Agenda Item No. 17
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services
FOR: City Council Meeting of September 23, 2024
SUBJECT: Special Event Permit Application — Yucaipa Equestrian Arena Rodeo Committee 2025 Rodeo
RECOMMENDATION:
That the City Council:
1. Approve the Special Event Permit Application submitted by the Yucaipa Equestrian Arena Rodeo Committee to conduct the 2025 Yucaipa Rodeo on Friday, May 16, 2025, and Saturday, May 17, 2025; and
2. Approve the City's Co-sponsorship for the 2025 Yucaipa Rodeo to include use of City owned equipment and the City -owned vacant lot directly across the street; 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.
BACKGROUND/DISCUSSION:
The attached Special Event Permit Application (SEPA) from the Rodeo Planning Committee (RPC), proposes the 2025 Yucaipa Rodeo (Event) be a two-day Event on May 16, 2025, from 4:00 p.m. to 10:00 p.m. and Saturday, May 17, 2025, from 2:00 p.m. to 11:00 p.m. at the Yucaipa Equestrian Center (Facility).
The Event will include the following:
• Rodeo — Coordinated by RPC
• Beer and Wine Garden (TBD)
• Food and merchandise vendors - Coordinated by RPC
• Rodeo Queen Pageant — Coordinated by RPC
• Parking — Coordinated by RPC
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 and 2024 Event 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 of $20,000. If approved, all items will be considered in -kind, and all City personnel costs will be reimbursed by RPC.
Staff will continue to meet with RPC until the Event.
Prior to the 2025 Rodeo the City and RPC will enter into a Revenue Share Agreement. RPC will use a portion of the 2025 net revenues to pay for the 2026 Rodeo start-up costs, make improvements to the Facility, and offset the City's cost of supporting the Event.
FISCAL IMPACT:
The recommended actions waive a $200.00 SEP fee and waive any fees related to the use of City owned equipment and the City -owned vacant lot directly across the street.
Attachment(s):
1. Special Event Permit Application
2. Traffic Control Plan
Approved by: - /� �'`�—
ATTACHMENT
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
It 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
CITY OF
7�
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)
APPLICATION
11Page
Organization and Applicant Information 33-0769660
❑ Commercial (For -profit) ❑ Noncommercial (Non-profit) Tax I.D. #:
Organization
Name
Yucaipa Equestrian Arena Committee
Applicant Name
Yucaipa Rodeo
Address
13273 California Street
Email
Phone Number
(909)239-8810
On -Site Contact
Jim Butler
Phone Number
(909)239-8810
Event Information
Type of Event: ❑ Athletic/Recreation ❑ Festival/Celebration ❑ Outdoor Market ❑ Circus/Carnival
❑ Con cert/Performance ❑ Parade/Procession/March *Other (specify): Rodeo Event Title Yucaipa Rodeo
Event Location 13272 California Street
Event FULL RODEO
Description FOOD VENDORS AND OTHER 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
05/16/2025
❑ Set-up ❑ Event Day ❑ Clean-up
7PM
11 PM
05/17/25
❑ Set-up ❑ Event Day ❑ Clean-up
6PM
10PM
❑ Set-up ❑ Event Day ❑ Clean-up
❑ Set-up ❑ Event Day ❑ Clean-up
❑ Set-up ❑ Event Day ❑ Clean-up
❑ Set-up ❑ Event Day ❑ Clean-up
Has this event taken place before? ❑N Yes ❑ No How many years? Six Years Total anticipated attendance: Participants: Spectators:
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, exts, displays or
enclosures
H. Scaffolding, bleachers,
platforms, stages,
grandstands and related
structures
I. Vehicles and/or trailers
1. 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)
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:
CALIFORNIA STREET BOTH DAYS
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
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 reviewof the application byCitystaff.
Food and Beverage
Please describe how food will be served at the event:
BEER GARDENS WILL BE TRAILERS
Will food be cooked in the event area? ❑E Yes ❑ No
Method: ❑■ Gas ❑■ Electric ❑ Charcoal ❑ Other (specify):
Does the event involve the sale or use of alcoholic beverages? ❑■ Yes ❑ No If alcohol is to be sold, how will the alcohol sales be regulated?
LIONS CLUB WILL CHECK IDS AND WRIST BANDS
Who will be handling the alcohol sales?
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 50 patrons attending over the minimal site accommodations.
Will Event Organizer provide portable restroom facilities? ❑■ Yes ❑ No 4 1 P a g e
Company
Name
TO BE DECIDED
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. 20 PORTABLE LIGHTS
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 roviae the roiio ing information.
Company �BURRTEC
Name
Contact Name
Phone Number
If not hiring a professional sanitation company, please provide the following information for beperson(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. please provide the following information - Company
Name
TO BE DECIDED
Contact Name
Phone Number
5 1 P a g e
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:
WE WILL USE RADIOS, HAVE A RODEO COORDINATOR, MEETING WITH PARAMEDICS BEFORE EACH SHOWS, COORDINATING DURING SHOW.
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? ❑ Yes ❑ No Company
Name
WE WILL HAVE SECURITY 8-10 MAYBE MORE WE ALSO USE OUR YUCAIPA SPOSSE AND SOME STAFF.
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
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):
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 ❑ 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.)
7 1 P a g e
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, 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: Jim Butler
Signature:
Date: 08/6/24
8 1 P a g e
ATTACHMENT 2
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WEST SIDE OF CALIFORNIA STREET
(59 Parking Stalls)
Zb WEST SIDE OF CALIFORNIA STREET
(33 Parking Stalls)
EAST SIDE OF CALORNIA STREET
32 SOUTH OF PARK ENTRANCE
(42 Parking Stalls)
VIP/ADA EAST SIDE OF CALIFORNIA
3b STREET NORTH OF PARK ENTRANCE
(59 Parking Stalls)
®CALIFORNIA AT AVENUE H
(66 Parking Stalls)
TOTAL PARKING STALLS- 946
9' GENERAL GUIDELINES FOR PARKING STALL LAYOUT
3' CLEARED PATH OF TRAVEL FOR
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