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Home My WebLink About2012 Palm Desert Century Bike RideCITY OF PALM DESERT SPECIAL PROGRAMS DEPARTMENT STAFF REPORT REQUEST: Approve 2012 Palm Desert Century Bike Ride, 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 DATE: January 12, 2012 CONTENT: None Recommendation: By Minute Motion, 1. Approve 2012 Palm Desert Century Bike Ride; 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: Staff met with representatives Jim Knight and Larry Gitman of Shadow Tour, LLC, with regards to the results of the 2011 Palm Desert Century Bike Ride, as well as the possibility of scheduling the second annual (2012) Palm Desert Century Bike Ride. According to Mr. Knight, there were 845 registered riders for the inaugural 2011 ride. Given that on the day of the event, the Desert experienced significant rainfall, of the 845 registered, approximately 600 actually rode through the rain. Mr. Knight indicated that even with the bad weather, participant feedback was overwhelmingly positive. In addition, staff contacted both hotels prior to the ride to determine satisfaction with the event. Both hotels expressed their appreciation for having the event in the area and were very enthusiastic with the possibility of having the event in 2012. Homewood Suites stated that they were 100% occupied and the Hampton Inn stated that occupancy for Friday was approximately 74%, and Saturday was approximately 47%. In addition, the event sponsor, Shadow Tour/ST Promotions, LLC, worked with Subway restaurant and other businesses in the University Park area to develop special discounts and promotions specifically for participants of the event. Dr. Fred Jandt, Dean of California State University San Bernardino's (CSUSB) Palm Desert Campus offered parking at the campus for event participants. The event also raised approximately $7,000 for Roy's Desert Resource Center, STAFF REPORT APPROVAL OF 2012 PALM DESERT CENTURY BIKE RIDE JANUARY 12, 2012 PAGE 3 which was the 2011 designated charity. Feedback from the riders, hotels, businesses, police, fire, and other City staff has all been very positive. One area that Shadow Tours experienced some difficulty in 2011 was with obtaining the Cal Trans Encroachment Permit. Cal Trans has already informed Shadow Tours that either a non- profit organization or a local government agency must pull the permit for 2012. Shadow Tours has requested for the 2012 event, that the City of Palm Desert assist with obtaining the Cal Trans Encroachment Permit. Upon review of this option and all of the requirements, staff recommends that the City assist Shadow Tours with obtaining the permit. The event will again be held at the University Park, off of Cook Street, and is scheduled for Saturday, November 10, 2012. The event will start setup around 5:45 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 2011. Provided below, as a refresher for Council, are details from the 2011 ride that are anticipated to remain the same for 2012: 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, and 100 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: Palm 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 2012 PALM DESERT CENTURY BIKE RIDE JANUARY 12, 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 four (4) intersections for the start of the ride: College Dr./Frank Sinatra Dr.; Frank Sinatra Dr./Cook St.; Tamarisk Row Dr./Country Club Dr.; and Country Club Dr./Washington St. 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.) • On the return, riders should be significantly spread out, and as a result, the same conditions will not exist as in the start of the event; therefore, officers will only need to be stationed at the intersections of Country Club Dr./Washington St. and Frank Sinatra Dr./Cook St. If riders appear in large numbers, traffic will be stopped to allow riders through; however, if not, they will be there to monitor and ensure that riders are obeying the "Rules of the Road." This ride does have a charitable aspect and staff continued to recommend that the event sponsors consider a local charity. The sponsors are still working on this aspect of the event and as soon as a charity has been selected and details are finalized, the event sponsors will inform City staff as to the designated organization. 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: CITY COUNCIL A ION APPROVED DENIED RECEIVED OTHER Frankie ddle Director of Special Programs MEETI G DA3,,T� (11 '" / AVES: l�l �l Qm NOES: Approval: ABSENT: D�?� ABSTAIN: L VERIFIED BY: O,e_VOriginal on File with City Jerk's Office �fqfin M. Wohlmuth ity Manager