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HomeMy WebLinkAbout2013 Palm Desert Century Bike Rides - March and November 2013CITY OF PALM DESERT SPECIAL PROGRAMS DEPARTMENT STAFF REPORT REQUEST: Approve 2013 Palm Desert Century Bike Rides, Road Closure of University Dr. from College Dr. east to west and southbound lane closure of College Dr. between University and Frank Sinatra, and Waiver of Section 11.01.140 — Amplified Sound and Section 11.01.080 — Prohibited Conduct Generally in City Parks, Item Q — Vendor Sales SUBMITTED BY: Frankie Riddle, Director of Special Programs APPLICANT: Shadow Tour, LLC DATE: December 13, 2012 CONTENT: None Recommendation By Minute Motion, 1. Approve two separate Palm Desert Century Bike Rides on March 23, 2013, and November 9, 2013; 2. Approve road closure at University Dr. from College Dr. east to west; 3. Approve southbound lane closure of College Dr. between University and Frank Sinatra; 4. Approve waiver of Section 11.01.140 — Amplified Sound; and 5. Approve waiver of Section 11.01.180 — Prohibited Conduct Generally in City Parks, Item Q — Vendor Sales. Discussion Representatives Jim Knight and Larry Gitman of Shadow Tour, LLC, are already planning for the 3rd Annual Palm Desert Century Bike Ride, as well as an inaugural spring ride taking advantage of the Coachella Valley's great weather conditions during that time. According to Mr. Knight, the 2012 event had 883 registered riders and 768 actual riders (there are always no shows for these types of events) which was an increase from 2011 with 845 registered riders and 600 actual riders the day of the event; however, it should be noted that in 2011 the Desert experienced significant rainfall the day of the event which prevented some riders from participating. As far as hotel occupancy, the Homewood Suites was sold out, Hampton Inn was nearly sold out, and other hotels in the area noted their support for the event, as did local businesses. Dr. Fred Jandt, Dean of California State University San Bernardino's (CSUSB) Palm Desert Campus again offered parking at the campus for event participants. In 2012, the event organizers worked with Desert Recreation District as the non-profit component. The event STAFF REPORT APPROVAL OF 2013 PALM DESERT CENTURY BIKE RIDES DECEMBER 13, 2012 PAGE 2 'raised $4,445 to assist the "Trips for Kids" Program. Feedback from the riders, hotels, businesses, police, fire, and other City staff has all been very positive. Each of the events will again be held at the University Park, off of Cook Street, and are scheduled for Saturday, March 23, 2013, and Saturday, November 9, 2013. The March event will be a replica of the November event. Staff discussed its concern in regards to the new ride in March having an impact on the November ride, as well as the timing between now and March. Mr. Knight indicated that since the November ride is going into its third year and the time frame between March and November is significant in terms of riding, there should not be a negative impact, if any, with having both rides. Another concern was the time frame between now (December) and March in regards to marketing the event. Mr. Knight noted that they have a built-in/mass mailing list as well as other means to market the event so there should be sufficient time to promote this first (inaugural) year ride. In addition, he noted that March tends to have fewer rides available with more riders looking for events, which will also make it appealing to riders. The event will start setup around 5:30 a.m., with cleanup taking place around 6:00 p.m. The plan is to have a DJ start making announcements and alternating music sets at about 6:30 a.m., then at 11:00 a.m., there will be a small band for entertainment — music is more for background entertainment and announcements. As a result, staff is requesting a waiver of Palm Desert Municipal Code (PDMC) Section 11.01.140, Amplified Sound. In addition, the organizers are proposing to have booths for sponsors and exhibitors with 10'x10' pop-up canopies to sell products. As such, staff is recommending a waiver of PDMC Section 11.01.180, Item Q Prohibit Conduct Generally in City Parks — Sell or Offer for Sale any Merchandise (Vendor Sales). The event, setup, and route are basically the same as was approved in 2012. Provided below, as a refresher for Council, are details from the 2012 tide that are anticipated to remain the same for 2013: The closest occupied residential units are located in the southeast quadrant of University Dr. and College Dr., which is approximately 400 feet from the park. Also, there is a hotel directly adjacent to the park. Event sponsors will again negotiate with Homewood Suites (hotel adjacent to the park) to become the Host Hotel and the Hampton Inn as the Event Hotel. Agreements with both hotels will be formalized at a later date. Since the actual ride only encompasses approximately 4.3 miles one-way (8.6 miles roundtrip) within Palm Desert, the majority of the ride will go through other communities and proceed to the County area towards Box Canyon Road. The ride will have 25, 50, 100, and 130 mile segments with the complete route proceeding to Chiriaco Summit where riders will turn around and follow the same route back to University Park. Following are, 1) the proposed section of the route that is within Palm Desert; and 2) street/road conditions: m Desert Route: • Riders will proceed south on College Dr. toward Frank Sinatra Dr. • Turn left heading east on Frank Sinatra Dr. and proceed passed Cook St. • Continuing onto Tamarisk Row Dr. • Turn left heading east on Country Club Dr., past Washington Street until riders reach Jefferson. Street/Road Closures and/or Other Safety Requirements: • No major road closures are proposed except at University Dr. from College Dr. east to west, and southbound lane closure of College between University and Frank Sinatra. STAFF REPORT APPROVAL OF 2013 PALM DESERT CENTURY BIKE RIDES DECEMBER 13, 2012 PAGE 3 Parking will be at hotels, University Village business complex parking lot area, and the California State University San Bernardino's (CSUSB) Palm Desert campus. Palm Desert Police officers will be stationed at the following three (3) intersections for the start of the ride: (1) College Dr./Frank Sinatra Dr.; (2) Frank Sinatra Dr./Cook St.; and (3) Tamarisk Row Dr./Country Club Dr. Traffic will be stopped at these intersections to allow riders to move through quickly and safely until they are out of city limits. Police will also utilize the Palm Desert Citizen on Patrol (COPS) members to assist with traffic control at various intersections. City staff and police will continue to work with sponsor to address traffic related issues as the event dates get closer in. On the return, riders should be significantly spread out, and as a result, the same conditions will not necessarily exist as in the start of the event; therefore, officers will be present along the route to ensure riders are obeying the rules of the road. If necessary, officer(s) will utilize the same process utilized at the start of the event to allow riders through signals to keep traffic and riders moving smoothly. The rides will have a charitable aspect and staff continues to recommend that the event sponsor consider a local charity. The sponsor will continue working with Desert Recreation District and other non-profit organizations to ensure adequate volunteers are provided for the events. As soon as the charities have been selected and details are finalized, the event sponsor will inform City staff as to the designated organizations. Fiscal Analysis: There will be no fiscal impact to the City associated with this request. Sponsor has been informed that the City will not consider any monetary compensation for the event. Submitted By: Frankie Riddle Director of Specia rowams Approval: i M. Wohlmuth Manager CITY COUNCIL ACTION APPROVED . DENIED RECEIVED OTHER MEETING DATE /a _ - -_1 - AYES: 6er25017a fir NOES:_ nfit _ ABSENT: _4 0/1 e- ABSTAIN: - e_. VERIFIED BY: e I LaL Original on File with City Clerk's )ffice