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HomeMy WebLinkAbout2017 New Balance PD Half Marathon & 5K - Sun, Feb 19, 2017CITY OF PALM DESERT w...- SPECIAL PROGRAMS DEPARTMENT STAFF REPORT REQUEST: APPROVAL OF THE 2017 NEW BALANCE PALM DESERT HALF MARATHON AND 5K EVENT AND SPONSORSHIP SUBMITTED BY: Amy Lawrence, Program and Events Specialist DATE: April 14, 2016 APPLICANT: Southland Events, LLC Mr. Matt Sills 638 Camino De Los Mares, H130-194 San Clemente, California 92673 CONTENTS: Draft Traffic Control Plan Recommendation By Minute Motion, approve the following: 1. The 2017 New Balance Palm Desert Half Marathon and 5K scheduled for Sunday, February 19, 2017; 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 11.01.180 (Prohibited Conduct Generally in City Parks, Item Q — Vendor Sales); and 6. Sponsorship of police services in an amount not to exceed $5,000 to be funded within the police contingency budget, Account No. 1104210-4304200. Strategic Plan Obiective Approval of the 2017 New Balance Palm Desert Half Marathon and 5K event would impact the following Parks and Recreation, Economic Development, and Tourism and Marketing priorities as specified 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. Executive Summary Last year, Mr. Greg Klein of Klein Clark Sports and Mr. Matt Sills of Southland Events approached the City about relocating the annual New Balance Palm Springs Half Marathon to STAFF REPORT 2017 NEW BALANCE PALM DESERT HALF MARATHON AND 5K EVENT APRIL 14, 2016 PAGE 2 Palm Desert. On Sunday, January 24, 2016, the first annual New Balance Palm Desert Half Marathon and 5K was held at the Palm Desert Civic Center. The event saw approximately 968 participants and feedback from attendees, the event producer, the police department, and City staff was all very positive. Because the event had been held in Palm Springs for 18 years prior to moving to its new home in Palm Desert, in effort to assist with the transition to the new location, City Council approved a sponsorship of police services for traffic control in an amount not to exceed $5,000 for the 2016 event. Background The New Balance Palm Desert Half Marathon and 5K event is proposed for Sunday, February 19, 2017, to coincide with President's Day Weekend. The event producer, Mr. Matt Sills with Southland Events, feels that scheduling the event (which is held on a Sunday) during the three day weekend will encourage participants coming from out of the area to stay in local hotels and visit local restaurants, shops, and attractions. Mr. Sills indicated that he is currently working with local hotels and resorts and plans to market the event as a "destination race" to encourage participants to stay for the long weekend. Important to note is that approval of the 2016 event did not occur until September of 2015. Approving the 2017 event at this time allows ample time for the event producer to market the event, especially as a destination race. 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. (See attached traffic control plan from 2016 event.) 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. (See attached traffic control plan from 2016 event.) Public Safety: Extensive police services are required for this event in order to ensure public safety on the road. For 2016, 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 2017 event, staff will work with the event 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. STAFF REPORT 2017 NEW BALANCE PALM DESERT HALF MARATHON AND 5K EVENT APRIL 14, 2016 PAGE 3 Traffic Control: Attached is the traffic control plan for the 2016 event. Upon approval of the 2017 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 the respective impact 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. For the 2016 event, 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 recommended supporting this sponsorship for two years to assist with the transition to Palm Desert. Staff believes that this event has the potential to grow substantially and bring many visitors to Palm Desert, resulting in increased revenue due to participants and spectators use of hotels, restaurants, and shops. As such, staff is recommending approval to continue the sponsorship of police services for traffic control in an amount not to exceed $5,000 for the 2017 event to be funded within the police budget. Staff recommends approval of the 2017 New Balance Palm Desert Half Marathon and 5K event, sponsorship of police services in an amount not to exceed $5,000 to be funded within the police budget, and other details outlined in the aforementioned recommendation. Fiscal Analvsis Funds in the amount of $5,000 will be available in the police contingency budget, Account No. 1104210-4304200. Submitted By: 29; 0 A y Lawr ce, Program and Events Specialist Reviewed: Frankie RA e, Director of Special Programs Gam"' Paul S. Gibson, Director of Finance Approval: Rudy P. 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',,. d AVM31VJ I;it 3Ad AIS31NOW i CITY OF PALM DESERT SPECIAL PROGRAMS DEPARTMENT INTEROFFICE MEMORANDUM TO: Honorable Mayor, Members of the City Council, and,Acting City Manager FROM: Amy Lawrence, Program and Events Specialist DATE: April 11, 2016 SUBJECT: PANTHER 5K AND PALM DESERT HALF MARATHON INFORMATION Please note that the correct date of the Panther 5K is Sunday, January 22, 2017, not January 24, as indicated on the staff report. 2. Below is my response to Councilmember Jonathan's request for a financial summary for the 2016 Palm Desert Half Marathon: — I spoke with Matt Sills (event producer) and he said that he is still working on the P&L summary for the 2016 event, as well as the budget for the 2017 event. He said unfortunately neither will be completed by the time of the meeting. For background purposes, last year Matt Sills with Southland Events purchased the Palm Springs Half Marathon from Greg Klein with Klein Clark Sports. Unfortunately, talks about moving the event from Palm Springs to Palm Desert occurred late in the year and by the time it was formally approved in September, it left only a short window of time to promote the event and its change of location. That together with moving the well -established event from Palm Springs to Palm Desert resulted in lesser attendance than they would have liked to see in their first year, i.e. the Palm Springs Half Marathon averaged about 2,000 participants, whereas, in its first year, the Palm Desert Half Marathon saw 968 entrants. It is my understanding that when Mr. Sills and Mr. Klein approached John Wohlmuth and Ryan Stendell about moving the event to Palm Desert, a sponsorship (of LL, possibly two years) was discussed due to the inherent risk of moving the event to ti� _• Palm Desert after operating in Palm Springs for 18 years. Rather than provide Ujw the event producer with a $5,000 direct sponsorship, the City opted to pay for the >- ++� Q cost of police services utilized during the event in an amount up to $5,000 - total _ UluoW paid by the City to RSO for these services for the 2016 event was $4,689.63. _j CA= .r While Mr. Sills is unable to provide the financial summary you are requesting for the 2016 event, if the sponsorship for 2017 is approved, I can request Mr. Sills N submit the P&L summary for subsequent events prior to requesting sponsorships in the future. Also, Mr. Sills plans to attend the meeting on Thursday should you have any questions for him.