crr), or:
Item No. 6
AGENDA REPORT
DATE: February 10, 2025
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services %V— fQ' AW SUBJECT: Special Event Permit Application — Love Yucaipa & Calimesa RECOMMENDATION:
That the City Council:
1. Approve a Special Event Permit Application submitted by Grace Point Fellowship (Applicant); and
2. Waive the Special Event Permit Application fee of $200.
BACKGROUND/DISCUSSION:
The Applicant submitted a Special Event Permit Application (SEPA) to conduct Love Yucaipa and Calimesa Volunteer Day at multiple locations throughout Yucaipa and Calimesa. The details of the SEPA (Attachment A) are as follows:
• Event Date: May 3, 2025
• Location: Yucaipa Performing Arts Center (YPAC) and various locations throughout Yucaipa and Calimesa
• Time:
o Set-up 6:00 a.m. to 8:00 a.m.
o Event 8:00 a.m. to 9:30 a.m.
o Clean-up 9:30 a.m. to 10:30 a.m.
• Activities: Food and beverage vendors, and amplified sound • Anticipated Attendance: 200+
• Applicant is requesting from City:
o YPAC outdoor stage
o Uptown Park
o Porta potties
o Trash receptacles
o Signage:
■ Street Banner - Staff has denied request
■ Yard Signs — Placed on City property
■ Banners — Placed on City property
The Applicant will use their equipment for amplified sound, manage their vendors providing free food and drinks, put up and remove all signage, provide setup and tear down of tables and chairs and be responsible for trash and clean-up upon conclusion of the event.
This SEPA requires City Council approval because the Applicant has requested a waiver of fees associated with the use of the City facilities, as well as the $200 SEPA fee. The Applicant is requesting to use City resources already in place (listed above), due to the Yucaipa Music and Arts Festival (YMAF) being held from 12:00 p.m. to 9:00 p.m. on the same day. If the City was not hosting the YMAF, the estimated cost of these resources would be $5,250. Staff is recommending approval of the SEPA and the waiver of the SEPA fee, because the goal of the event is to unite the community through volunteer work at three City facilities, along with additional projects throughout Yucaipa and Calimesa. If the City Council approves the Applicant's request, staff will route the SEPA to the Police Department, Fire Department and the Development Services Department for review and approval and will work with the Applicant to obtain all necessary documentation.
Any additional requests made by the Applicant will require applicant payment.
FISCAL IMPACT:
The Applicant is requesting the Special Event Permit Application Fee of $200 be waived.
Attachment:
1. Special Event Permit Application
Approved by:
ATTACHMENT 1
Organization and Applicant Information
n Commercial (For -profit) R Noncommercial (Non-profit) Tax I.D. #:
Organization
Name
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Applicant Name
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Address
/ a
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_..—_ Email
Phone Number
On -Site Contact
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Phone Number
Event Information
Type of Event: ❑ Athletic/Recreation ❑ Festival/Celebration ❑ Outdoor Market ❑ Circus/Carnival
❑Concert/Performance ❑ Parade/Procession/MarcliXOther (specify):,^ �' ir�t!Z�i Event Title " a c; ° / 1i 1 4 a ;,
rEvent Locations
Event
Description
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
�?'' Set-up vent Day' Clean-up
❑ Set-up ,Event Day ❑ Clean-up
Start Time
End_ Time
%&,1 � •
Set-up Event Day Clean -tip
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❑ Set-up ❑ Event Day ❑ Clean-up
_
Set-up El Event Day El Clean-up
_
❑ Set-up ❑ Event Day ❑ Clean-up
Has this event taken place before? ❑ Yes❑X No
Total anticipated attendance:"2- i_ Participants
"k
a- e
How many years?
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 Sample Site Plan:
G. Booths, exhibits, displays or
enclosures t
H. Scaffolding, bleachers, 3 4�
F .tit 4{
platforms, stages, .. �'• Y� a
grandstands and related
structures `
1. Vehicles and/or trailers
J. Other related event
_ <
components not covered so x �o —so oaoo
above (describe
w o i
separately) j <<
K. Trash containers and
dumpsters ,r. , .<ar.•d, ,, <"'"�..,:,.. 1
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 acid 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. . 0 b-Q- OLt ' �V _PAC a � ( --�,o� c,t 11 fie. a tyw,5 Cie' ��ir.:GirE� p NUV—U -^7d O'_S
�4 �1 Map provided will submit details
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List street(s) requiring closure as a result of?thiis,,event. Include street name(s), day, date, and time of closing and time of reopening: `J� �1 ��V C �.��. %- CAL 131 'Lr:,` j vc'e� \v CA Remove street closure
request.
{
Indicate how this closing/reopening of streets will be handled:
�' Y 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:
N/A
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 bespecified upon reviewoftheapplication byCitystaff.
Food and Beverage
Please describe how food will be served at the event:
C a V 1 :�1(� Requesting vendors to supply tables & chairs.
Reaching out to White Rabbit for coffee donations. I
Will food be cooked in the event area? ❑ Yes U No
Method: ❑ Gas ❑ Electric ❑ Charcoal ❑ Other (specify): I IpA ' Otk)'+1 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? Who will be handling the alcohol sales?
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 �RNo rww
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Company
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 wnicn details streetll nts, portable n nts, and other 111urninatin devices. vD - _�\nAC'6b
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 urovide the followine information.
Company
Name
--- ---------��_.,- --
Contact Name
Phone Number
If not hiring a professional sanitation company, please provide the following information for :he person(s) responsible for waste removal. _
Contact Name n G t�-(4 —
Phone Number
Cal Fire/Medical
In case of an emergency, the on -site contact will call 9-1-1. If event requires an ambulance -ompany to ne on -site, please provide the roiiowing 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 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? ❑ Yes No Company
Name
Contact Name
Phone Number — -1
Please describe your security plan including crowd control, internal security or venue I safety, or attach the plan to this application:
Entertainment
Will sound amplification be used? Yes ❑ No Start time: >;�'ti End time:C C`rt Are there any musical entertainment features for this event? Yes ❑ No Name of Act
�Gli(?e. V
Contact Name
--
Phone
Number
How many es? sta Number of bands? g �_ Genre of music:%.
Will fireworks, rockets, or other pyrotechnics be used? ❑ Yes �"(Vo Company
Name
6 Page
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Contact Name
Phone Number I _
Describe (indicate dates, times and locations for launching and fallout areas):
Hasa permit been issued: U Yes N,,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, e tc.)
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Application Checklist
[✓� Completed Application
['r] Certificate of liability insurance
❑ Site Plan (location of structures, lighting, restroonis, parking, etc.) aCopy of Security Contract (if applicable)
[ Copy of Potable Restroom purchase order (if applicable) []-Facility or Shelter Reservation Application (if applicable) [C;opy of ABC license (if applicable)
0-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: )4 Signature: Date:1=��