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HomeMy WebLinkAboutNew Balance 1-2 - 5K 02-11-2018CITY OF PALM DESERT SPECIAL PROGRAMS DEPARTMENT STAFF REPORT REQUEST: APPROVAL OF THE 2018 NEW BALANCE PALM DESERT HALF MARATHON AND 5K EVENT AND SPONSORSHIP SUBMITTED BY: Amy Lawrence, Management Analyst DATE: June 8, 2017 APPLICANT: Southland Events, LLC Mr. Matt Sills 638 Camino De Los Mares, H130-194 San Clemente, California 92673 CONTENTS: None Recommendation By Minute Motion, approve the following: 1. The 2018 New Balance Palm Desert Half Marathon and 5K scheduled for Sunday, February 11, 2018; 2. Proposed event route and road closures; 3. Temporary waiver to Palm Desert Municipal Code (PDMC) Section 11.01.140 (Amplified Sound); 4. Temporary waiver to Palm Desert Municipal Code (PDMC) Section 11.01.080 W (Possession/Consumption of Alcohol in City Parks) pursuant to PDMC 9.58.040; 5. Temporary waiver to Palm Desert Municipal Code (PDMC) Section 11.01.080 (Prohibited Conduct Generally in City Parks, Item Q — Vendor Sales); and 6. Preapprove and authorize expenditure of sponsorship payable to Southland Events, LLC. in the amount of $5,000 from Account No. 1104416-4306201. Strategic Plan Obiective Approval of the 2018 New Balance Palm Desert Half Marathon and 5K would impact the following priorities outlined in the 2013-2033 Strategic Plan, Envision Palm Desert — Forward Together. • Parks and Recreation Priority 3: Make recreational and exercise opportunities available in all public spaces. • Economic Development Priority 3: Create and attract entertainment and events to enhance and expand the Palm Desert economy and lifestyle. • Tourism and Marketing Priority 2: Grow existing events and develop new events to enhance the desirability of Palm Desert as a year round destination. STAFF REPORT APPROVAL OF THE 2018 NEW BALANCE PALM DESERT HALF MARATHON AND 5K EVENT AND SPONSORSHIP JUNE 8, 2017 PAGE 2 Background Southland Events, LLC is requesting to hold the 3rd annual New Balance Palm Desert Half Marathon and 5K on Sunday, February 11, 2018. Last year's event, which was held on Presidents Day Weekend, saw 895 participants and was successful in raising money for Martha's Village & Kitchen, as well as for several other organizations that provided volunteers to assist with the event. The event producer opted not to hold the event on Presidents Day Weekend this year so that he could move it up one week to coincide with the Tour de Palm Springs, which is scheduled to take place the day before. This way, those that are in town for the Tour de Palm Springs event may opt to participate in the half marathon or 5K as many previously did when the two events were held on the same weekend in Palm Springs. As for location, the event will start and end at the Palm Desert Civic Center Park where pre and post activities will take place. Scheduled pre and post activities include DJ/prerecorded music and an award ceremony (both of which require amplified sound), as well as a lifestyle expo focusing on recreation and fitness (vendor sales). In addition, the event producer is requesting permission to have a gated beer garden, which if approved, will require a permit from the Department of Alcohol and Beverage Control (ABC) for the sale of alcohol. Provided below are pertinent details relative to the courses, public safety, and traffic control for the event: • Half Marathon Course: The half marathon course will begin and end at the Palm Desert Civic Center Park and will require full closure of Magnesia Falls Drive from Portola Avenue to Monterey Avenue. The course will also require closure of the lane adjacent to the curb at the following locations: northbound Monterey Avenue from Magnesia Falls to Gerald Ford Drive, eastbound Gerald Ford Drive to Gateway, northbound Gateway to Dick Kelly Drive, eastbound Dick Kelly Drive to Dinah Shore Drive, southeast bound Dinah Shore Drive to Portola Avenue, and southbound Portola Avenue to Magnesia Falls Drive. *Note: The event producer is planning to request minor changes to the north end of the course which will be subject to review and approval by the Public Works Department. However, the event producer has agreed to use the above outlined course if requested changes are not approved. Any substantial changes to the course may be brought back to City Council for approval at the direction of the City Manager. • 5K Course: The 5K course will begin and end at the Palm Desert Civic Center Park and will include use of Magnesia Falls Drive between the entrance to the Palm Desert Aquatic Center to Monterey Avenue and San Pablo Avenue from Magnesia Falls Drive to Fred Waring Drive. • Public Safety: Extensive police services are required for this event in order to ensure public safety on the road. In previous years, the Palm Desert Citizens on Patrol (COPS) volunteers were utilized along the course to help offset the cost of public safety services. Upon approval of the 2018 event, staff will work with the event STAFF REPORT APPROVAL OF THE 2018 NEW BALANCE PALM DESERT HALF MARATHON AND 5K EVENT AND SPONSORSHIP JUNE 8, 2017 PAGE 3 producer and the police and fire departments to ensure that an appropriate level of traffic control and public safety services are planned for the event. • Traffic Control/Impacts: Upon approval of the 2018 event, staff will work with the event producer and appropriate City departments to ensure approval of a finalized traffic control plan. Additionally, staff will ensure that arrangements are made with the College of the Desert and SunLine Transit Agency due to respective impacts of the event. Businesses and residents along the half marathon course may be landlocked for short periods of time as runners pass through the area. However, where possible, the road closures/barricades setup along the course will allow residents/drivers to proceed through with the assistance of a designated public safety officer/COPS volunteer. In addition, traffic control cleanup will follow the last runner to ensure that roads open in a timely manner. Fiscal Analysis In 2016, when the Palm Springs Half Marathon first moved to Palm Desert, due to the inherent risk of moving a well -established race to a new location, City Council approved sponsorship of police services for traffic control in an amount not to exceed $5,000. Staff believes that this event has the potential to grow substantially and bring many visitors to Palm Desert, resulting in increased revenue from participants and spectators use of hotels, restaurants, and shops. For these reasons, staff supports continued sponsorship in the amount of $5,000 payable to Southland Events, LLC., from Account No. 1104416-4306201, to assist with the increasing cost of police services. At the recent budget study session, City Council approved continued sponsorship of this event in the amount of $5,000, and therefore, funding will be included in the FY 2017/18 budget. Submitted By: Amy La Reviewed: Frankie t�u•^ Janet Mocie,fDirector of Finance ce, Management nalyst iddle.A'r=ctor o pecial Programs Approval: 6 Lauri Aylaian, City Manager