Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Megan Wolfe, Community Services Director
Ryan Miller, Housing and Economic Development Analyst
FOR: City Council Meeting of July 24, 2023
SUBJECT: Special Event Permit Application - Pumpkin Patch LLC RECOMMENDATION:
That the City Council approve the Special Event Permit Application, submitted by the Pumpkin Patch LLC, to hold a family live music concert on Sunday, August 13, 2023, at the Live Oak Pumpkin Patch and Tree Farm, located at 32335 Live Oak Canyon Road.
DISCUSSION:
The City has received a Special Event Permit Application (SEP) from the Pumpkin Patch LLC (Applicant) to hold a family live music concert (Event) on Sunday, August 13, 2023, from 2:00pm to 11:00pm, at the Live Oak Pumpkin Patch and Tree Farm (Facility).
The Event will include food vendors, live bands, limited rides, and a beer garden.
The Event will be ticketed and the Applicant is anticipating approximately 2,000 people in attendance. The Applicant will have security onsite during the event and will provide parking attendants to assist with onsite parking for all attendees.
Staff will work with the Applicant to ensure that all of the requirements of the SEP are completed.
If the Applicant does not complete all of their commitments, the SEP will be rescinded.
FISCAL IMPACT:
There is no fiscal impact to the City as a result of this Council action. The applicant will be responsible for all costs associated with the requirements of the SEP.
Attachments:
1 - Special Event Permit Application
2 - Event Flyer
Approved by:-
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ATTACHMENT 1
WELCOME TO THE CITY OF YUCAIPA
Thank you for your interest in hosting a Special Event in the City of Yucaipa. The Community Services Department
created this application to help you host a successful and exciting event here in Yucaipa. Please review and complete the following application in accordance with the provided information. A special event in the City of Yucaipa is
defined as a "Carnival", "Community Celebration", or
"Outdoor Festival" which includes the use of amplified
sound and/or estimated attendance equal to or exceeding 300 people on City or private property. Except as otherwise provided by state law, no person or entity shall operate, maintain, conduct, advertise, or provide admission for any temporary special event within the City of Yucaipa without possessing a permit for each such temporary special event (Ord. No. 384).
CITY OF
PROCEDURES
A complete permit application may be filed as early as one (1) year before the event, but it must be received no later than three (3) months before the actual event date. Any organized activity involving the use of, or having impact upon, public property, facilities, public parks, sidewalks or street areas requires a permit. Applicants requesting a waiver of fees or services must submit their application a minimum ofsix(6) months in advance.
The permit application process begins when you submit a complete Special Event Permit application. Keep in mind that acceptance of your application should in no way be construed as final approval or confirmation of your request. Upon receipt of your application, the Special Events Supervisor will help guide you through the permit process. Copies of the application are forwarded and reviewed by all affected departments and/or agencies. During the review process, you will be notified if your event requires any additional information, permits, licenses or certificates. During our initial application screening process, you will be allowed time to provide us with all pending documents. We must receive these items before issuing a Special Event Permit (i.e., certificates of insurance, secondary permits, etc.). Delays in providing these items often delay our ability to finish our review and approve your application in a timely manner. Special Event Permits can be approved administratively by City management under specific limited criteria. Events that exceed those criteria will require the approval of City Council:
City Management/Administ ative Approval RECEIVED
• Estimated attendance��999 persons
• Amplified Sound (excluding Special Event Facilities) JUL 19 2023 City Council Approval CITY
OF
• Estimated attendance 1000+ persons YUCAIPA
• Alcohol Service (excluding Community Centers and YPAC) • Street Closure - traffic management
• Fee Waiver/Co-Sponsorship/In-Kind (Community Activity Grant Application required)
APPLICATION
11Page
Organization and Applicant Information
'E9_Commercial (For -profit) ❑ Noncommercial (Non-profit) Tax I.D. #:
Organization
Name
Applicant Name
© T �.
Address
Email
Phone Number
On -Site Contact
-
Phone Number
✓ _ _
Event Information
Type of Event: ❑ Athletic/Recreation ❑ Festival/Celebration ❑ Outdoor Market ❑ Circus/Carnival
',Concert/Performance ❑ Parade/Procession/March ❑Other (specify):
Event Title,
-�
Event Location
Event
Description
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
2�
KSet-up ❑ Event Day ❑ Clean-up
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❑ Set-up REvent Day ❑ Clean-up
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❑ Set-up ❑ Event Day ;Clean-up
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❑ Set-up ❑ Event Day ® Clean-up
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❑ Set-up ❑ Event Day ❑ Clean-up
❑ Set-up ❑ Event Day ❑ Clean-up
Has this event taken place before? [,Yes ❑ No How many years? Total anticipated attendance: 1 152' Participants:Spectators:�C 2 1 P a g e
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 :•i
platforms, stages,
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grandstands and related
0 structures
I. Vehicles and/or trailers „�-�"
J. Other related event ,,,.- a�""
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)
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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
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:
ti cD Ct_e�i o
Indicate how this closing/reopening of streets will be handled:
❑ City of Yucaipa to andle (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:
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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 bespecified upon review of the application byCitystaff.
Food and Beverage
Please describe how food will be served at the event:
U`tiz
Will food be cooked in the event area? t,Yes ❑ No
Method: ❑ Gas ❑ Electric ❑ Charcoal �a Other (specify):'?_�dr,164A `� _T 1'c�f Does the event involve the sale or use of alcoholic beverages? RYes ❑ 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?/RYes [:]No 4 1 P a g e
Company
Name
Contact Name
Phone Number_- ?
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 details streetlights, portable lights, and other illuminating devices. f f1 �,� �.e2.�'� � c-►�- �; �l �� ice; � �
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 followinL- information.
Company
Name
��--
Contact Name
Phone Number
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If not hiring a professional sanitation company, please provide the following information for the nersonfsl 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 followina information:
Company
Name
Contact Name
Phone Number
cip5-Z .-... �-
5IPage
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:
Oq't-A
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 Drofessional securitv orcanization hired for this event? I 4Yes 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:
Entertainment
Will sound amplification be used? Yes ❑ No Start time: 82 1121-t End time: � LL-( Are there any musical entertainment features for this event? 2 Yes ❑ No Name of Act
1� -
Contact Name,
y
Phone
Number
C-0 CI
How many stages? I Number of bands? � Genre of music:
Will fireworks, rockets, or other pyrotechnics be used? ❑ Yes °4No Company
Name
6 1 P a g e
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 P� 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.)
7 1 P a g e
Application Checklist
E,Completed Application
Certificate of liability insurance
��.��r ��❑ 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: e&-)> . c� Signati� ti `6ate:
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8 1 P a g e
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