Agenda Item No. 24
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community ServicesQJ
FOR: City Council Meeting of May 13, 2024
SUBJECT: Special Event Permit Application — Uptown Friday Nights RECOMMENDATION:
That the City Council approve a Special Event Permit Application (SEPA) submitted by the Yucaipa Valley Chamber of Commerce (Applicant) to conduct Uptown Friday Nights on Fridays from May 24, 2024, to September 20, 2024.
DISCUSSION:
The Applicant submitted a Special Event Permit Application (SEPA) to conduct a series market style events on California Street. The details of the SEPA (Attachment A) are as follows:
• Event Dates: 5/24/24, 5/31/24, 6/7/2024, 6/14/2024, 6/21/2024, 6/28/2024, 7/5/2024, 7/12/2024, 7/19/2024, 7/26/2024, 8/2/2024, 8/9/2024, 8/16/2024, 8/23/2024, 8/30/2024, 9/06/2024, 9/13/2024, and 9/20/2024
• Location: California Street north of Yucaipa Blvd and South of Avenue A • Time: 3:00 p.m. to 11:00 p.m.
• Activities: Food, beverage and craft vendors, alcohol service, and live entertainment • Anticipated Attendance: 200
This SEPA requires City Council approval because the Applicant has requested to sell alcohol within City limits with a temporary one -day ABC license and because the Applicant has requested street closures/traffic management. 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. This documentation will include a signature page from all land or business owners where the closure will take place as well as payment for the cost of the street closures. As a condition of the SEPA a majority of land or business owners must approve of the street closures.
FISCAL IMPACT:
The Applicant has paid the $200 SEPA fee.
Attachment:
1. Special Event Permit Application
Approved by:
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).
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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/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/In-Kind (Community Activity Grant Application required)
Organization and Applicant Information
❑ Commercial (For -profit) 2 Noncommercial (Non-profit) Tax I.D. #:
Organization
Name
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Applicant Name
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Address
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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
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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
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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
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! . GO PM
Set-up
Event Day
Clean-up
Set-up Lj Event Day L Clean-up
Set-up 0 Event Day 0
Clean-up
Has this event taken place before? 4 Yes ❑ No
Total anticipated attendance: �-0 o Participants
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How many years.
Spectators:
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: ,
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Indicate how this closing/reopening of streets will be handled:
City of Yucaipa to handle (cost to be specified) ❑ Event to handle per CalTrans sta dards
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 be specified upon review of the application by Citystaff.
Food and Beverage
Please describe how food will be served at the event:
RIC N 1 i i hV%lk tM w) b lu � c- C) (w ci I n voc)d TO C Kr , Will food be cooked in the event area? ffyes No
Method: ❑ Gas ❑ Electric ❑ Charcoal [Other (specify): �kndL 01) V016-0C Does the event involve the sale or use of alcoholic beverages? r—I Yes RrNo If alcohol is to be sold, how will the alcohol sales be regulated? Who will be handling the alcohol sales?
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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? �n Yes ❑ No
Uptown Friday Night Dates
May -10`h, 17111, 24,31
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June -7, 14, 21, 28
July - 5, 12, 19, 26
August - 2, 9, 16, 23, 30
September - 6, 13, 20, X
Company I
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Name Ct 4v� G h V r o n ✓v��.��
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.)
I110
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 IUVLUe Llle 1U11U Ilig 1111UL111dL1U11.
Company ( � J � /�
Name I �/
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 UU1I1Pd11y LU UC U11-Slle, PiedSe PIUVIUe Llle 1UI1UW111V_ 1111UH11dL1U11:
Company
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:
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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 orofessional securitv ore-anization hired for this event? n Yes rX-1 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: End time:
Are there any musical entertainment features for this event? ❑ Yes ❑ No Name of Act
'OTIU
Contact Name
Phone
Number
How many stages? Number of bands? i' tenre of music: li{`�r�'��t �Z1� Will fireworks, rockets, or other pyrotechnics be used? ❑ Yes E No Company
Name
F
Contact Name
Phone Number I/
Describe (indicate dates, times and locations for launching and fallout areas):
Has a permit been issued: I I Yes I /I 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 L] 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
/Completed Application ,
❑ Certificate of liability insurance - W
�`❑ Site Plan (location of structures, lighting, restrooms, parking, etc.) - Copy of Security Contract (if applicable)
❑ Copy of Potable Restroom purchase order (if applicable) t11O Facility or Shelter Reservation Application (if applicable) (&j,n Copy of ABC License (if applicable)
Copy of County Health Permit (if applicable)
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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: �,F ��S el,�!gnature: Date: ��*2-
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