Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services W W
FOR: City Council Meeting of August 14, 2023
SUBJECT: Special Event Permit Application— Yucaipa Elks Lodge #2389 RECOMMENDATION:
That the City Council:
1. Approve a Special Event Permit Application submitted by Yucaipa Elks Lodge 92389; and
2. Approve the closure of Avenue A east of 2nd Street and west of 1" Street; and
3. Waive the Special Event Permit Application Fee of $200.
DISCUSSION:
On July 27, 2023, Yucaipa Elks Lodge #2389 (Applicant) submitted a Special Event Permit Application (SEPA) to conduct a 9/11 Remembrance Ceremony, the details of the SEPA (attachment A) are as follows:
• Event: 9/11 Remembrance Event
• Location: 12265 2°d Street
• Date: Sunday, September 10, 2023
• Time: 8:00 p.m. to 1:00 p.m.
• Activities: Ceremony for the remembrance of 9/11 to include Presentation of Colours • Anticipated Attendance: 200
This SEPA requires City Council approval because the Applicant is requesting the closure of City streets (with no charge) and a waiver of the SEPA fee of $200. If City Council approves the applicants request, staff will route the SEPA to the appropriate departments for review and approval and will work with the Applicant to obtain all necessary documentation. The Applicant submitted their application three months after the application deadline and has been asked to submit future applications at least three months prior to the event to allow for processing.
FISCAL IMPACT:
An approval of the recommendation will waive the $200 SEPA fee.
Attachment:
1. Special Event Permit Application
Approved by��j -� = -
ATTACHMENT 1
WELCOME TO THE CITY OF YUCAIPA
CITY OF
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 followingo application in accordance with the provided f
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),
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, sidewallcs or street areas requires a permit. Applicants requesting a waiver of fees or services must submit their application a minimum ofs&(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/Administrative Approval
• Estimated attendance 300-999 persons
• Amplified Sound (excluding Special Event Facilities)
City Council: Approval
• Estimated attendance 1000+ persons
• Alcohol Service (excluding Community Centers and YPAC) • Street Closure - traffic management
• Fee Waiver/Co-Sponsorship/Tn-Kind (Community Activity Grant Application required)
Organization and Applicant information
❑ Commercial (For -profit) ❑■ Noncommercial (Non-profit) Tax I.D. #:
Organization Name jYucaipa Elks Lodge #2389
Applicant Name
ISam Fisk
Address
112165 2nd Street, Yucaipa, CA 92399
Email
[email protected]
Phone Number
909-269-2527
On -Site Contact
Sam Fisk
Phone Number
909-269-2527
Event Information
Type of Event: ❑ Athletic/Recreation ❑ Festival/Celebration ❑ Outdoor Market ❑ Circus/Carnival
❑Concert/Performance El Parade/ Procession/ Marc h ❑■Other (specify); 9111 rememberance Event Title
9/11 Rememberance Event
Event Location
12165 2nd Street, Yucaipa, CA 92399
Event
The Yucaipa Elks Lodge is a proud supporter of our First Description
Responders and the American way of life. We desire to hold a 9/11 I
Rememberance Event at our facility on Sunday September 10th, 2023 from 0800-1300hrs.
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
9/10l23
Set -LIP Event Day Clean-up 0700
0800
9/10/23
set-up Fil Event Day D Clean-up I 0800
1300
— 9/10/23
Set-up Event Day ■ Clean-up I— 1300
Y❑ Set-up Event Day Clean-up
1400
Set-up Ll Event Day Lj Clean-up
TO
Set-up 0 Event Day D Clean-up
Has this event taken place before? ❑■ Yes ❑ No
Total anticipated attendance: 200 Participants:
How many years? Several
Spectators:
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 ,u
structures �i W
1. Vehicles and/or trailers Ir
1. Other related event Pr, r,ao -; o0
components not covered
above (describe �•..
separately)K. Trash containers and
dumpsters �^v,............. _ a r
L. Non-food vendor locations -
til.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.
Ifyour 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:
The Yucaipa Elks Lodge would like to close Avenue A in front of the Elks Lodge from Second Street to 400' east of Second Street for vehicular traffic, on September 10, 2023 from 0700-1400hrs.
Indicate how this closing/reopening of streets will be handled:
❑ City of Yucaipa to handle (cost to be specified) 0 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:
The event will utilize thier own barricades, cones and tape for this closure per CalTrans Standards.
Vote: "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"signswillbespecifred upon review ofthe application by City staff.
Food and Beverage
Please describe how food will be served at the event:
None
dVill food be cooked in the event area? HYes ■ No
Method: ❑ Gas ❑ Electric []Charcoal ❑ Other (specify):
Does the event involve the sale or use of alcoholic beverages? ❑ Yes Q 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 7 No
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 wnucri aetails streetngnts, portame ugnts, ana otner mummating aevices.j N/A
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 following 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 Sam Fisk
Phone Number 909-269-2527
Cal Fire/Medical
In case of an emergency, the on -site contact will call 9-1-1. If event requires an ambulance -ompan to be on -site, Ip ease provide the following information:
Company N/A
Name
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:
There will be Yucaipa FD personnel on -site and will handle any medical emergency.
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? U Yes ■ No Company
Name
Contact Name
Phone Number
Please describe your security plan including crowd control, internal security or venue safety, Qt: attach the plan to this application:
Entertainment
Will sound amplification be used? Q Yes ❑ No Start time: 0800 End time: 1300 Are there any musical entertainment features for this event? ❑ Yes A 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: LJ Yes L_ 1 No
(Note: Additional permits may be required as indicated by staff. These include, but are not limiter( 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 K 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.)
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, 1 agree to indemnity, 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.
(`lame: Sam Fisk Signature: Date: 7/27/23