Agenda Item No. 6
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services �'YW
FOR: City Council Meeting of January 9, 2023
SUBJECT: Fiscal Year 2022/2023 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 13, 2023; 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
5. Review and consider the Fiscal Year 2022/2023 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 13, 2023.
On November 7, 2022, representatives from RBC met with City staff to coordinate the details of the 2023 Yucaipa Circuit Race. The following is proposed for City Council review and approval:
• As detailed in the SEP, the 2023 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 Village (+/- 94 miles). The women's race will begin at approximately 11:15 a.m. and will consist 124
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 a request of 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 $7,000 for Sheriff's Department personnel, which will be charged against 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 but will not have a dedicated engine assigned to the event. The in -kind amount requested for fire services required for the event is $250.
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 $400 is estimated to cover the cost of the encroachment permit. • 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 04-13-23/ Expect Delays.
Staff will continue to meet with the applicant to ensure the 2023 event is a success. In addition, RBC has addressed the concerns from the 2022 race, which included a lack of advertising for the City of Yucaipa and a lack of volunteers which brought forth a safety concern.
FISCAL IMPACT:
The following table summarizes the in -kind services and costs associated with the event:
125
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) 7,000.00 4,000.00 Yucaipa Fire Department 250.00
Yucaipa Community Development/Public Works
Encroachment Permit Fees
Event Permit
Total
2,800.00
400.00
200.00
$ 7,850.00 $ 0.00 $ 6,800.00
The FY 2022/23 CAG Fund for in -kind requests has a balance of $9,042.88. If Council approves the in - kind request from RBC, the FY 2022/23 CAG Fund balance for in -kind will be $1,192.88.
Attachments: A: Special Event Permit Application
7 B: Redlands Bicycle Classic, Inc. CAG Application
a
Approved by:
126
Attachment A
APPLICATION
Organization and Applicant Information
❑ Commercial (For -profit) ❑■ Noncommercial (Non-profit) Tax I.D. #:
33-0231753
Organization
Redlands Bicycle Classic, Inc
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 ❑ Concert/Performance
❑ Parade/Procession/March ❑ Other (specify):
Event Title Redlands Bicycle Classic
Event Location Yucaipa (see attached map)
Event This is a multi -day professional bicycle stage race that occurs throughout the region. On this Description 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 2023 will mark the 37th 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
4/13/22
❑■ 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 How many years? 36 Total anticipated attendance: 800 Participants: 300 Spectators: 500 21Page
127
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�Page
128
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:
❑■ City of Yucaipa to handle (cost to be specified)❑ Event to handle 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. Cost for the posting of "No Parking"signs will be specified upon review of the application by Citystaff.
Food and Beverage
Please describe how food will be served at the event:
None
Will food be cooked in the event area? ❑ Yes ❑1 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 4 1 P a g e
129
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 ate site map wnicn cletails streetlignts, portable lignts, and otner illuminating cievices.I 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 rovide the follo ing information.
Company
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 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 comnanv to be on -site. nlease nrovide the following 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 security 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 X No Name ofAct Public Address Announcer only
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
61Page;.
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 maybe 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.)
r
2 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: Wa4,,_g— Date: 11 /7/2022
8 1 P a g e
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USACYCL-22 MRODRIGUEZ
O CERTIFICATE OF LIABILITY INSURANCE
. k-
DATE(M� 2022
z/22/202YYY)
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURERS), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER
CONTACT Fairly Group Certificates
NAME:
PHONE FAX
(A/C, No, Ext): (A/C, No):
Fairly Consulting Group, LLC
1800 S. Washington, Suite 400
Amarillo, TX 79102
ADDRESS: [email protected]
INSURERS AFFORDING COVERAGE
NAIC #
INSURERA:HDI Global Specialty SE
INSURED
INSURER B :
INSURER C :
USA Cycling, Inc.
INSURER D :
210 USA Cycling Point
Colorado Springs, CO 80919
INSURER E
INSURER F :
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
TYPE OF INSURANCE
ADDL
INSD
SUBR
WVD
POLICY NUMBER
POLICY EFF
M IDD/YYYY
POLICY EXP
M/DDIYYYY
LIMITS
A
X
COMMERCIAL GENERAL LIABILITY
EACH OCCURRENCE
$ 1,000,000
CLAIMS -MADE X OCCUR
X
HDGL003700597
12/31/2021
12/31/2022
DAMAGE TO RENTED
PREMISES Ea occurrence
1,000,000
$
MED EXP (Any oneperson)
S Excluded
PERSONAL & ADV INJURY
S 1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER:
GENERAL AGGREGATE
S 3,000,000
POLICY JECT LOC
PRODUCTS -COMP/OP AGG
$ 2,000,000
X OTHER: Per Event
AUTOMOBILE
LIABILITY
COMBINED SINGLE LIMIT
Ea accident
$
BODILY INJURY Perperson)
$
ANY AUTO
OWNED SCHEDULED
AUTOS ONLY AUTOS
BODILY INJURY Per accident
$
PROPERTY accidentDAMAGE
$
AUTOS ONLY AUOTOS ONL�
UMBRELLA LIAB
OCCUR
EACH OCCURRENCE
S
AGGREGATE
S
EXCESS LIAB
CLAIMS -MADE
DED I I RETENTION $
$
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY YIN
SPTEROTH-
ER
ANY PROPRIETOR/PARTNER/EXECUTIVE ❑
OFFICER/MEMBER EXCLUDED?
(Mandatory in NH)
NIA A
E.L. EACH ACCIDENT
$
E.L. DISEASE - EA EMPLOYEE
$
If yes, describe under
DESCRIPTION OF OPERATIONS below
I E.L. DISEASE - POLICY LIMIT
$
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Job 2022-5097
RMGL 03 09 0218 SCHEDULE OF NAMED INSUREDS: Event Organizers and/or Promoters are Named Insureds. It shall be a condition of coverage that all organizers/promoters for whom coverage is afforded under this policy execute a USAC Event Permit Application and coverage will be afforded only for the specific event and date(s) on the permit.
The General Liability policy includes a blanket automatic additional insured endorsement that provides additional insured status to the certificate holder only when there is a written contract between a named insured and the certificate holder that requires such status. Please see attached endorsement CG 20 26 SEE ATTACHED ACORD 101
City of Yucaipa
34272 Yucaipa Boulevard
Yucaipa, CA 92399
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
137
AGENCY CUSTOMER ID: USACYCL-22
LOC #:
MRODRIGUEZ
AFRO
ADDITIONAL REMARKS SCHEDULE
AGENCY
airly Consulting Group, LLC
NAMED INSURED
USA Cycling, Inc.
210 USA Cycling Point
Colorado Springs, CO 80919
POLICY NUMBER
SEE PAGE 1
CARRIER
EE PAGE 1
NAIC CODE
SEE P 1
EFFECTIVE DATE: SEE PAGE 1
ADDITIONAL REMARKS
THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: ACORD 25 FORM TITLE: Certificate of Liability Insurance Description of Operations/Locations/Vehicles:
(4/2013).
Event Number: 2022-5097
Event Name: Redlands Bicycle Classic
Event Location: Yucaipa, CA
Event Date(s): 04/2112022, 04/2212022, 04/24/2022, 04/20/2022, 04/23/2022 Setup Date(s): 04/19/2022
ACORD 101 (2008/01) © 2008 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
138
POLICY NUMBER: HDGL003700597
COMMERCIAL GENERAL LIABILITY
CG 20 26 0413
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - DESIGNATED
PERSON OR ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
Name Of Additional Insured Person(s) Or Organization(s):
Any person or organization that you have agreed to include as an additional insured under an insured contract provided such contract was executed prior to the date of loss.
Information required to complete this Schedule, if not shown above, will be shown in the Declarations.
A. Section II — Who Is An Insured is amended to
include as an additional insured the person(s) or
organization(s) shown in the Schedule, but only
with respect to liability for "bodily injury", "property damage" or "personal and advertising injury"
caused, in whole or in part, by your acts or
omissions or the acts or omissions of those acting
on your behalf:
1. In the performance of your ongoing operations;
or
2. In connection with your premises owned by or
rented to you.
However:
1. The insurance afforded to such additional
insured only applies to the extent permitted by
law; and
2. If coverage provided to the additional insured is
required by a contract or agreement, the
insurance afforded to such additional insured
will not be broader than that which you are
required by the contract or agreement to
provide for such additional insured.
B. With respect to the insurance afforded to these
additional insureds, the following is added to
Section III — Limits Of Insurance:
If coverage provided to the additional insured is
required by a contract or agreement, the most we
will pay on behalf of the additional insured is the
amount of insurance:
1. Required by the contract or agreement; or
2. Available under the applicable Limits of
Insurance shown in the Declarations;
whichever is less.
This endorsement
applicable Limits of
Declarations.
shall not increase the
Insurance shown in the
CG 20 26 04 13
© Insurance Services Office, Inc., 2012
139
.TLL-2e-2212 10:5= A-,; !FGItJFi Nlas-:1
_
-INTSRYAL
949 339 5,032 P.O2
3SVENU's SERVICE
DEPARTMENT OF THS TREASURY
P. O. BOX 250E
CITCIA3ATI, OH 45201
e: Dat1 U L l 6 Zp1z
ED)ployer Identification Number:
33-0231753
DLL
17O53DO4307002
RSDLAMS BICYCLE CLASSIC INC
Contact Person:
PO BOX 7820
PAUL P CAPPEI, II IDN 31665 -
UDLAND9, CA 92375
Contact Telephone Number:
(877) 829-5500 -
Accounting Period Ending:
June 30
Form 990 Required:
Yes
Effective Date of Zxe4vtion:
December 30, 2011
Contribution Deductibility:
No
Addendum Applies:
Yes
Dear Applicant:
We are pleased to inform you that upon review of your application for tax- exerpt status we have determined that you are exempt from Federal income tax under section 501(c)(4) of the Internal Revenue Code. Because this letter could help resolve may questions regarding your exempt ntatus, you should keep it in your permanent records.
Please see enclosed Publication 4221-NC, Coopliance Guide for Tax -Exempt Organizations !Other than 301(c)(3) Public Charities dnd Private Foundations), for some helpful information about your responsibilities as an exempt organizdtiou.
Contr:.butioas tO you are not deductible by donor6 under cectior. 170(c)(2) o£ the Code.
we have sent a copy of this letter to your representative as indicated in your power of attorney.
enclosure, Publication 4221-NC
Sinca�ly,
wx�0.P,
Holly O. Paz
Director, Exempt Organizations
Rulings and Agreements
Letter 948 (DO/Cw
TECE DETE31
99 % P. 03
140
ARTICU. ; 0f INMR20RATION
Ki
REDLANDS BICYCLE CLASSIC, INC.
I
Pltt<D
a w allk. a to swrmq d UMf
a w bow d t.wS'n+ j
OCT 3GIM
UUWA
MAO FQNG M Sec►r o1
The name of this Corporation is REDLANDS 31CYCLZ
, Inc.
II
This Corporation is a nonprofit public benefit
poration and is not organized for the private gain of any son. It is organized under the nonprofit Public Benefit oration Law for public purposes.
The specific purposes for which the Corporation is
nixed includes to roster national and international
our bicycle racing competition and to conduct national
international bicycle racing competitions, races and
bitions, With participation by both amateur and
essional athletes.
�� �'1'1, � - � � � �i'<!•( •�r. :: ,:�6 ,t.: ., yr, tj,i':;�.��•., ;..
i
1 r
I
f
III
I
I
1 The name and address in this State of the Corpora- i
t n's initial agent for service of process is John Holmes, f 3 Cajon Street, Redlands, California 92373.
IV
This corporation is organized and operated exclu-
s vely for fostering national and international sports
71tc
tition purposes within the meaning of Sections
)(3) and 501(j) of the Internal Revenue Code of 1954,
I
amended.
wo substantial part of the activities of this
Corporation shall consist of the carrying on of propaganda. i OF otherwise attempting to influence legislation, nor shall Min Corporation participate or intervene in any political i ctepaign en behalf of any candidate for public office
('neluding the publishing or distributing of statements).
I
V
I ,
The property of this Corporation is irrevocably
dedicated to the purposes s6t forth on Article iI hereof, nd no pert of the net income or assets of this Corporation hall ever inure to the benefit of any director, trustee, -2-
34 f
AA /qGl -;q4,4 e g7r)TAN-4q I ngATR Innn 142 X;PT T7.F ci Tf. TT :9 T PAR7. IF, T /F,GI
r
fifer Or member of this Corporation, or to the benefit of other individual.
Upon the Winding up and dissolution of this Corpo-
tion, and after paying and adequately providing for the is and liabilities of the Corporation, the assets of this tion shall be distributed to the City of Redlands,
alifornia, a political subdivision of the State of
alifornia, or to any successor organization which is
rganiaed and operated exclusively for public o: charitable urposes, or for the fostering of national and international aateur sports, and which has established its tax-exempt tatus under Section 501(c)(3) of the internal Revenue Code f 1954, as amended.
October 29, 1986
CM0156
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BICYCLE CLASSIC
City of Yucaipa
34272 Yucaipa Boulevard
Yucaipa, CA 92399
Dear Elected Officials and City Staff:
On behalf of the Redlands Bicycle Classic Committee, we are excited to approach the City of Yucaipa with our intent to conduct the Redlands Bicycle Classic in your city on April 13, 2023, and throughout the region from April 12-16, 2023.
Certainly, the world looked different in 2022 when we returned "post -pandemic." We experienced a few logistical challenges last year, however, we are confident that subsequent meetings with city staff and several adjustments within our organization leave us better prepared for 2023. We remain committed to hosting this nationally renowned cycling competition and community event in a safe and responsible manner, while bringing recognition and revenue to the city. In exchange, we are soliciting the support of the City's leadership through their waiver of the costs and fees associated with our event.
We fully understand and support the City Council's focus on fiscal responsibility. With that, we remain confident that you will continue to see that the value of the Classic far exceeds the costs incurred. In terms of value, we realize it is very difficult to quantify a specific dollar amount associated with many of the benefits this event provides. However, I would like to take a moment to share the following perspective on what the Classic means to our communities.
Value to the Citv
The positive exposure to the city is extensive and difficult to measure. Marketing the Classic translates into marketing the City of Yucaipa. Our in -kind media sponsor partnerships include a large cross section of all media capacities, and our message reaches hundreds of thousands of viewers, with total media impressions in the millions. Our partnerships with twelve inland area radio stations and local news groups, including the Redlands Community News, Yucaipa News Mirror, San Bernardino Sun and Redlands Magazine focus on inviting spectators to come to the region to enjoy our famous hospitality, while watching an exciting world -class event and inviting them to patronize our local hotels, restaurants and stores.
Additionally, the Classic is covered by every local news organization in an editorial capacity with stories and images from each day's events. It is well known throughout the media circles, and it is a "must cover" event. We have worked diligently to increase the exposure for the City of Yucaipa through the Classic.
Value to local businesses
Many Yucaipa businesses benefit from the participants, their families and spectators who travel here from out of the area. Whether they are staying with local host families, dining in restaurants, purchasing fuel, or shopping in local stores, Yucaipa businesses enjoy an uptick in business when the Classic comes to town.
P.O. Box 7880 Redlands, CA 92375 www.redlandsclassic.com 144
Value to the community
In addition to providing the United States with a top-notch professional cycling event, the Classic provides so much more. We offer the opportunity for people of all ages to experience the thrill of an exceptionally organized event. Our school visit program allowed professional cycling teams to visit 30 schools and see 13,000 children in 2022.
Our partnership with the city of Yucaipa has been tremendous over the years and we sincerely appreciate the relationship we have developed. We have worked diligently with each of the city departments to minimize the impact the event has on their operations. We provide Race Marshals to reduce traffic control expenses by the Police Department. We provide doctors from Loma Linda Medical Center to lessen the impact on the Fire Department. Lastly, we coordinate with Public Works in order to have signs, barricades and traffic control at key locations.
As we embark upon the 37th edition of this event, your support and investment are key in the continued success of the Classic. We feel strongly that the Classic is a part of what makes our communities special, and we are very proud to have a small part of making this community a wonderful place to call home. In closing, on behalf of the 500 community volunteers that make up our team, I thank you for your continued support in 2023.
Sincerely,
WM'c'g-
Marc Shaw, Executive Director
Redlands Bicycle Classic, Inc.
145
Fiscal Year:
Date Application submitted:
Submit to:
City of Yucaipa
General Services/City Clerk Department
34272 Yucaipa Blvd.
Yucaipa, CA 92399
Attn: Kimberly Everts
Attachment B
COMMUNITY ACTIVITY GRANT
FINANCIAL / IN -KIND / FEE WAIVER
APPLICATION
2022-2023
l /4/2023
Received
City Of Yucaipa
JAN 0 4 2023
Genera! Services/
City ClEr k's Department
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.
Name of Applicant/Organization:
Applicant/Organization Mailing Address:
Redlands Bicycle Classic, Inc
P.O. Box 7880 Redlands, CA 92375
Applicant/Organization Phone Number: (909 ) 963-9099
Contact (1) Marc Shaw (909 ) 963-9099
Contact (2)
Name Phone Number
[email protected]
E-mail address
Ed Purves
Name
(909 ) 208-5352
Phone Number
[email protected]
E-mail address
SECTION 2 - ELIGIBILITY REQUIREMENTS:
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? ❑ ✓❑ 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. 03/2022 146 Page I
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)?
✓❑
❑
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? 25+ 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.? ❑
❑✓
If yes, please describe:
Names and Titles of Officers and Board of Directors: (Please attach an organization chart, if available) Marc Shaw President / Executive Director
Eric Reiser
Craig Kundig
Ed Purves
Colleen Gamboa
Melissa Valdez
Andrea Jorgensen
Vice President
Vice President
Vice President
Vice President
Treasurer
Secretary
Name of the program/event: Redlands Bicycle Classic
Date(s) of program/event:
April 12-16, 2023
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 2023 Redlands Bicycle Classic. The event is a five day professional bicycle race, which has been held for the past 37 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. 03/2022 147 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):
❑- Children or Youth
❑ Low Income
❑ Persons with Disabilities
Number of Residents Projected to Serve: 500
Please identify what your organization is seeking:
Financial Support: ❑ Yes ✓❑ No
1W
SEP Fee
Waiver: Z Yes ❑ No
❑ Seniors
❑ Victims
❑ Welfare Recipients
Public �J
In -kind Support: Police $'�oo� 1, too Fire $ zso.00 Works $ 2-50nn Reassigned !QU . 0 0
Staff $ Other $ �-7s-eo- Explain
$144_5-SEP
In -Kind Financial Support Fee Waiver
Total Amount of Request: $A675.90- $ $ rer•?5
Provide a detailed description of how the financial support will be used:
❑ Women
❑ Homeless
❑ Entire Community
CS/Rental $
Total Overall
Request
_ $,9L21-25
l"650, 00
Police support will be used to control traffic at various key intersections on the course (see attached maps) and officers who will provide escort for the rolling enclosure of the professional races.
Public works support will be for the placement of warning signs prior to event.
City of Yucaipa Community Activity Grants Application, Rev. 03/2022 148 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:
Provide City funding received by organization in the past three years (required):
Program In -Kind Financial $16.25 SEP Date
Support Fee Waiver Received
2022 Event
2019 Event
2018 Event
Financial
Support Amount
Total Received
$ 9691.25
❑✓ ❑ ❑✓ $ 9687
❑ ❑✓ $ 9687
I, the undersigned, do hereby attest that the above information is true and correct to the best of my knowledge, and understand that thq awarded financial grant amount needs to be spent prior to submitting another grant request.
Executive Director 1/4/2023
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. 03/2022 149 Page 4
Public Works Department Request Form (Exhibit C)
Attachment to the Community Activity Grant Application/SEP Process Fiscal Year: 2022-2023
Date Application submitted: 1 /4/2023
SECTION' 1' 1
Name of Applicant/Organization Redlands Bicycle Classic, Inc.
Mailing Address: P.O. Box 7880 Redlands, CA 92375
Phone Number: (909) 963-9099
Contact: Marc Shaw (909) 963-9099
Name Phone Number
[email protected]
E-mail 4ddress
Applicant Signature: 441—�— Title: Executive Director
SECTIONINFORMATION
Event Name: Redlands Bicycle Classic
Event location: Yucaipa (and surrounding areas)
Event Date: 4/13/2023 Event Time: 0600-1600
Estimated Event Attendance Number: 800
Number of Public Works Staff Requested:
Equipment Rentals and Quantity Requested:
❑ Cones ❑ Delineators ❑ Street Closures ❑ Signage
Dates Requested: 4/13/2023 Times Requested: 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 and signage will be provided by RBC's contracted traffic management company.
Reviewed by:
Signature:
Title:
Total Cost for In -Kind Request. -
Date
City of Yucaipa Community Activity Grants Application, Rev. 03/2022 150 Page 1
Yucaipa Police Request Form (Exhibit A)
Attachment to the Community Activity Grant Application/SEP Process Fiscal Year: 2022-2023
Date Application submitted: 1 /4/2023
Name of Applicant/Organization Redlands Bicycle Classic, Inc.
Mailing Address: P.O. Box 7880 Redlands, CA 92375
Phone Number: (909) 963-9099
Contact: Marc Shaw (909) 963-9099
Name Phone Number
[email protected]
E-mail address
Applicant Signature: wart Ug— Title: Executive Director Event Name: Redlands Bicycle Classic
Event Location: Yucaipa (and surrounding areas)
Event Date: 4/13/2023 Event Time: 0600-1600
Estimated Event Attendance Number: 800
Number of Officers Requested: Sworn Officers:
Dates Officers/COPS Requested: 4/1 3/2023
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 during meetings with Yucaipa Police Department, CHIP and RBC personnel. The number of fixed post officer is likely six, in addition to one or two lead vehicles and Citizen Volunteers.
TO BE COMPLETED BY YUCAIPA POLICE
Reviewed by:
Signature:
Title:
Total Cost for In -Kind Request:
Date
City of Yucaipa Community Activity Grants Application, Rev. 03/2022 151 Page 1
Yucaipa Fire Request Form (Exhibit B)
Attachment to the Community Activity Grant Application/SEP Process CT' OF
Name of Applicant / Organization
Mailing Address:
Phone Number:
Contact:
Applicant Signature:
Fiscal Year: 2022-2023
Date Application submitted:
1 /4/2023
Redlands Bicycle Classic, Inc.
P.O. Box 7880 Redlands, CA 92375
(909) 963-9099
Marc Shaw
Name
(909) 963-9099
Phone Number
[email protected]
Za4_'c'l address -- Title: Executive Director
Event Name: Redlands Bicycle Classic
Event Location: Yucaipa (and surrounding areas)
Event Date: 4/13/2023 Event Time: 0600-1600
Estimated Event Attendance Number: 800
Number of Fire/EMS Requested:
Dates Requested: 4/1 3/2023 Times Requested: TBD
Additional information: Ongoing discussions with Fire Chief and related fire personnel in preparation for the event and on race day.
Reviewed by:
Signature:
Title:
Total Cost for In -Kind Request:
Date
City of Yucaipa Community Activity Grants Application, Rev. 03/2022 152 Page 1