The URL can be used to link to this page

Home My WebLink AboutSpecial Events - Palm Desert Youth Sports Association Opening and Closing Day CeremoniesCITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: CONSIDERATION FOR APPROVAL OF SPECIAL EVENTS APPLICATION/AGREEMENT FOR THE PALM DESERT YOUTH SPORTS ASSOCIATION OPENING AND CLOSING DAY CEREMONIES SUBMITTED BY: Mark Greenwood, Director of Public Works DATE: December 8, 2011 CONTENTS: Special Events Application/Agreement Traffic Control Plan Recommendation By Minute Motion: 1. Approve the Special Events Application/Agreement for the Palm Desert Youth Sports Association (PDYSA Opening and Closing Day Ceremonies, subject to attached conditions.; and 2. Approve a temporary waiver of Palm Desert Municipal Zone Sections 11.01.140 (Amplified Sound) and 11.01.180 (Vendor Sales) for the duration of the events. Discussion The PDYSA Opening and Closing Day Ceremonies for youth baseball/softball have gained in popularity over the years and have turned into wonderful community events. Staff and PDYSA coordinators believe the events have grown to the point where formal permits are needed. Opening Day has been scheduled on March 10, 2012, and Closing Day on June 2, 2012. Event organizers anticipate approximately 2,500 attendees on Opening Day and 1,800 on Closing Day. The event programs typically include introduction of keynote speakers, the national anthem, and acknowledgement of the fine facilities that the City provides for their use. PDYSA uses a sound system for the ceremony and allows space for vendors during the event, which both require Council approval. The Special Events Application/Agreement has been routed for review to all city departments and the fire and police departments. Approval of the Application is subject Staff Report PDYSA Opening & Closing Day Ceremonies December 8, 2011 Page 2 of 2 to the conditions noted on the Application, one of which is that the PDYSA adhere to the traffic plan attached to the Application. Because of the popularity of the events, traffic can become hectic. Staff has developed a traffic control plan that seems to mitigate past problem areas. Staff also relies heavily on the Citizens on Patrol to aid in traffic flow during the event. Fiscal Analysis PDYSA has been awarded $6,000 through the City's Charitable Contributions budget. The funding was contingent upon approval of a Special Events Permit. There is no fiscal impact beyond the charitable contribution amount. Prepared By: Ryan Stendel Senior Manaa d ment Analyst Paul Gibs1 ,,rector of Finance Approve JoKdM. Wohlmuth Manager t Mead: Mark Grjeqnwood, E. Director of Public lorks CITY COUNCIGACTION APPROVED ✓ DENIED RECEIVED OTHER MEETING DATE / ,� I AYES:l i K �--r= NOES: LU),~ ABSENT: L LO&- ABSTAIN: LLIL VERIFIED BY.• i) (t� Original on File with City Clerk's Office CITY OF PALM DESERT SPECIAL EVENTS APPLICATION/AGREEMENT It is the City of Palm Deserts (the "Cftyl desire that all patrons who periodically hold events on City of Palen Desert property (e.g. a building, room, land, auditorium, gymnasium, arena, stadium, field, area, street, or sidewalks, hereinafter referred to "City Property") are able to enjoy the event. This agreement has been set in place to achieve that goal. The person signing this agreement and the organization on whose behalf the event is being held (collectively hereinafter referred to as the "Organization') are responsible for compliance with this agreement. All applicants are required to read and sign the Special Events Agreement before the event can be held by the organization. This Agreement must be completed in its entirety to include initialing the bottom of each page and signing the signature page at the end of this document. Organizations proposing events without road closures and/or other special considerations must submit application at least 60 days prior to proposed event date. Organizations proposing events that require possible road closures and/or other special considerations must submit application at least 120 days prior to proposed event date. NOTE: If events require extensive planning, safety and security controls, traffic controls, etc. and time does not permit for required agency reviews and approvals, the proposed event may be denied. 1. ORGANIZATION INFORMATION Name of Organization lrftibr % s �cv Toe sf oLrAt`�Dn� Contact Name Address *3 i 3 O S �.AY� c� cJ �✓/o✓N `1�c1. City State (!f7q Zip Code Qz7-6 0 Phone # Home -Jb0-341 1 ig 4 Work 7-60 - ` 4-7 - 5e00 Type of Organization 4 2. EVENT INFORMATION Detailed Description of Event &2t0reJ16,*_15 Tp i�e�yG' US AAoaiJE -te_c_A-Nnn 5 /. AO Clyrrvey �ESGP� fl�ot`�i Proposed Location of Event Ad C4 yrC_ P&i-_ Is this is a walk/run/ride type of an event? YES O NO S Page 1 INITIAL HERE Revision Date 09/09111 NOTE: If proposing to utilize City streets, sidewalks, etc., please provide detailed route map. Date(s) of Event 40 1 e 1le- .�,),91 stimated Attendance If multiple events, estimated attendance for each event Time Event begins (incl. setup) 4,41v�, Time Event ends (incl. clean up) r °~ If multiple events, are these times the same for each event? YES P NO O If no, indicate the start and stop times for each event: Are there any special provisions required for this event? YES O NO If yes, what types of provisions? Is the Event open to the public? YESJS- NO O Will minors be present? YES J4, NO O Are admission fee charged? YES O NO Will there be music? YES NO O If yes, what type of music? Will food be served? YES A NO O Will food be sold? YES 6 NO O Will City streets and/or sidewalks be used? YES O NO �b Are street closures proposed? NO 6- Are Police/Traffic Control proposed? YES & NO O Are Fire Department/Medical Controls proposed? YES O NO V� Will alcohol be served? YES O NO Will alcohol be sold? YES O NO NOTE: If answered "yes" to any alcohol question, a separate Alcohol Permit will be required. Alcohol Permit applications must be submitted directly to the City at least 60 days before the event. Upon review of the submitted agreement, the City will either approve as submitted or establish additional requirements and/or safety measures. Page 2 INITIAL. HERE Revision Date 09109/11 3. CONDITIONS OF USE A. RESERVATIONS 1. The event proposed under this agreement is not considered approved until 1) the "Organization" delivers to the "City", or its authorized agent, the completed Special Events Agreement, rental fee (if any), deposit (if any), certificate of insurance approved by the Citys risk Manager (if required), written evidence of any permits and licenses required, and any other items deemed necessary by the "City; and 2) the "City', in its sole discretion, approves such event in writing. 2. The person who signs this agreement on behalf of a corporation, non-profit, or any other organization must be legally authorized to bind the organization in a contractual agreement. Proof of this authorization must be submitted with this agreement. A person who is at least eighteen (18) years of age must sign this agreement. If alcohol is going to be served, a person who Is at least twenty-one (21) years of age must sign this agreement. 3. The "Organization" shall provide to the Palm Desert City Manager or his/her designee an official single contact who is to serve as the representative to the "City" for the events activities. 4. The "Organization" shall be responsible for securing all required permits and licenses. 5. The event shall adhere to approved activities stated in this agreement (and any addendums) and no other use will be permitted. 6. The "Organization" shall not use the City's name to suggest endorsement or sponsorship of the event or actively without prior written approval by the Palm Desert City Manager or his/her designee. The "Organization's" publicity of the event shall clearly and accurately identify the name of the sponsoring organization or individual. 7. The "Organization" shall permit any and all City officers, employees, or agents to visit the event or activities described in this agreement. 8. The use, service, or sale of any alcohol in and proof and any form is strictly prohibited on all "City Property' except as allowed by an Alcohol Permit issued by the "City". If the "Organization" wishes to use, serve, or sell alcohol at the event proposed in this agreement, the "Organization" must apply for an Alcohol Permit at least 60 days in advance of the event. AD Alcohol Permit applications must be reviewed and expressly approved by the City Council. AN Alcohol Permits apply to only the exact times(s), date(s), and location(s) for which they are issued. B. FEES 1. The "City" may require a rental fee and/or a deposit from the "Organization", which may be collected by the "City" or its agent Page g INmAL HERE Revision Dale 09109/11 2. Any person or agency holding a reservation for the use of "City Property' and desiring to cancel such reservation may be subject to the withholding of a portion of or the entire fee and /or deposit. 3. The "City' may charge an additional amount for any event continuing past the ending time stated in this agreement. 4. In the event that "City Property" is damaged, the "Organization" shall be charged for any and all janitorial, maintenance, and/or repair fees, and costs including time and materials, incurred by the "City' as a result of same and these fees and costs shall be bled to the "Organization'. 5. The "City" may, at its sole discretion, require a damage deposit from the "Organization" at the time of reservation, which would be returned in full after the event is completed and no damage to "City Property" has occurred. 6. The "City" may, at its sole discretion, require fees for road closures, traffic control, safety control measures, security, and/or any other fees that may be deemed necessary. C. INDEMNIFICATION AND INSURANCE 1. The "Organization" shall indemnify, defend, and hold harmless the "City", its officers, employees, and agents from any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liability for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected with the "Organizations" use or occupancy of "City Property" and adjoining property, unless solely caused by the gross negligence or willful misconduct of the "City", its officers, employees, or agents. 2. The "Organization" shall, if required by the "City", procure and maintain general liability insurance against any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liability for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected with the "Organization's" use of or occupancy of "City Property' and adjoining property in the amount of $1,000,000 (one million dollars) per occurrence. Such insurance shall name the City, its officers, employees, and agents as additional insureds prior to the use of "City Property", and such insurance shall be in force continuously throughout the entire time the "Organization" uses the "City Property' specified in this agreement. The "Organization' shall file certificates of such insurance with the "City", which shall be endorsed to provide thirty (30) days notice to the "City" of cancellation or any change of coverage or limits. If a copy of the Insurance certificate is not approved by the City's Risk Manager and on file prior to the event, the "City' may, at its discretion, deny use of "City Property". 3. The "Organization" shall promptly report any personal injuries or property damage arising at any time during and/or arising out of or in any way connected with the "Organization's" use or occupancy of "City Property' (including spectators to an Page 4 INITIAL HERE Revision Oete 09109M 1 event or activity, and adjoining property) to the City's Risk Manager or his/her designee, in writing and as soon as practicable. 4. The "Organization" waives any right of recovery against the "City", its officers, employees, and agents for fires, floods, earthquakes, civil disturbances, regulation of any public authority, and other causes beyond its control. The "Organization" shall not charge results of "acts of God" to the "City", its officers, employees, or agents. S. The "Organization" waives any right of recovery against the "City", its officers, employees, and agents for indemnification, contribution, or declaratory relief arising out of or in any way connected with the "Organization's" use of "City Property' and adjoining property, even if the "City", its officers, employees, or - agents seek recovery against the "Organization". D. SECURITY 1. The "City", at its sole discretion, may require a certain number of security officers, police officers, or City employees or agents of the City for the purpose of monitoring the event. The "Organization" shall be responsible for procuring and paying for any required event monitoring. 2. The "Organization" is solely responsible for supervising all individuals on the City Property" specified in this agreement and adjoining property during the event. The "City' is not responsible for providing this supervision. However, the "City" or its Police Department may evict individuals from the "City Property" during the event if their conduct is not in the best interest of the pubic or is deemed to be detrimental in any way. E. SET UP / CLEAN UP I DECORATIONS 1. The "Organization", caterers, bands, transportation of rental equipment, and related individuals and activities will not be permitted access to the "City Property" specified in this agreement prior to or after the event time period. The "Organization" shah be responsible for arranging access during the time requested for entry and exit to the "City Property" specified in this agreement. 2. The "Organization" shall not prepare and/or setup on the "City Property" specified in this agreement prior to the event start time, unless the "Organization" provides setup fees, deposits, and insurance for the time of the preparation and/or setup and receives written approval from the "City" prior to preparation and/or setup. 3. The "Organization" shah not drive or permit to be driven nails, hooks, tacks, screws, poles, stakes or other forms of fasteners into any part of the "City Property" specified in this agreement and shah not make or allow to be made any alterations of any kind therein. 4. The "Organization" shall be responsible for all dean up of the "City Property" specified in this agreement, including adjacent grounds, at the end of the event. The "Organization" shah pick up, bag, and remove all trash generated byt all Page 5 INITIAL HERE Revision Date 091WI1 activity in any way connected with the event, leaving the "City Property" clean and free of all trash and litter. The "Organization" shall also leave all fixtures, if any, in good working condition. 5. The "Organization" shall not store any equipment or materials on the "City Property" specified in this agreement, or adjoining property, without prior written approval of the Palm Desert City Manager or his/her designee. 6. The "Organization" shall be responsible for any and all damage to the "City Property' specified in this agreement during use. In the event damage occurs or excessive cleaning is necessary, the "Organization" shall be charged for any and all janitorial, maintenance, and/or repair fees incurred by the "City' as a result of damage or excessive cleaning, and if a damage deposit has been taken by the "City% these fees will be deducted from the deposit. F. EQUIPMENT l ACCESSORIES 1. The "Organization" shall not use City equipment, tools, or furnishings located in or about the "City Property" specified in this agreement without the prior written approval of the Palm Desert City Manager or His/her designee. 2. The "Organization" shall not drive motorized vehicles on field or green space. 3. The "City' does not provide audioWuai systems, public address systems, spotlights, floodlights, or projectors. The "Organization", at its own cost, may bring these systems onto the "City Property" specified in this agreement for their use. 4. The "Organization" shall secure approval of the "City" before using audiovisual systems, public address systems, and live or recorded amplified music. The "Organization" shall not record, televise, or broadcast the event or any portion thereof without prior written approval of the Palm Desert Manager or his/her designee. 5. Depending on the event, the "City "may, at its sole discretion, require the "Organization" to provide certain equipment, supplies, or services. These requirements will be fisted in an addendum attached to this agreement G. MISCELLANEOUS 1. The "Organization" shall comply with all local, state, and federal laws and regulations related to the use of the "City Property' specified in this agreement This includes Americans With Disabilities Act (ADA) compliance, if the "Organization" is providing facilities for the public, or modifying existing City facilities (such as, but not limited to parking, sidewalks or spectator seating, etc.) 2. The "Organization shall not admit a larger number of individuals than can lawfully, safely, and freely move about the "City Property' specified in this agreement wherein the event is being held. The "City" or its Police Department shall, at its Page 6 INITIAL NERE Ravlaion Date MOM discretion, make the determination regarding safety of the individuals attending the event. 3. Gambling of any kind is not permitted on "City Property". 4. No animals are permitted at the Facility, with the exception of licensed service animals. (This does not apply to City parks and other City locations where pets are permitted on leash). 5. If the "Organization" violates any part of this agreement or reports false information to the "City', the "City" may refuse the "Organization" further use of "City Property" and the "Organization" shall forfeit a portion of or all of the paid fees and/or the deposit. 6. The "City' may impose additional requirements as deemed necessary to protect the health, safety, and/or welfare of the community. 7. Any person aggrieved by the "City's" decision with respect to this agreement may appeal to the Palm Desert City Manager or his/her designee in writing no later than five (5) days after the "City's" decision has been communicated to the aggrieved party. 8. If any provision of this agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. IMPORTANT — READ BEFORE SIGNING I am an authorized agent of the organization submitting this application/agreement. The information provided is true and correct. I have read and understand this application/agreement and agree to all of the aforementioned rules, regulations, and conditions of use. Once signed by all individuals/organizations/agencies this becomes the official agreement between all parties. Print name #tea tf Organization ' Address Telephone: Home ~ SignatureA, Work -;LG 6 r `t `f � - S 00 0 NOTE: Proof that the person signing this agreement on behalf of the Organization is authorized to do so must be attached. Page 7 INITIAL HERE Revision Date 09109111 PROPOSED EVENT CITY OF PALM DESERT USE ONLY Fee Deposit Approved Denied Date By REVIEWED AND APPROVED: Total paid Deposit returned Date Deposit Returned PLANNING/CODE YES O NO O Conditions PUBLIC Conditior RISK MANAGER YES O NO O Conditions FIRE DEPARTMENT YES4 NO O Conditions POLICE DEPARTMENT YES O NO O Conditions SPECIAL PROGRAMS YES O NO O Conditions Page 8 INITIAL HERE Revision Date 09MW11 K MAGNESIA FALLS DRIVE L C'3b Sy O-J�'fi3+n%+t ARRICADES � s t THIS SECTION OF SAN PABLO AVENUE 0PiW IS CLOSED TO NORTHBOUND TRAFFIC # DATE: 11/21/2011 PDYSA BASEBALL OPENING DAY TRAFFIC CONTROL EXHIBIT 40 mom Nor m SME SCALE: NTS D MSDEPARTMENT OF PUBLIC WORKS BY I CITY OF PALM DESERT