HomeMy WebLinkAboutY-Be-Fit PD Challenge Evnt - Sun, Oct 2, 2016CITY OF PALM DESERT
SPECIAL PROGRAMS DEPARTMENT
STAFF REPORT
REQUEST: APPROVAL OF THE 2016 Y BE FIT PALM DESERT CHALLENGE
EVENT DATE, TRAFFIC CONTROL PLAN, TEMPORARY WAIVER
OF AMPLIFIED SOUND, AND SPONSORSHIP EXPENDITURE
SUBMITTED BY: Kim Warpinski, Management Analyst
DATE: August 25, 2016
CONTENTS: Draft Traffic Control Plan
Recommendation
By Minute Motion, approve the following:
1) The 2016 Y Be Fit Palm Desert Challenge scheduled for Sunday, October 2,
2016.
2) Proposed event route and road closures.
3) Temporary waiver to Palm Desert Municipal Code (PDMC) Section 11.01.140
(Amplified Sound).
4) Authorize expenditure of sponsorship funds in an amount not to exceed
$25,000 from Account No. 1104416-4306201.
Strategic Plan Obiective
Approval of the 2016 Y Be Fit Palm Desert Challenge logistical and safety elements 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
Approval of staffs request will serve to create an organized, robust event day for the multi -
sport challenge. The race will attract various user categories, from fitness enthusiasts to
children and families. In conjunction with the events, the approval allows the YMCA to host
a vendor area where attendees can learn about recreation, fitness, sporting goods/wares,
and other beneficial services. Their vision has been to host an event which showcases all
varieties of healthy living.
Staff Report
2016 Y BE FIT Palm Desert Challenge
Page 2 of 3
August 25, 2016
Discussion
The 2016 Y Be Fit Palm Desert Challenge is proposed for Sunday, October 2, 2016. This
date has no existing conflicts with area events, and has taken place the first weekend in
October for the previous two years.
As for location, the event will begin at Civic Center Park and end on the Palm Desert
Aquatic Center pool deck 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).
Provided below are pertinent details relative to the courses, public safety, and traffic control
for the event:
• Reverse Mini-Triathalon: The reverse mini-tri course will begin and end at the Palm
Desert Aquatic Center. The running portion will require full closure of Magnesia Falls
Drive from Portola Avenue to Monterey Avenue. The cycling 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 Portola Avenue, and southbound Portola Avenue to Magnesia Falls Drive.
(See attached traffic control plan from 2015 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 2015 event).
• 1K Color Run: Requires no additional street closures; Course is contained within
Civic Center Park.
• Public Safety: Police services are required for this event in order to ensure public
safety on the road. For 2015, the Palm Desert Citizens on Patrol (COPS) volunteers
and other volunteers were utilized along the course to help offset the cost of public
safety services. Upon approval of the 2016 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.
• Traffic Control: Attached is the traffic control plan for the 2015 event. Upon
approval of the 2016 event, staff will work with the event producer and appropriate
City departments to ensure approval of a finalized traffic control plan. Where
possible, the road closures/barricades set up along the course which 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
participant to ensure that roads open in a timely manner.
Staff Report
2016 Y BE FIT Palm Desert Challenge
Page 3 of 3
August 25, 2016
Fiscal Analvsis
Sponsorship for the 2016 Y Be Fit Palm Desert Challenge in the amount of $25,000
(breakdown — $10,000 payable to the Family YMCA of the Desert and up to $15,000
payable to various vendors for police services, traffic control, special event insurance, etc.)
was included as part of the 2016/2017 budget; as such, there will be no additional impact to
the General Fund. Funds are available in Account No. 1104416-4306201.
This is the final year of the council's 3-year commitment. Staff will evaluate the success of
the event with the YMCA and recommend future funding in the next budget cycle.
Submitted By:
Kimberly Warpi ski, anagemnt Analyst
Department Head:
--�W
Ryan Stendell, Director of Community Development
Reviewed:
J'apeeMoore, Director of Finance
Approval:
rthy, Interim Cit a eager
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