
Name
142-
6.IPage
-
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 z
H. Scaffolding, bleachers,
platforms, stages,
grandstands and related
structures ` mao vehnna
I. Vehicles and/or trailers M.MTM.Pr N
w "
J. Other related event
components not coveredso Xao eo�,
WItT CIWO.Y (oowl Y WTWI
above (describe r,
separately) w
nonaaw C'.,1f'. uY` y'iZr,i un
K. Trash containers and cum-) :o•.xa w":o'na
dump sters °���•~~•�•~°~,..e�
!s-a.a...a. v �'�cM.cxaawro-•S w•�•
L. Non-food vendor locations
M.Food concession and/or
food preparation areas
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. 143
31Page
St Frances X Cabrini Church
Festival November 5, 2022
FIRE LANE
Parking
(not to scale)
C. # 100 spaces
1 r7
FIRE LANE
Break Rm ICS
Office
Rm 17 Itg
Stg
Hall
vc
A/C
First
Break
Rm
Rm
Aid
R"'
6 5
71 t7
,vc
tvc
Rm
Rm
Rm
Rm
4 3
2 1
Grass area
Parish Center
ft
�- O
Bingo
c''.
o0
d�
C ''*
K
First
Aid
2 ECURITY
FFICERS
Ticket
Booth
Rectory
r
a
Ticket
Booth
t�1
MRF. LANE
PLANTERS
Parking
(not to scale)
# 37 spaces
�c
Chape' �/ • ,
y > � C�4rch
n Youth
o Hang
out 4�. o c
V io am •
SOUND SYSTEM
EQUIPMENT
Ticket/ GENERATOR
Raffle Handicapped Parking - 15 space
booth STAGE
FIRE LANE
Parish FIRE LANE
Info booth
GENERATOR.►g
s
Enclosed
FOOD
ovenes
FOOD
BOUNCER
CAR SHOW
Beer
Garden
o
TRASH CON -
LIGHTING
Enclosed
O
r
Beer
•
Garden
c
LIGHTING
COLUMBIETTES
TRASH
1 handicap PKG
CONTAINER Entrance PK
accessible
4— enti
en_
RELIGIOUS ED-
3 PORTABLE trance/
GAMES
VENDOR/CRAFT
RESTROOMS I
ENTRANCE
f—
GENERATOR ENTRANCE
FRONT NORTH
PARKING LOT
LIGHTING
BOUNCER
DNT SOUTH PARKIM
LOT
Contact Name
Phone Number
Describe (indicate dates, times and locations for launching and fallout areas):
Hasa 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: $200.00
* Other Fees may apply (e.g. street closures, Fire Permit/Inspections, utilities, facility rental, etc.)
71PaE'e.
COMMUNITY
D"APPROVED ❑ DENIED
COMMENTS:
FEES:
NAME: J �'
APPROVAL
SIGNATURE: ;'�� ,�%'.+ L�i�1� v��`'" DATE:
DEVELOPMENT
❑ APPROVED ❑ DENIED
COMMENTS:
FEES:
NAME:
SIGNATURE:
APPROVAL
Loy_2111s
COMMENTS:
FEES:
NAME:
SIGNATURE:
APPROVAL
DATE:
DEPARTMENT APPROVAL
❑ APPROVED ❑ DENIED
COMMENTS:
FEES:
NAME:
DATE:
10/11/22, 7:53 AM
PermitContract
Permit
COMMUNITY
SERVICES
�aris
'e
poiio�
$et�terl
City of Yucaipa Community
PHONE:(909) 790-7460
Permit #
R4768
Services
FAX:(909) 790-2589
Status
Tentative
34272 Yucaipa Blvd
EMAIL:[email protected]
Date
Oct 10, 2022 5:36 PM
Yucaipa, CA 92399
Expiration Date
Oct 10, 2023
Organization Name
St. Frances Xavier Cabrini - 402
Customer Type
DNU Non -Profit Res (III)
Organization Address
12687 California St.
Yucaipa, CA 92399
Agent Name
Luz Lara
System User Tish Christian
Organization Phone 1 (909) 797-2533x222
Number
Work Phone Number
(909) 797-2533
Home Phone Number
(909) 705-7955
Email Address
[email protected]
Payer
St. Frances Xavier Cabrini
Rental Fee
$200.00
Discounts
$0.00
Subtotal
$200.00
Deposits
$0.00
Deposit Discounts
$0.00
Total Permit Fee
$200.00
Total Payment
$200.00
Refunds
$0.00
Balance
$0.00
St. Francis XavierFall Event date 1 resource(s) 1 booking(s) Subtotal: $0.00 Booking Summary
START DATE/TIME
I END DATE/TIME
ATTENDEE
I AMT W/O TAX
Nov 5, 2022 7:00 AM
Nov 5, 2022 9:00 PM
330
$0.00
St. Francis Xavier Cabrini Fall Festival -Set-Up
Booking Summary
1 resource(s) 1 booking(s) Subtotal: $200.00
START DATE/TIME I END DATE/TIME I ATTENDEE I AMT W/O TAX Nov 4, 2022 7:00 AM Nov 4, 2022 9:00 AM 50 $200.00
Special Event Fee 1 $200.00 / Each x 1 $200.00
-150-
https://anprod.active.com/yucaipa/ui.do?method=showPermitContract&permit_id=CEBA078C0934 1/2
10/11/22, 7:53 AM
PermitContract
Payment and Refund
RECEIPT # I DATE FEE DESCRIPTION
EVENT I RESOURCE PAYMENT / REFUND
1140026.002 Oct 10, 2022 Special Event Fee 1
St. Francis Xavier Special Event Permits $200.00
Cabrini Fall Festival -
Set -Up
3014242.002 Oct 11, 2022 Special Event Fee 1
St. Francis Xavier Special Event Permits $0.00
Cabrini Fall Festival -
Set -Up
Date:
City of Yucaipa Community Services
Mailing Address: 34272 Yucaipa Blvd, Yucaipa, CA
92399
Phone Number: (909) 790-7460
Fax Number: (909) 790-2589
Email Address: [email protected]
X:
Date:
St. Frances Xavier Cabrini
Customer Type: DNU Non -Profit Res (III)
Customer ID: 27337
Mailing Address:12687 California St., Yucaipa, CA
92399
Organization Phone 1 Number: (909) 797-2533x222
Authorized Agent Name: Luz Lara
Work Phone Number: (909) 797-2533
Home Phone Number: (909) 705-7955
Email Address: [email protected]
-151-
https://anprod.active.com/yucaipa/ui.do?method=showPermitContract&permit_id=CEBA078CO934 2/2