AGENDA REPORT
DATE: January 13, 2025
Item No. 8
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services m�
SUBJECT: Special Event Permit Application --- Sunset Saturdays RECOMMENDATION:
That the City Council approve a Special Event Permit Application (SEPA) submitted by the Yucaipa Valley Chamber of Commerce (Applicant) to conduct Sunset Saturdays from January 25, 2025, to September 27, 2025.
BACKGROUND/DISCUSSION:
The Applicant submitted a SEPA to conduct a series of market style events on Saturdays located on California Street south of Yucaipa Blvd and north of Ave A. The details of the SEPA (Attachment A) are as follows:
• Event Dates: 1/25/25, 2/l/25, 2/8/25, 2/15/25, 2/22/25, 3/1/25, 3/8/25, 3/15/25, 3/22/25, 3/29/25, 4/5/25, 4/12/25, 4/19/25, 4/26/25, 5/10/25, 5/17/25, 5/24/25, 5/31/25, 6/7/2025, 6/14/2025, 6/21/2025, 6/28/2025, 7/5/2025, 7/12/2025, 7/19/2025, 7/26/2025, 8/2/2025, 8/9/2025, 8/16/2025, 8/23/2025, 8/30/2025, 916125, 9/13/2025, 9/20/2025, and 9/27/2025. • Location: California Street north of Yucaipa Blvd. and south of Avenue A • Time: Times will vary depending on the season and popularity of the event. Applicant has requested street closures between the hours of 4:00 p.m. - 11:00 p.m. • Activities: Food, beverage and craft vendors
• Anticipated Attendance: 200
This SEPA requires City Council approval because the Applicant is requesting street closures/traffic management. If the City Council approves the SEPA, staff will route the SEPA to the appropriate departments for review and approval, those departments include Public Safety, Community Development, and Community Services. Staff 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.
It is important to note that Countyline Farmers Market will continue to offer a Farmers Market at the Community Park and Council will see their SEPA at an upcoming meeting.
FISCAL IMPACT:
The Applicant has paid the $200 SEPA fee.
Attachment(s):
1. Special Event Permit Application
Approved by: ��—
ATTACHMENT 1
:*
-
CITY
OF
YUCAIPA
SPECIAL EVENT
PERMIT
APPLICATION
APPLICATION
Organization and Applicant Information
❑ Commercial (For -profit) ❑ Noncommercial (Non-profit) Tax I.U. #:
Organization Name.
r O04 MMdrj
Applicant Name
Address
Email
r
Phone Number
On -Site Contact
[rs
Phone Number
Event Information
Type of Event: ❑Athletic/Recreation ❑Festival/Celebration Outdoor Market ❑Circus/Carnival ❑Concert/Performance ❑ Parade/Pracession/March ❑Other (specify):
Event'fitie
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ea
u sq?
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Event Location ST " rar�Vue_&; PM3111A�t'O VCT.
vent Description W eek I y V e�\�i\o1r- maxr e_ � tJ t4 OSSI �, G_O—IJci;*f vn 69 C A'; n
Lr ers (1'll a�tOni-ime (n-D l7�rvi
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
et -up
vent Day can -up
S
et -up vent Day
Clean-up
!I
11 Lal;et-up
Btvent Day
Clean-up
I I
! I
et -up
vent Day Clean-up
IIil
11 a25
et -up vent Day lean -up
i i
I I
et -up vent Day can -up
11 1t
ul
r r St.E AAAe£)1>)k A r02 DATF,S
Has this event taken place before?? ,,�� ❑ Yes �o 4How maany years? 'Total anticipated attendance:ror�W Participants: Spectators:
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.
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:
Ga1i-For-nVa S�-- �-rur+.. `oad,-�,a31,j Ave
Ave-nj A a;V Ca.1S0rnl0,--S-�
AJenv e_`13 aA Cot_I ;-Form & S+.
C)OSUI`t.}„ty:OO"Pm - ZE�PE�J�w ll%30—'1 M. Sa yr c
ndicate 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 aqd an explanation of necessity of"No Parking" zone:
Sea `a`-4& ,e j J;s; o� cloy- e-S
Sep_ (,"AAa-"" e.,kp\an a-�; or-� © n A pper�c�i i x�
Note: Nu Parking"signs will be footed forty-eight (48) hours in advance ofrequired days, dates and times. Costfortheposfingof No Parking"signs wiflbespecifed upon reviewoftheappficattouhr0tystaK Food and Beverage
Please describe how food will be served at the event:
lFoa��;tk be TroJ�,�T4v-1�00cL4-r-jC-�S
Will food be cooked in the event area? ❑/'des ❑ No r
Method: ❑ Gas ❑ Electric ❑ Charcoal ❑ Other (specify): too CL-i-r o r j Does the event involve the sale or use of alcoholic beverages? ❑ Yes 2<0 If alcohol is to be sold, how will the alcohol sales be tjIA
I sales?
pJJA
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?;7ryes 0 No
E �5e,ro i ee5
Name
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
-strectli ht1s; portable lights, and other i`llummatin devices.) 1 � _t(, 1 ,J^17T GtT`` 11 �/��.YS O.AId VC11'�COrIIT ' "c'4L . 000TTv �,qR Irti IVo C,KJtr� l:r �IEC-rr;c tri IS ne_e.eSsarst J
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 t„t;ll be f[ D/t5ib a w-
Name
Contact Name j
Phone Number
If not hiring a professional sanitation company, please provide the following information for the _erson(a) responsible for waste removal.
Contact Name
']JCo_r�al
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
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 howl of setup and dismantle of medical aid areas. You may attach the plan to this application if necessary:
1J I A -In Co.6e o C ewrer-4 ene t es 671
CO_, �ej. c1
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 ;/� No Company
—
N f A
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:
1� n e e ae d -i-vNe - C .xu_m(0e_C re
+'egU�c�rCL �acC i-o�'%ce.
Entertainment
Will sound amplification be used? ❑ Yes P5'No Start time: End time:
Are there any musical entertainment features for this event? ❑ Yes ❑ No Name of Act AL
Contact Name
Phone Number
How many stages? Number of bands? Genre of music:
Will fireworks, rockets, or other pyrotechnics be used? ❑ Yes ZNo Company
Name
Contact Name
Phone Number
I Describe (indicate dates, times and locations for launching and fallout areas):
d I A
Has a permit been issued: U Yes ;,ej No w1 JA
(Note. Additional permits maybe required as indicated bystaf. These indade, but are notlimited to, Conditional Use24 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 Xnsurance 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.)
Application Checklist
O-Completed Application
❑ Ce tiflcate of liability insurance
Site Plan (location of structures, lighting, restrooms, parking, etc.) Z3Uopy 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) r
❑ Copy of County Health Permit (if applicable) 4-o b e_ "P c� S 1
cxj�ke-t eOone"' i l c,a-) "t-OVO'(
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: - t� Signature: Date: pLLI
AppendixA
Daily Break Down of Event Related Activities —Additional Dates On each of the following dates, setup time for vendors will begin at 4:00 PM, with start of event at 6:00 PM, end of event at 10:00
PM, and completion of tear down by 11:00 PM.
March
3/1/25
3/8/25
3/15/25
3/22/25 3/29/25
April
4/5/245
4/12/25
4/19/25
4/26/25
May
5/10/25
5/17/25
5/24/25
5/31/25
June
6/7/25
6/14/25
6/21/25
6/28/25
July
7/5/25
7112/25
7/19/25
7/26/25
August
8/2/25
8/9/25
8/16/25
8/23/25 8/30/25
September
9/6/25
9/13/25
9/20/25
9/27/25 `
Appendix B
Explanation of Street Closures and Posting of "No Parking" Signs On the following dates street closure should begin at 4:00 PM and end at 11:00 PM.
Closures are needed on Avenue A on the east and west side of California St. and on the south side of the roundabout on Yucaipa Blvd. and California St. and at California and Avenue B.
There is a need for no parking signs on these dates for both the east and west sides of California St. from Yucaipa Blvd. to Avenue B.
January
1/18/25 1/25/25
February
2/1/25
2/8/25
2/15/25
2/22/25
March
3/1/25
3/8/2
3/15/25
3/22/25
April
�" \
4/5/245
4/12/25
4/19/25
4/26/25
May
��..._.._—
5/10/25
5/17/25
5/24/25
5/31/25
June
6/7/25
6/14/25
6/21/25
6/28/25
July
7/5/25
7/12/25
7/19/25
7/26/25
August
8/2/25
8/9/25
8/16/25
8/23/25
September
/
9/6/25
9/13/25
9/20/25
,9/27/25\\,
3/29/25
8/30/25
_ 12
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_7 1
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22 23 24
1 -5
27 28
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