Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Servicesy-
FOR: City Council Meeting of December 11, 2023
SUBJECT: Special Event Permit Application — Yucaipa Equestrian Arena Rodeo Committee 2024 Rodeo
RECOMMENDATION:
That the City Council:
1. Approve the Special Event Permit Application submitted by the Yucaipa Equestrian Arena Rodeo Committee to conduct the 2024 Yucaipa Rodeo on Friday, April 5, 2024, and Saturday, April 6, 2024; and
2. Approve the City's Co-sponsorship for the 2024 Yucaipa Rodeo to include use of City owned equipment, City -owned vacant lot directly across the street, and City personnel including Public Works, Community Services, Police and Fire personnel with an estimated in -kind contribution of $20,000; and
3. Waive the Special Event Permit Application fee of $200; and
4. Review and approve the street closures identified in the agenda report; and
5. Waive the provisions of Yucaipa Municipal Code Section 12.06.030, 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 2024 Yucaipa Rodeo (Event). The attached Special Event Permit Application (SEP) proposes a two- day Event on Friday, April 5, 2024, from 4:00 p.m. to 10:00 p.m. and Saturday, April 6, 2024, from 2:00 p.m. to 10:00 p.m. at the Yucaipa Equestrian Center (Facility).
The Event will include the following:
• Rodeo — Coordinated by RPC
• Beer and Wine Garden — Operated by the Lions Club
• Food and merchandise vendors - Coordinated by RPC
• Rodeo Queen Pageant — Coordinated by RPC
• Parking — Coordinated by RPC
1 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. The traffic control plan (Attachment 2) is the same as the 2023 Event traffic control plan and includes:
• The closure of California Street south of Wildwood Canyon Road • The closure of California Street north of Avenue H
• A temporary 4-way stop intersection at California Street • The closure of the outer lanes of California Street in between Wildwood Canyon Road and Avenue H in both directions for use as diagonal parking In addition, like last year, RPC and City staff will work with local businesses and/or churches to secure offsite parking, which will include a shuttle service to and from the Facility. 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 Section 12.06.030, "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.
RPC has requested the use of City portable lights, printing of event signage, marketing and promotional support, and City personnel to include Community Services, Public Works, Police and Fire for an estimated in -kind cost of $20,000. 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.
Prior to the 2024 Rodeo the City and RPC will enter into a Revenue Share Agreement. RPC will use a portion of the 2024 net revenues to pay for the 2025 Rodeo start-up costs, make improvements to the Facility, and offset the City's cost of supporting the Event.
FISCAL IMPACT:
The recommended actions have a fiscal impact of $20,000 for in -kind contributions and waiving a $200.00 SEP fee.
Attachments:
1. Special Event Permit Application
2. Traffic Control Plan
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Approved by:
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ATTACHMENT 1
Organization and Applicant Information
❑ Commercial (For -profit) ❑■ Noncommercial (Non-profit) Tax I.D. #: 33-0769660 Organization
Name
Yucaipa Valley Rodeo Committee
Applicant Name
Jim Butler
Address
13272 California Street, Yucaipa CA 92399
Email
[email protected]
Phone Number
(951)316-7960
On -Site Contact
Jim Butler
Phone Number j
(909)239-8810
Event Information
Type of Event: ❑ Athletic/Recreation ❑ Festival/Celebration ❑ Outdoor Market ❑ Circus/Carnival
❑Concert/Performance El Parade/Process ion/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
April 4
■ Set-up 0 Event Day D Clean-up
All Day
April 5
❑ Set-up 0 Event Day ❑ Clean-up
4:00 p.m.
10:00 p.m.
April 6
Set-up ■ Event Day F1 Clean-up
2:00 p.m.
10:00 p.m.
April 7
❑ Set-up ❑ Event Day ❑ Clean-up
All Day
Set-up D Event Day Clean-up
❑ Set-up ❑ Event Day ❑ Clean-up
Has this event taken place before? 0 Yes ❑ No
Total anticipated attendance: 4500 participants
2 1 P a g e
How many years? 4
50 Spectators:4450
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 Sample Site Plan:
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)
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:
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.
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"signs will be specified upon review ofthe application byCitystaff.
Food and Beverage
Please describe how food will be served at the event:
Food will be served by food vendors.
Will food be cooked in the event area? ❑■ Yes HNo
Method: M Gas ❑■ Electric ❑ Charcoal ❑ Other (specify): _ woes the event involve the sale or use or aiconolic beverages f U Y es "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 SO patrons attending over the minimal site accommodations.
Will Event Organizer provide portable restroom facilities? ■❑ Yes ❑ No
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 details streetlights, portable lights, and other illuminating devices.
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 )rovide the following 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. nlease nrovide the following information:
Company
Name
Yucaipa Fire
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:
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 nrofessional security organizatinn hired for this event? n Yes n Nn 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 ❑■ No Company
Name
6 1 P a g e
Contact Name
Phone Number
Describe (indicate dates, times and locations for launching and fallout areas):
Hasa permit been issued: U Yes U No
(Note. Additional permits may he 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.)
Application Checklist
W Completed Application
❑M 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 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: J l m Butter
8 1 P a g e
Signature:
Date:
10/02/2023
ATTACHMENT 2
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