Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services
FOR: City Council Meeting of November 13, 2023
SUBJECT: Special Event Permit Application — Rotary Club of Yucaipa 681h Annual Christmas Parade
RECOMMENDATION:
That the City Council:
1. Approve the Special Event Permit Application submitted by the Rotary Club of Yucaipa to conduct the 68th Annual Yucaipa Christmas Parade, on Saturday, December 9, 2023; and
2. Review and approve the street closures identified in the agenda report; and
3. Approve a City co-sponsorship of the 68th Annual Yucaipa Christmas Parade.
DISCUSSION:
The City received a Special Event Permit Application (SEP) from the Rotary Club of Yucaipa (Rotary) requesting approval to conduct the 681h Annual Yucaipa Christmas Parade (Parade) on Saturday, December 9, 2023, from 12:00 noon until 3:00 p.m.
Rotary is requesting the authorization of the following street closures:
• California Street south of Acacia Avenue
• California Street north of Avenue E
• Yucaipa Boulevard east of California
• Yucaipa Boulevard west of 61h Street
• Avenue A east of 2nd Street
• Avenue A west of Bryant Street
• Avenue B east of 2"d Street
• Avenue B west of Bryant Street
• Avenue C east of 2nd Street
• Avenue C west of Bryant Street
• Avenue D east of 2nd Street
• Avenue D west of Bryant Street
0 6th Street north of Avenue E
It is anticipated that the involved streets will be closed or partially closed from approximately 8:00 a.m. to 4:00 p.m. Staff will continue to work with Rotary to ensure that all necessary insurance documents and departmental sign -offs have been obtained prior to the event.
In addition, Rotary is requesting City co-sponsorship in the form of marketing and logistical support. Marketing support would include promotion of the Parade on the City website, digital marquees, community calendar, social media platforms and distribution of flyers, posters, and banners at City facilities. Logistical support would include street closures, cones, and use of the Uptown Park and Yucaipa Performing Arts Center parking lot.
FISCAL IMPACT:
Recommendation 43 is a reference to the Community Activity Grant in the amount of $10,155 that City Council awarded to Rotary on June 26, 2023, and the Not -for -Profit Funding award of $1,000, both of which were included in the FY24 budget.
Attachment:
1. Special Event Permit Application
Approved by:�'
ATTACHMENT 1
APPLICATION
Organization and Applicant Information 45-5149308
❑ Commercial (For -profit) ❑■ Noncommercial (Non-profit) Tax I.D. I - Organization Name
Rotary Club of Yucaipa
Applicant Name
Todd Gutjahr
Address
PO Box 661 Yucaipa, CA 92399
Email
[email protected]
Phone Number
909-900-9537
On -Site Contact
Todd Gutjahr
Phone Number
909-900-9537
Event Information
Type of Event: ❑Athletic/Recreation ❑Festival/Celebration ❑Outdoor Market ❑Circus/Carnival ❑Concert/Performance Q Parade/Procession/March ❑Other (specify):
Event Title
68th Annual Christmas Parade
Event Location
California Street, Yucaipa Blvd, 6th Street
Event Description
The Annual Christmas Parade will be held on Saturday. December 10 2022. The Parade will start on the comer of Avenue 0 and California St. The route proceeds north on Avenue D to California St, where it will then travel west onto Yucaipa Blvd. The route will travel west on Yucaipa Blvd and then turn south onto 6lh St and end at the Oak Valley Educational Center campus.
For 2022, the Club is also requesting the use of th YPAC parking lot and parts of Acacia Ave. and California St (North of Yucaipa Blvd). This area will be used to stage bands for the parade.
Please complete a daily breakdown of event -related activities. Use multiple lines to distinguish between different dailv activities. Please attach additional sheets if ne essary.
Date(s) J
Daily Activity
Start Time
End Time
12/9/23
0 Set-up ❑ Event Day ❑ Clean-up
8:00 a.m.
12:00 p.m.
12/9/23
77 Set-up ■ Event Day ❑ Clean-up
12:00 p.m.
3:00 p.m.
12/9/23
Set-up Event Day Q Clean-up
3:00 p.m.
4:00 p.m.
Set-up Event Day Clean-up
Set-up Event Day Clean-up
Set-up Event Day 0 Clean-up
Has this event taken place before? 7 Yes ❑ No
Total anticipated attendance: 6,000 Participants
How many years? 67 years
1,000 Spectators:5,000
Site Plan
Attach a diagram showing the overall layout and setup locations lasing 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
1. Vehicles and/or trailers
1. Other related event
components not covered
above (describe
separately)
IG 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.
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:
All streets listed below require closures on Saturday, 12/9/23 from 8:00 a.m.-4:00 p.m. California Street: Acacia Ave. to USPS; Acacia Ave: Entrance of YPAC Parking Lot to California; Avenue A:
2nd St to Bryant St - Maybe scaled back to 1 st St to Adams St; Avenue B: 2nd St to Bryant St - Maybe scaled back to 1 st St to Adams St; Avenue C: 2nd St to Bryant St - Maybe scaled back to 1st St to Adams St; Avenue D: 2ns St to Bryant St - Maybe scaled back to 1st St to Adams St; Yucaipa Blvd: California St to 6th St6th St: Yucaipa Blvd to OVEC Campus Indicate how this closing/reopening of streets will be handled:
J9 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:
California Street: Acacia Ave. to USPSAcacia Ave: Entrance of YPAC Parking Lot to CaliforniaAvenue A: 2nd St to Bryant St - Maybe scaled back to 1 st St to Adams StAvenue B:
2nd St to Bryant St - Maybe scaled back to,1 st St to Adams StAvenue C: 2nd St to Bryant St - Maybe scaled back to 1 st St to Adams StAvenue D: 2ns St to Bryant St - Maybe scaled back to 1 st St to Adams StYucaipa Blvd: California St to 6th St6th St: Yucaipa Blvd to OVEC wore: A0 rartrtng'-stgns Wit be posted togv-eight r48) hours in advance afrequired days, dates and times. Costforthepostingof "Noparking"signs rvill bespeci6ed upon revierrofthea pplication byCitvstaff.
Food and Beverage
Please describe how food will be served at the event:
None.
Will food be cooked in the event area? D Yes ■ No
Method: ❑ Gas ❑ Electric ❑ Charcoal Other (specify):
Does the event involve the sale or use of alcoholic beverages? ❑ Yes 0 No If alcohol is to be sold, how will the alcohol sales be regulated? None
Who will be handling the alcohol sales?
None
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? Q Yes ❑ No
Company
Name Diamond Environmetal
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.) 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 provide the following information.
Company
Name
Yucaipa Rotary
Contact Name
I Todd Gutjahr
Phone Number
909-900-9537
If not hiring a professional sanitation company, please provide the following information for the )erson(s) responsible for waste removal.
Contact Name Yucaipa Rotary - Todd Gutjahr
Phone Number 909-900-9537
Cal Eire/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. niease nrnvido hits fnllnwina infnrmnHi n- Company
Name
Cal Fire
Contact Name
Phone Number
Please describe your medical plan including your communications plan, the number, certification levels (1VID, 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:
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 professionat security organization hired for this event? ❑ Yes W No CName y
SBCSD
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? 0 Yes ❑ No Start time: 12:00 p.m. End time: 4:00 p.m, Are there any musical entertainment features for this event? Q Yes ❑ No Name of Act Various Bands in the Parade
Contact Name
Phone Number
How many stages? Number of bands? 4-6 Genre of music: Various Will fireworks, rockets, or other pyrotechnics be used? ❑ Yes Q No
Describe (indicate dates, times and locations for launching and fallout areas):
Has a permit been issued: U Yes U No
(Bute. Additional permits may be required as indicated by staff These include, but are not limited to, Conditional Use 34 Permit, land U.se Permit, and Fire Departmentpermits.)
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 Ail Best. Requirements are:
• tblinimum a$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 Q Insurance certificate attached ❑ Insurance certificate on file ❑ Insurance certificate not available Filing Fees
Special Event Permit Application Fee: $16.25
* Other Fees may apply (e.g. street closures, Fire Permit/Inspections, utilities, facility rental, etc.) 71Page
Application Checklist
rf Completed Application
certificate of liability insurance
0 Site Plan (location of structures, lighting, restrooms, parking, etc.) KT Copy of Security Contract (if applicable)
❑ Copy of Potable Restroom purchase order (if applicable) VA� Facility or Shelter Reservation Application (if applicable) NfFN] Copy of ABC License (if applicable)
t1& Copy of County Health Permit (if applicable)
By signing below, I agree to indzmnifv, hold harniless, 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.
og1uar v11*d or roes
Todd Gutjahr Guganr
Name: Signature: 7'-i o9ae�o ooe, 8/23/23
Datz:
,A� �® CERTIFICATE OF LIABILITY INSURANCE
DATEIMMIDDIYYYY)
7/1/23
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 INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(les) must have ADDITIONAL INSURED provislons or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and condlUons 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 endorsements .
PRODUCER
Arthur J. Gallagher Risk Management Services, Inc.
2850 Golf Road
Rolling Meadows IL 60008
CONTACT
NAME: TDnI Hanes
PHONE 1-833-3ROTARY FAX
ffX- •rota a com
ry@ jg•
INSURE S AFFORDING COVERAGE
NAICM
INSURER A: Westchester Surplus Lines Insurance Com an
10172
INSURED
INSURER B:
All Active US Rotary Clubs & Districts
Rotary Club of Yucaipa
ATTN: Rlsk Management Dept.
INSURER C:
INSURER D:
INSURER E:
1560 Sherman Ave.
INSURERF:
Evanston, IL 60201-3698
COVERAGES CERTIFICATE NUMBER: 899307648 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, 1�7R
TYPE OF INSURANCE
INSO
WVD
POLICY NUMBER
EFF
MMtDDrfYYY
MMIDOLICY Y EXP
LIMITS
A
X
COMMERCIAL GENERAL LIABILITY
CLAIMS -MADE rx] OCCUR
Y
G73678917 002
711/2023
7/112024
EACH OCCURRENCE
$2,000 000
PRE ISES Ea occurrence
$500,000
MED EXP (Any oneperson)
$
X
Liquor Liability Included
PERSONAL & ADV INJURY
$2.000,900
GEN'LAGGREGATE LIMIT APPLIES PER:
X POLICY ❑ JE0 LOC
OTHER:
GENERAL AGGREGATE
$4.000,000
PRODUCTS - COMP/OP AGG
$4.000,900
$
A
AUTOMOBILE
UABILITY
ANY AUTO
AUTOS ONLY AUTOS
HIRED NON OWNED
If AUTOS ONLY x AUTOS ONLY
G73578917 002
7/1/2023
7/1/2024
Ea accident I
$2,000,000
BODILY INJURY (Per person)
$
BODILY INJURY (Per accident)
$
--
PROPERTY DAMAGE
Per accident
$
$
UMBRELLA LIAB
EXCESS UAB
OCCUR
CLAIMS -MADE
NOT APPLICABLE
EACH OCCURRENCE
$
AGGREGATE
$
DED I I RETENTION$
$
WORKERS COMPENSATION
ANDEMPLOYERS'LIABIUTY YINNOT
ANY PROP IEME) R/PARTUDED? ECUTNE ❑
OFFICER/MEMBER EXCLUDED?
(Mandatory In NH)
If yes, describe under
DESCRIPTION OF OPERATIONS below
NIA
APPLICABLE
PER OTH-
STATUTE ER
E,L EACH ACCIDENT
$
E.L. DISEASE - EA EMPLOYE
$
E,L. DISEASE - POLICY LIMIT
$
DESCRIPTION OF OPERATIONS I LOCATIONS !VEHICLES (ACORD fat, AddlUonal Remarks Schedule, may be attached if more apace le required) The Certificate Holder is included as an additional insured where required by written contract or permit subject to the terms and conditions of the general liability policy, but only to the extent bodily injury or property damage is caused in whole or in part by the acts or omissions of the insured.
UANUrLLA I IUN
City of Yucaipa SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE 34272 Yucaipa Blvd. THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Yucaipa, CA 92399 ACCORDANCE WITH THE POLICY PROVISIONS.
Rotary Club of Yucaipa
Nutrition Center Rental - Weekly Meet; Bus Bench Program -City Wide AUTHORIZED Yucaipa Christmas Parade-1219123; City Wide Banner Program ;6A © 1988-2D15 ACORD CORPORATION, All rights reserved.
ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD
POLICY NUMBER: G73578917 002
COMMERCIAL GENERAL LIABILITY
CG 20 26 1219
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):
The Village of Yucaipa
34272 Yucaipa Boulevard
Yucaipa CA 92399
RE: Rotary Club of Yucaipa - Nutrition Center Rental/Weekly Meetings, Bus Bench Program/City Wide, Yucaipa Christmas Parade/12/9/2023 and City Wide Banner Program 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;
whichever is less.
This endorsement shall not increase the
applicable limits of insurance.
CG 20 26 1219 © Insurance Services Office, Inc., 2018 Page 1 of 1
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