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Home My WebLink About2016 New Balance Palm Desert Half Marathon - 5K Event and SponsershipCITY OF PALM DESERT SPECIAL PROGRAMS DEPARTMENT STAFF REPORT REQUEST: APPROVAL OF THE 2016 NEW BALANCE PALM DESERT HALF MARATHON AND 5K EVENT AND SPONSORSHIP SUBMITTED BY: Amy Lawrence, Administrative Secretary DATE: September 10, 2015 CONTENTS: Draft Traffic Control Plan (Pages 1-4) Recommendation By Minute Motion, approve the following: 1. The 2016 New Balance Palm Desert Half Marathon and 5K scheduled for Sunday, January 24, 2016; 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, and 5. Sponsorship of police services in an amount not to exceed $5,000 to be funded within the police budget. Executive Summary Mr. Greg Klein of Klein Clark Sports recently approached the City about relocating the annual New Balance Palm Springs Half Marathon to Palm Desert. For the last eighteen years, the event has been held in Palm Springs and has coincided with the Tour de Palm Springs so that participants may receive an award for completing both events. In order to maintain this tradition, the proposed Half Marathon and 5K event date has been scheduled for Sunday, January 24, 2016, the day after the Tour de Palm Springs. Last year's Half Marathon and 5K event saw approximately 2,000 participants. Mr. Klein believes that moving the event to Palm Desert could bring in a similar number of participants, and that the event would continue to grow in its new location. Staff believes this event has the potential to bring many visitors to town, resulting in increased revenue due to participants and spectators use of hotels, restaurants, and shops. STAFF REPORT 2016 NEW BALANCE PALM DESERT HALF MARATHON AND 51K EVENT SEPTEMBER 10, 2015 PAGE 2 Background The New Balance Palm Desert Half Marathon and 5K event is being proposed for Sunday, January 24, 2016, from approximately 7 a.m. to 12 p.m. 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. 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. With regard to the half marathon and 5K courses, Mr. Klein has suggested utilizing courses that are similar to those currently used for the Y-Be-Fit Palm Desert Challenge (i.e. same road closures and routes). Provided below are pertinent details relative to the courses, public safety, and traffic control for the event. Upon approval of the event, staff will work with the event producer to finalize details to include settling on a signature name for the event. • Half Marathon Course: The half marathon course will begin and end near the entrance to the Aquatic Center 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 from Monterey Avenue to Portola Avenue, and southbound Portola Avenue from Gerald Ford Drive to Magnesia Falls Drive. (See attached traffic control plan.) • 51K Course: The 5K course will begin and end at the Palm Desert Civic Center Park/Aquatic Center and will include use of Magnesia Falls Drive between the entrance to the Aquatic Center to Monterey Avenue and San Pablo Avenue from Magnesia Falls Drive to Fred Waring Drive. Course design will be further discussed and finalized with the event producer. • Public Safety: Upon approval of the 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. In effort to offset the cost of public safety services, Palm Desert Citizens on Patrol may be utilized along the course. • Traffic Control: Intersections and side streets along the course will require some type of closures/barricades, which are outlined within the draft traffic control plan. Upon approval of the event, staff will work with the event producer and appropriate City departments to ensure approval of a finalized traffic control plan. 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. In addition, traffic control cleanup will follow the last runner to ensure that roads open in a timely manner. STAFF REPORT 2016 NEW BALANCE PALM DESERT HALF MARATHON AND 51K EVENT SEPTEMBER 10, 2015 PAGE 3 Fiscal Analysis Because of the amount of public safety services required for the event, Klein Clark Sports has requested financial assistance from the City in the form of police/traffic control services. Staff is familiar with the costs associated with this course as it will be similar to the one utilized for the Y-Be-Fit Palm Desert Challenge (bicycle course). Staff estimates the closure costs to be approximately $10,000 split between police services and traffic control setup/teardown. We believe there is an inherent risk to an event producer in moving a well established race such as this, which is why staff is supporting the sponsorship request. Traditionally staff has recommended sponsorships with finite amounts of years as to not be financially tied to an event in perpetuity. In this case staff does see the potential upside of this event and would recommend supporting the event for two years to assist in the transition to Palm Desert. Staff's recommendation in this report would be to cover only the first year's funding in an amount not to exceed $5,000 to be funded within the police budget. Additional funding would need to be allocated for this event in the FY 2016/2017 budget if the Council so desires. Staff recommends that City Council approve the 2016 New Balance Palm Desert Half Marathon and 5K event, sponsorship of police and traffic control services in an amount not to exceed $5,000, and other details outlined in the aforementioned recommendation. Submitted By: Amy Law e ce, Administrative Secretary Reviewed: Frankie Riddl Director of Special Programs Paul S. Gibson, Director of Finance Z�� Rudy P Acosta, Assistant City Manager n I ull. Wohlmuth, City Manager a 2 \ MONTEREY DR. ... ..�.. s � _ �-17® - -� z§ § j1-0 |\|\|. - ] Ei'|� ` /@ 0 |, § � / CL . 0 ° # \ \ c ' 0 a ; z J! ■ 2 CD y §° 7| WH -.)�! § 0 » Ek §■. - ,I | & Mq ■ §§! ' . . 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