Agenda Item No. 8
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, 2024
SUBJECT: Special Event Permit Application — Rotary Club of Yucaipa 69th 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 69th Annual Yucaipa Christmas Parade, on Saturday, December 14, 2024; and
2. Approve the street closures identified in the agenda report.
BACKGROUND/DISCUSSION:
The City received a Special Event Permit Application (SEP) from the Rotary Club of Yucaipa (Rotary) requesting approval to conduct the 69th Annual Yucaipa Christmas Parade (Parade) on Saturday, December 14, 2024, from 12:00 p.m. until 3:00 p.m.
Rotary is requesting the authorization of the following street closures:
• California Street south of Acacia Avenue
• California Street at Avenue E, north of the intersection • Yucaipa Boulevard at Adams Street, east of the intersection • Yucaipa Boulevard at 6th Street, west of the intersection • Avenue A east of 2nd Street
• Avenue A west of Adams Street
• Avenue B east of 2nd Street
• Avenue B west of Adams Street
• Avenue C east of 2nd Street
• Avenue C west of Adams Street
• Avenue D east of 2nd Street
• Avenue D west of Adams Street
• 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.
On June 10, 2024, the City Council awarded $16,200 in Community Activity Grant in -kind funding to Rotary for the 2024 Parade.
FISCAL IMPACT:
The recommendations do not result in a fiscal impact beyond the CAG in -kind contribution.
Attachment:
1. Special Event Permit Application
Approved by:
ATTACHMENT 1
CITY OF YUCAIPA
SPECIAL EVENT PERMIT
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).
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)
APPLICATION
Wage
CITY OF YUCAIPA
SPECIAL EVENT PERMIT
APPLICATION
Organization and Applicant Information 45-5149308
Commercial (For -profit) ■ Noncommercial (Non-profit) Tax I.D. #:
Organization
Name
Rotary Club of Yucaipa
Applicant Name
DonnaKaye Ostrander
Address
PO Box 661
Email
[email protected]
Phone Number
On -Site Contact
Donnakaye Ostrander / Jennifer Crawford
Phone Number
Event Information
Type of Event: ❑ Athletic/Recreation ❑ Festival/Celebration ❑ Outdoor Market ❑ Circus/Carnival
(Concert/Performance n Parade/Procession/March (Other (specify):
Event Title
69th Annual Christmas Parade
Event Location
Yucaipa Blvd (California St / Yucaipa Blvd. / 6th St.
Event
Description
The 69th Annual Christmas Parade will be held on Saturday, December 14, 2024.
The Parade will start at the corner of Avenue D and California Street. The route will proceed north on California Street until Yucaipa Boulevard, travel west on Yucaipa Boulevard until 6th Street, travel south on 6th Street and end at the Oak Valley Education Center campus.
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
12/14/24
❑■ Set-up
Event Day Clean-up
8:00 am
12:00 pm
12/14/24
❑ Set-up
❑■ Event Day ❑ Clean-up
12:00 pm
3:00 pm
12/14/24
Set-up
❑ Event Day Clean-up
3:00 pm
4:00 pm
❑ Set-up
❑ Event Day ❑ Clean-up
❑ Set-up
❑ Event Day ❑ Clean-up
❑ Set-up
❑ Event Day ❑ Clean-up
Has this event taken place before? ■ Yes ❑ No
+/-io,000
Total anticipated attendance: Participants: ' Spectators:
How many years? 68 yrs
1 000 9 000
CITY OF YUCAIPA
SPECIAL EVENT PERMIT
APPLICATION
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
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)
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.
1/009
CITY OF YUCAIPA
SPECIAL EVENT PERMIT
APPLICATION
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 1st St to Adams St; Avenue B: 2nd St to Bryant St - Maybe scaled back to 1st 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:
n City of Yucaipa to handle (cost to be specified) n 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 1st St to Adams StAvenue B:
2nd St to Bryant St - Maybe scaled back to 1st St to Adams StAvenue C: 2nd St to Bryant St - Maybe scaled back to 1st St to Adams StAvenue D: 2ns St to Bryant St - Maybe scaled back to 1st St to Adams StYucaipa Blvd: California St to 6th St6th St: Yucaipa Blvd to OVEC 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 City staff.
Food and Beverage
Please describe how food will be served at the event:
None
Will food be cooked in the event area? Yes ■ No
Method: ❑ Gas n Electric n Charcoal n Other (specify):
Does the event involve the sale or use of alcoholic beverages? n Yes ■
No
If alcohol is to be sold, how will the alcohol sales be regulated? NA
Who will be handling the alcohol sales?
NA
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
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CITY OF YUCAIPA
SPECIAL EVENT PERMIT
APPLICATION
Company
Name
Diamond Environmental
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
Will coordinate with Burrtec
Contact Name
Phone Number
If not hiring a professional sanitation company, please provide the following information for the person(s) responsible for waste removal.
Contact Name
Yucaipa Rotary Club - DonnaKaye / Jennifer Crawford
Phone Number
Cal Fire/Medical
In case of an emergency, the on -site contact will call 9-1-1. If event requires an ambulance company to be on -site, please provide the following information:
Company
Name
Cal Fire
Contact Name
Phone Number
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CITY OF YUCAIPA
SPECIAL EVENT PERMIT
APPLICATION
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:
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? n Yes n No Company
Name
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? n Yes n No Start time: End time:
Are there any musical entertainment features for this event? n Yes n No Name of Act
Various bands in the parade & sound from various floats Contact Name
Phone
Number
How many stages? 1 Number of bands? 4-6 Genre of music: various Will fireworks, rockets, or other pyrotechnics be used? ❑ Yes n No Company
Name
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CITY OF YUCAIPA
SPECIAL EVENT PERMIT
APPLICATION
Contact Name
Phone Number
Describe (indicate dates, times and locations for launching and fallout areas):
Has a permit been issued: I I Yes 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 n Insurance certificate attached n Insurance certificate on file n 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.)
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Application Checklist
CITY OF YUCAIPA
SPECIAL EVENT PERMIT
APPLICATION
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: `1 • Crawford 4.29.24
Signature: Date:
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