Agenda Item No. 15
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services
FOR: City Council Meeting of October 24, 2022
SUBJECT: Yucaipa Equestrian Arena Committee; Rodeo
RECOMMENDATION:
That City Council:
1. Approve the revised Special Event Permit Application submitted by the Yucaipa Equestrian Arena Rodeo Committee to conduct the 2023 Yucaipa Rodeo on Friday, March 31, 2023, and Saturday, April 1, 2023; and
2. Approve the City's Co-sponsorship for the 2023 Yucaipa Rodeo to include use of City owned equipment, City -owned vacant lot directly across California Street, shuttle service and provide Public Works, Community Services, Police and Fire personnel; and
3. Waive the Special Event Permit Application fee of $200; and
4. Award and authorize the City Manager to execute and administer the terms of the contract with Alex Hauser in the amount of $80,000; and
5. Authorize a budget adjustment in the amount of $40,000 to increase Rodeo expenses and revenues in the special events division of the Community Services Department during the FY 2022/2023; and
6. Review and approve the associated street closures and traffic control plan for the 2023 Rodeo; and
7. Waive the provisions of Yucaipa Municipal Code Section 12.06.030(A) and (D), regarding overnight camping, for the duration of the event.
DISCUSSION:
City staff met with the Rodeo Planning Committee (RPC), to discuss the details of the 2023 Yucaipa Rodeo (Event). The attached Special Event Permit Application (SEPA) proposes a two- day Event on Friday, March 31, 2023, from 4:00 p.m. to 10:00 p.m. and Saturday, April 1, 2023, from 2:00 p.m. to 10:00 p.m. at the Yucaipa Equestrian Center (Facility), located at 13272 California Street (Attachment A).
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The Event will include the following:
• Rodeo - bareback riding, bronc riding, team roping, calf roping, barrel racing and bull riding.
• Beer and Wine Garden
• Food and merchandise vendors
• Rodeo Queen Pageant
The Rodeo will take place in the arena portion of the Facility and will be operated by Alex Hauser, contingent upon Council approval. Staff will work with Alex Hauser to solidify the terms of the agreement. The Beer and Wine Garden will be operated by the Lion's Club and will include two pouring stations. Food and merchandise vendors will be coordinated by the RPC and located in the Facility parking lot.
To accommodate the large number of possible attendees, RPC is requesting the use of the City - owned vacant lot across the street from the Facility and the closure of the second, or outer, lanes of California Street in both directions for use as diagonal parking. The traffic control plan is the same as the 2022 Event traffic control plan and includes a temporary 4-way stop intersection at California Street (Attachment B). In addition, like last year, staff will work with local businesses and/or churches to secure offsite parking. Community Services staff will provide a shuttle service to and from the Facility by using the senior transportation vans. City -owned electronic message boards and other traffic management practices will be used to make vehicles aware of the pedestrian crossing.
RPC is also requesting overnight camping be allowed at the Facility for the rodeo operator and competitors. Pursuant to Yucaipa Municipal Code (YMC) Section 12.06.030, Sub -Section (A) and (D) (Attachment D), "It is unlawful for overnight camping in public places. Contingent upon City Council approval, RPC shall decide who will be allowed to camp on the premises; however, campers will be required to camp in self-contained recreational vehicles.
Staff will assist with the marketing and promotion of the Event. Flyers will be available at City facilities and information will be posted on City social media and electronic message boards.
RPC has requested the use of City tables and chairs, easy -ups, generators, electrical spider boxes, portable lights, signage, trash, and Community Services, Public Works, Police and Fire personnel. If approved, staff will work with RPC to provide the requested items. All items are considered in -kind and upon Council approval will be part of the City's sponsorship for the Event.
Staff will continue to meet with RPC until the Event.
FISCAL IMPACT:
Upon conclusion of the 2023 Event RPC will pay the City the remaining $25,000 reimbursement cost for their share of the Dottie Potter Arena cover. In addition, RPC will pay a $5,000 annual payment, which will go towards arena maintenance costs.
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Attachment: A) Special Event Permit Application
B) Traffic Control Plan
C) odeo Site Pl n
Approved by:
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Attachment 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 El Parade/Pro cessio n/M arch ❑■ Other (specify): Rodeo Event Title
Yucaipa Rodeo
Event Location
Yucaipa Equestrian Center
Event
Two day Rodeo with 6 events each day that include bull riding, Description
bronc busting, team roping, calf roping, barrel racing, and mutton busting. This will be a ticketed event with a beer garden and food and merchandise 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
March 30
❑■ Set-up ❑ Event Day ❑ Clean-up
All Day
March 31
❑ Set-up W Event Day ❑ Clean-up
4:00 p.m.
10:00 P.M.
April 1
❑ Set-up Event Day ❑ Clean-up
2:00 p.m.
10:00 P.M.
April 2
❑ Set-up ❑ Event Day ❑ Clean-up
All Day
❑ Set-up ❑ Event Day ❑ Clean-up
❑ Set-up ❑ Event Day ❑ Clean-up
Has this event taken place before? 0 Yes ❑ No
Total anticipated attendance: 4500 Participants
How many years? 3
50 Spectators:4450
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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)
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. 3 1 P a g e
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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:
Use same Traffic Control Plan as 2022. Close California St. south of Wildwood Canyon Rd., California St. north of Ave. H, Close Ave G east of 3rd Street.
Indicate how this closing/reopening of streets will be handled:
❑■ City of Yucaipa to handle (cost to be specified) ❑ 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. Cost for the posting of No Parking"signs will be specified upon reviewof the application by Citystaff.
Food and Beverage
Please describe how food will be served at the event:
Food will be served by food vendors.
IVill food be cooked in the event area? 0■ Yes ❑ No
Method: ❑■ Gas X 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?
Yucaipa 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? F Yes ❑ No 4 � P a g 'e ,., I I i i� iI I I! ilq i I III ICI II I it rri i P I i "� I{II II II � li Iii�ill ilU �Ir � Ji ' yi it i �I.i ills l� 40
r, I
Company Diamond Environmental
Name
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 which cletails streetlights, portable lights, and other illuminating clevices.
Two light towers will be placed inside the venue
One light tower will be placed in the 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 rovicie the tonowing information.
Company gurrtec (1 roll off for trash, 1 recycle, 1 small roll off for animal waste) Name
Contact Name
Phone Number
If not hiring a professional sanitation company, please provide the following information for :heperson(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 comnanv to be on -site. please provide the followine information:
Company
Name
Yucaipa Fire
Contact Name
Phone Number
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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 on site 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 securitv organization hired for this event? n Yes n No Company
Yucaipa Police
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 five deputies and the mounted posse.
Entertainment
Will sound amplification be used? ❑ Yes ❑ No Start time: End time:
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 X No Company
Name
6lPage
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Contact Name
Phone Number
Describe (indicate dates, times and locations for launching and fallout areas):
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: $200.00
* Other Fees may apply (e.g. street closures, Fire Permit/Inspections, utilities, facility rental, etc.)
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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.
NameTll'YI�U LG l l
Signature: Date: ,
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Attac
ADDITIONAL CMS BOARD
for off site
parking and shuttle
information
Wildwood Canyon Road
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DIRECTION OF
TRAFFIC MOVEMENT
(66 Parking Stalls)
TOTAL PARKING STALLS: 946
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FERAL GUIDELINES FOR PARKING STALL LAYOUT
OAVENUE G PARKING LOT
(687 Parking Stalls)
Za WEST SIDE OF CALIFORNIA STREET
(59 Parking Stalls)
2b WEST SIDE OF CALIFORNIA STREET
(33 Parking Stalls)
EAST SIDE OF CALORNIA STREET
38 SOUTH OF PARK ENTRANCE
(42 Parking Stalls)
VIP/ADA EAST SIDE OF CALIFORNIA
3b STREET NORTH OF PARK ENTRANCE
(59 Parking StallsnA ) -
CALIFORNIA AT AVENUE H
CLEARED PATH OF TRAVEL FOR
CCESS ALONG CALIFORNIA STREET
REQUIRED TO HAVE 20 ADA STALLS OF WHICH
3 MUST HAVE VAN LOADING AREA
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PARKING -
PASS BOOTH
250 LF BETWEE
OSIGNS (TYP.)
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PARKING SIGNAGE
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11 VIP PARKING
4 FOOT WALKWAY
BETWEEN PARKING SPACES
CURB/GUTTER
ADA PARKING SPACES
AND ADA GOLF CART
LOADING AREA
ar>fall ,
`R1-1 WITH BEACON
4 EACH (2 NB AND 2 SB)
"LOADING ZONE"
120 L.F.
❑I BLOCKADE
ROAD A ', (TO BE REMOVED AT END OF EVENT EACH
CLOSED
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offsite parking, also added at
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View Street
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parking area
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APPROACH (TYP.)
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