HomeMy WebLinkAboutStaff Report 3.K 04/18/2005CITY OF PETALUMA, CALIFORNIA 3.K
AGENDA BILL April 18, 2005
Agenda Title: Meetine Date:
April 18, 2005
Resolution Approving Boys and Girls Club Car Show and
Cruise set for May 21, 2005. Meetine Time: ® 3:00 PM
❑ 7:00 PM
Cateeory (check one): ® Consent Calendar ❑ Public Hearing ❑ New Business
❑ Unfinished Business ❑ Presentation
Deuartment: Director ContacPe�� n: Phone Number:
Police Department Chief Steve Hood Sgt. Tii(LYp s 778-4596
Cost of Proposal: $469.64 ( To be paid by the Applicant Account Number:
Amount Budeeted: 0 Name of Fund:
Overtime Contract
Attachments to Aeenda Packet Item:
A. Staff Report
B. Resolution
C. Event Application
Summary Statement:
The Boys & Girls Clubs of Petaluma is sponsoring Cruisin' The Boulevard Car Show and Cruise. They
are requesting street closures for the purspose of an Art Show and Car Cruise.
Recommended Citv Council Action/Sueeested Motion:
Approval of Resolution
Reyiewed by Finance Director: Revie nev:
Date:
200
Tdd%av's Date: Revision # and Date Revised
April 5, 2005 #
Aaurove Lv City Manaeer:
Date:
File ode:
CITY OF PETALUMA, CALIFORNIA
APRIL 18, 2005
AGENDA REPORT
FOR
Resolution Approving Boys and Girls Club Car Show and Cruise set for May 21, 2005.
EXECUTIVE SUMMARY:
The Boys & Girls Clubs of Petaluma is sponsoring Cruisin' The Boulevard Car Show and Cruise. They
are requesting street closures for the purspose of an Art Show and Car Cruise.
2. BACKGROUND:
The Boys & Girls Clubs of Petaluma is sponsoring "Cruisin' The Boulevard Car Show and Cruise".
Street closures will be as follows: May 21st, Art Show from 2:00 PM to 5:00 PM on Petaluma Blvd., just
north of B Street, fronting the businesses ( See Map in Event Application ), Car Show and Cruise from
5:00 PM to 8:00 PM on Fourth Street and Kentucky Street, between, B Street and Washington Street
See Map in Event Application ), and the A Street Parking Lot.
The Boys & Girls Clubs of Petaluma is sponsoring this event to help raise money for the local clubs.
The Applicant estimates that approx. 1000 people will attend the event and no more than classic 100
vehicles will participate in the Car Show and Cruise. An Art Show will take place on Petaluma Blvd.,
near Center Park. The Applicant said the Art Show will include a BBQ and Wine Tasting. This Art
Show will take place between 2:00 PM and 5:00 PM. The Applicant will have to abide by all local
ordinances and laws relating to alcohol sales and consumption. The Art Expo will feature 4 V foot long
decorated fiberglass "Cruiser Ari Cars".
After the Art Show, a Car Cruise will occur along Fourth Sheet and Kentucky Street. The Applicant
will have monitors at B and Fourth Street and Western and Kentucky Street to monitor for Cruise
entrants only. The monitors will make sure that only vehicle's that have been permitted from the event
sponsor are allowed in and that all special event rules and conditions are being followed.
ALTERNATIVES:
To not allow the event to take place.
4. FINANCIAL IMPACTS:
This event is estimated to cost the City $469.64. This includes 4 hours of Public Works time for sign
and barricade use and a 4 hour Overtime Shift for a police officer to patrol the event. The applicant has
paid for the Event Permit and shall reimburse the City for the above personnel costs.
5. CONCLUSION:
In order for the "Cruisin' The Boulevard Car Show and Cruise" event to take place as requested and
planned by the Applicant, it is necessary that street closures take place as listed. To insure a safe and
orderly operation of the event vendors and car show entrants will be monitored by event organizers. If
the resolution is approved the Police Department will assume responsibility for street closures, traffic
and crowd control. If the resolution is not approved the events will not take place as planned.
E. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR COMPLETION:
If approved "Cruisin' The Boulevard Car Show and Cruise" event will take place with minimum nnpact
to businesses and vehicular traffic in the area.
RECOMMENDATION:
Approval of designated street closures, car cruise art show and as needed between 2:00 PM and 8:00
PM on Saturday, May 21, 2005.
g:/farms/2003 agenda bill
Resolution No. N.C.S.
of the City of Petaluma, Califolnia
Resolution Approving Boys and Girls Club Car Show and Cruise set for May 21, 2005.
WHEREAS, the Boys & Girls Clubs of Petaluma is sponsoring "Cruisin' The Boulevard Car Show and
Cruise on May 21, 2005; and
WHEREAS, the Boys & Girls Clubs of Petaluma is sponsoring "Cruisin' The Boulevard Car Show and
Cruise on May 21, 2005, and have coordinated the details of the art show and car cruise with the Petaluma
Police Department; and
WHEREAS, the Boys & Girls Clubs of Petaluma will be the authorized sponsor of the special event
including the authorization of street vendors within the special event perimeter; and
NOW, THEREFORE, BE IT RESOLVED, that the Police Department is authorized to close certain
downtown streets between the hours 2:00 PM and 8:00 PM on Saturday, May 21, 2005, for the purpose of
conducting an art show and car cruise per the identified locations on the attached map in the Special Event
Application.
Under the power and authority conferred upon this Council by the Charter of said City.
REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to
Council of the City of Petaluma at a Regular meeting on, April 18, 2005, form:
by the following vote:
AYES:
NOES:
ABSENT:
ATTEST:
City Clerk Mayor
Resolution No, NCS
City Attorney
Come cruise the same streets as John Milner in
the movie American Graffiti..!
Saturday, May 21, 2005
• Classic Car Show: lam - 3pm: Petaluma Village Premium Outlets
• Cruiser Art Show: 2pm - 5pm: Downtown Petaluma
• Cruise Petaluma: 5pm - 8pm: Downtown Petaluma
Dash Plaques to the first 100 vehicles
Open to American Cars & Trucks 1972 and older
Registration: $25.00 by May 10, 2005 - Day of event: $30.00 (if space available)
Show & Cruise Sponsors
Industrial Carting - Petaluma Village Premium Outlets - Rocky Mountain Chocolate Factory
Petaluma Minuteman Press - Heidi Kibbe State Farm Insurance - Golden Eagle Center Merchants
Andersen & Co., LLP - Precise Bookkeeping & Notary Services
Visit www.petalumabec.org
Cruisin' The Boulevard Day
May 21, 2005
Supplement to Special Event Permit Application
/�P/
BOYS & GIRLS CLUBS
OF PETALUMA
Rich Poremba
Director of Marketing
rooremba(ftetalumabac.ora
203 Maria Drive
Petaluma, CA 94954
16
BOYS & GIRLS CLUBS
OF PETALUMA
203 Maria Drive - Petaluma, CA 94954 - (707) 769-5322
I want to help PROMOTE PETALUMA. I support having the Cruisin' The Boulevard Art Exposition
Preview Party in front of my business on Saturday, May 21. I understand that the transition street between
Petaluma Blvd. North (McNear's) and B Street (Shutterbug) will be closed to traffic and parking from 12
noon to 6 pm.
Business Name:
Approved by: I' q �(� l
Business Name: Shu z�uL
Approved by: 4� 1'
n , Date:
Signature:
Date: 2 - 3 - 05
Signature:
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Approved by: 7-A/lsVIi2A r !L"/ `/c!f�'�LJD eSignature:� //�/rni✓Jliio/<t i f
Business Name: air_ Date: 2 - 4--0 5
Approved by: Signatur
Business Name: A• I�(r ULJS �ItiL(� �l� c� Dater-
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Approved by: R \ C� ��� � Signature:
Business Name: Date:
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Business Name: Date:
Approved by: Signature:
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Fax: 17071769-5310
80" & CXMLS C,IUM
OFPETALU1
203 Maria Drive - Pelaluma, CA 94954 - (707) 7695322
I want to help PRt}MOTE PETAL I support having the Cmisin' The Boulevard Art Exposition
Preview Party in front of my business Saturday, May 21. I understand that the transition street between
Petaluma Blvd, North (MeNear's) and Street (Shutterbug) will be closed to traffic and parking from 12
noon to 6 pm.
Business Name, lVErse! S // Date: 2�p1 � /�
Approved by: Aahe_t ;LI Signature: lf.t/t--Y
Business Name: Date:
Approved by: Signature:
Business Name: Date:
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Business Name: Date:
Approved by: Signature:
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Approved by: Signature:
Business Name: Date:
Approved by; Signature:
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Approved by: Signature:
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Approved by, Signature:
Business Name: Date:
Approved by: Signature:
Petaluma Police Department
Application for Special Event Permit
j85$
FA 's
When is a special event permit reunited?.
13.32.040 PMC — Any person desiring to sponsor a parade, athletic event or other special event on a city street,
sidewalk or other city owned land and improvements in the city shall first obtain a special event permit from the
Chief of Police.
What events do not require a special event permit?
13.32.040 PMC — Parades, athletic events or other special events, which occur exclusively on city property under the
jurisdiction of the Petaluma Parks and Recreation Department ( may require a permit obtained from the Parks and
Recreation Department). For events held in City Parks, please contact the Parks and Recreation Department for
more information.
Parades involving a total of thirty (30) or fewer pedestrians marching along a parade route which is restricted to
marching on sidewalks and crossing streets only at pedestrian crosswalks in accordance with traffic regulations and
controls.
When should I avoly for a special event permit?
Special event permits must be submitted not less than thirty (30) days prior to the event. Special event permits
submitted less than thirty days prior to an event may be denied on that basis.
Who handles special event permits at the police deoartment?.
The Watch Commander or Supervisor who is scheduled to work the day of the special event processes special event
permits submitted to the police department. The Chief of Police makes the final determination on the approval or
denial of special event permits.
Do I need a special event permit for a block party?.
Yes. You must live on a dead-end or cul-de-sac to block the street for a block party, and you must have the
permission of the neighbors affected by the street closure. You do not need a block party permit if you do not intend
to block the street.
Note: In most cases, you cannot block a throueh street for the purposes of holding a block party.
Do I need insurance for my special event?
Most special events require some type of liability insurance. Insurance is most often obtained by adding a `rider' to
an organization or individuah's existing policy. You will be required to sign a "Hold Harmless Agreement" for
events occurring within the city.
What are the most common reasons for denial of special event permits?
Most special event perm is are denied due to incomplete information. Please review your application carefully to
make sure all information is legible and complete. Please provide as many contact numbers as possible to make it
easier for the police department to contact someone should questions arise.
Is there anv cost to obtain a special event oermit?.
The Police Department charges a permit processing fee for reviewing and issuing special event permits.
Costs are as follows:
Special Event Permit -Minor $15 Individual Applicant
$50 Commercial Applicant
A "minor' event generally includes applications that are reviewed and approved solely by the Police Department.
These events include 30 or fewer participants and / or are unlikely to require any additional police presence or have
minimal impact on the community.
Special Event Permit -Major $260 All applicants
A "major event generally includes applications that require review /action by the Police Department and other City
Departments (Fire Department, Public Works, Recreation Department, etc.). Major events may include large
numbers of participants or attendees. Major events may require the preparation of a City Council Agenda Item to
authorize street closures for the event. Major events may require the use of extra police officers to safely conduct
the event.
Petaluma Police Department
Application for Special Event Permit
FOR OFFICE
,
Date gpp7rcah6_n'reeeived ApplrcantNumber
Eventt'Day and Date. Arpplicahon assigned to:
TO BE FILLED OUT BY APPLICANT:
Sponsoring Organization or Group
(Name) UOyS S G to CLUt35
J03 MAV -JA Dte-' CfgCffKq-
Address
Applicant or Contact Person: 666 I''02E"A& A -✓_lutes
Name Address
Work Phone Cell Phone
of Pefla,„ 4
[ ] Other
Altemate/Additional Contact Person: ,e+JM1 FE12 LVEo oIe—
Name Address
�5-�3zZ x I I
Additional Contact Numbers: Work Phone
Telephone
Day Phone
Cell Phone
Date(s) of Event:_ ,2 I 1/I1 AY Z GUS Time of Event: From � Z ij
to
Type of Event: (e.g., parade, carnival, demonstration, etc.)
I- ,1soul 11-kl0 .(ML c)b)i,�E
Ey)P-ulf iVRY E: C-6151 V Tp,= A ObLG_UAlev% 1)AV
Estimated number of persons at event: 100 0
Estimated number of vehicles at event: 100
Location or Route of Event: ( Attach map of event location or route)
ao,t sqw— 01 OU 1M 40
CAk r kl v 1S E - tf 2- r),j ►v� p
1
TO BE FILLED OUT BY APPLICANT:
Wi ood or beverages by served at event? X) Yes ( ) No If yes, describe: ,
A a Ki Q 1* 5>�z
alcohol be served at event? J},�) Yes ( ) No If yes, describe:
Have you obtained a permit for the sale of food/beverages/alcohol? ( ) Yes �X No If yes, a
copy ofpermit nuest be attached to this application.
Will any booths or structures be erected at event? ( ) Yes Wo If yes, describe:
—ruW �5
Will there be any sound amplification equipment at event? ( ) Yes (x) No If yes, describe:
Will this event take place in a City Park or Recreation area? ( ) Yes X) No
If yes, a permit may be required (13.28.050 PMC): Petaluma Parks and Recreation Department
320 N. Me Dowell Blvd., Petaluma
(707)778-4380
Will this event take place on Private Property? ( ) Yes (j6 No If yes, written permission of
the landowner must be attached to this application.
�CH,ave you obtained a business license to conduct your event from the City of Petaluma? ( ) Yes
0l No If yes, attach a copy of the permit to this application.
BLOCK PARTY INSTRUCTIONS:
Block Party Applications must include a separate form with the name, address, and
signature of the residents of all dwellings along the street, which will be closed.
The permission form must include the Day, Date, and Time of the planned Block Party.
The permission form should include a description of activities (e.g. barbecue, games, etc)
"Please note that the term "Block Party" applies only to residential streets. Block parties may
not be approved if they create a substantial disruption of traffic flow per 13.32.080 (A)(5).
2
ADDITIONAL INFORMATION REQUIRED FOR APPLICANTS TO CONDUCT A
PARADE, BICYCLE RACE, FOOT RACE OR OTHER RACE, OR ANY OTHER
EVENT ALONG A MOVING ROUTE.
TO BE FILLED OUT BY APPLICANT:
Assembly time: J r Yom m
Location of assembly area: 54-4 Ae , V
Start time of parade/event: _ � )0 )It
End time of parade/event:
Disbanding location:
Disbanding time:
-?:oop)w
AXIL
I)o VG
Maximum length of parade: (in miles or feet)
Describe vehicles/floats: (e.g., how many, how powered)
('Wq /C I -Aa g
(Attach additional pages if necessary)
Number and type of marching units: -4-
Any animals in parade? (Describe) -(;
Please provide any additional information that may be important to the event
I declare under penalty of perjury that the above information is true a c to the best of my
knowledge.
Signature of Applicant
REQUEST FOR WAIVER OF INSURANCE REQUIREMENTS FOR SPECIAL EVENTS ON
STREETS/SIDEWALKS (Petaluma Municipal Code Section 14.21.130) OR FOR PARK FACILITY
PERMITS FOR PARK EVENTS (Petaluma Municipal code Section 13.28.130)
All persons/groups are required to fumish an insurance policy or a certification of insurance naming the
City of Petaluma as an additional insured party for general liability coverage. The insurance requirement
will be waived for persons or groups sponsoring First Amendment Events on city streets/sidewalks or
parks who cannot afford to purchase insurance for their event. First Amendment Events includes marches
and assemblies to support/protest government policies or decisions, or to express religious or political
beliefs.
To request a waiver you must first determine whether your group can afford insurance coverage. Check
with a licensed insurance agent to determine the cost of purchasing insurance for your event. If you
determine you cannot afford the premium, fill out the following:
WAIVER OF INSURANCE
I/We, hereby apply for a waiver of insurance requirements for the special event for which we/I
am/are the applicant sponsor.
I/We, believe that the event's sole purpose is First Amendment expression and that the cost of
obtaining insurance coverage for the event would create an unreasonable burden on the right of
First Amendment expression:
CHECK THE FOLLOWING:
[ ] I have applied for a Special Event Permit from the Police Department
[ ] I have applied for a Park Facility Permit from the Parks and Recreation Department.
[ ] Describe First Amendment purpose of event:
[ ] I have checked the cost of purchasing insurance coverage with a licensed insurance agent.
State narie and address of agent.
[ ] I/We request a waiver of the insurance requirements.
I declare under the penalty of perjury that the foregoing is true and correct>
Dated:
Applicant's Name:
Applicant's Address:
Applicant Telephone:
Applicant's signature
19
SPECIAL EVENT PERMIT
1'� _ 1 71 w_ ►/ I ► Y
The special event permittee/sponsor of event (hereafter called "Permittee") agrees to
reimburse the City of Petaluma (hereafter called "City") for all losses incurred by it in repairing
or replacing damage to City property proximately caused by the Permittee, its officers,
employees, agents (including special event monitors), or any other person attending or joining
the special event who was, or reasonably should have been, under the Permittee's control.
Persons who merely attend or join in a parade or other special event are not considered by that
reason alone to be "under the control" of the Permittee.
The Permittee further agrees to defend without costs, indemnify and hold harmless the
City, its officers, agents and employees from all actions, claims, damages, losses and liability
arising out of or alleged to arise out of the special event which was proximately caused by the
Permittee, its officers, employees, agents, including special event monitors, or any other person
attending or joining in special event who was, or reasonably should have been under the
Permittee's control.
I hereby agree to comply wit he terms of the Special Event Permit including the Hold
Harmless Agreement, and to co I ith all special event permit conditions.
Signature of Permittee: � Date:riyLerff�
If special event is sponsored by an organization, the police department may also requires
that this permit be signed by an authorized officer or sponsoring organization.
Signature' of Officer or
Sponsoring'Organization:�,: „ Date:— ��US
REQUEST FOR EXTRA -DUTY POLICE OFFICERS
The Police Department may require that additional Police Officers be assigned to your special event to
address traffic or safety concerns. You may also request that overtime Police Officers be assigned to your
special event. When Police Officers are required/requested for your event, the supervisor responsible for
processing your Special Event Permit will contact the event sponsor(s) with that information. The
contract included below will be completed and you may be required to pre -pay the estimated costs for
policing the event. (Non -profits and person(s) sponsoring a special event whose prin:my piopose is First
Amendment Expression may obtain a waiver of the first four hours of police time for the event).
ForsOffice Use:;
Petaluma Police Department
Estimated Budget for Contract Overtime
Estimated Personnel Costs
Police Officer Hours at an Event:
# Police Officers _ (From:
4 hours x $52.69 per hour = $210.76
Estimated Vehicle Costs:
Police vehicle costs at the
To: ) = Minimum 4 hours each
—vehicles for _ hours (_ PM PM )=_ hours
hours x $2.75 per hour = $
Estimated Administrative Costs:
Sergeant's preparation time and Accounting services
Administrative Fee —15% of total (15% of =$
Total Estimated Costs of Personnel, Vehicle and Admin. Costs = $
Total costs for the contractual services are due by . In the event of a cancellation
of contractual services. The Petaluma Police Department Event Supervisor must be notified no later than
24 hours prior to the start of the event. if the event is cancelled within 24 hours, the event organizer will
pay a minimum 2 hour per officer cost and the Administrative Fee.
Services rendered pursuant to this agreement represent an estimate of need and are based upon
past experience for similar events. The Petaluma Police Department shall endeavor to mitigate costs to
event organizer by sending assigned security personnel home early should circumstances and events
dictate less security requirements. Conversely, the Petaluma Police Department reserves the authority to
add additional security personnel should circumstances dictate such need I City of Petaluma Police Department (Organization)/
BY: BY:
Title: Title: Representative
Date: Date: 3'j — 0 A
NOTICE OF APPROVALIDENLAI, OF
SPECIAL EVENT PERMIT
FO..R'. .
OFFICE USEr
YOUR APPLICATION HAS BEEN:
[ ] Denied. Reason for denial:
[ ] Your request for waiver of the application deadline has been denied. Reason for denial:
[ ] Approved (Please note conditions and advisements attached to the Special Event Permit.
Dated:
Chief of Police or Designee
APPEALS
(Section 13.32. 100 of the Municipal Code)
You have the right to appeal to the Petaluma City Council or City Manager, the police
department's denial of your application for a special event permit, or a permit condition, a
refusal to waive filing deadlines, amount of fees; or a decision that your own insurance coverage
does not comply with the Petaluma Municipal Code. A notice of Appeal must be filed with the
City Clerk's Office no later than five days after you have received this Notice, or have been
notified that your insurance coverage does not comply. A copy of Section 13.32.100 of the
Petaluma Mumicipal Code, describing the appeals procedure can be obtained from the office of
the City Clerk.
7
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Police
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Special EventPermit
Page 1 of 3
This Special Event Permit authorizes the holder to conduct a special event per 13.32.010 of the
Petaluma Municipal Code. This permit is issued by the Petaluma Police Department for the
following event:
Date of Event:
Event Time
Start Time: 5� End Time:
Location of Event:
Name of Organization or Permittee:
of Police or Desi ee
I hereby agree to comply with the terms of the Special Event Permit including the Hold Harmless
Agreement, and to comply with all special event conditions.
Event Sponsor/Permittee
Event Sponsor/Permittee
EVENT CONDITIONS: Permittee must comply with all conditions marked with an "X"
[ The permittee shall ensure that the person leading a parade or other event along a route,
or the person in charge of any other event shall carry the special event permit including
special event permit conditions on his/her person for the duration of the event.
Special Event Permit
Special Event Conditions
Continued:
A. General Conditions:
Page 2 of 3
] The permittee shall ensure that the area used for the event is cleaned and restored to the
( same condition as existed prior to the event, immediately following the completion of the
event.
] The permittee shall obtain a Petaluma business license for the planned activity from the
Petaluma Finance Department.
] The permittee is responsible for obtaining barricades/traffic cones or other traffic control
devices for the event.
B. Event Monitors:
[] The permittee shall be required to provide a minimum of eo Event Monitors.
[� Event monitors are required to wear some visible means of identification (e.g., insignia,
special clothing, arm band).
] Each Event Monitor at the event shall review and carry on his/her persona copy of the
special event permit conditions.
] For parades, a minimum of one monitor shall be stationed and in charge of the assembly
area. At least one monitor shall be stationed and in charge of the disbanding area.
] The permittee shall be required to provide a minimum of Uniformed Security
Officers from a licensed and bonded/insured security company.
C. Events Occurrine on City Streets:
[�] No objects of any nature shall be placed within 15 feet of any fire hydrant.
No objects or structures shall be placed within any street intersection or pedestrian
crosswalk, no shall any vehicles be pennitted to be parked in such area.
A continuous passageway in the roadway at least 14 feet in width shall be maintained at
all times for the duration of the event for use of emergency vehicles.
] Event participants must remain on sidewalks, crossing streets only at pedestrian
crosswalks in accordance with traffic regulations and controls. Pedestrians participating
in the event shall cross crosswalks in units of ten or less and shall allow vehicles to pass
between each unit.
D. Health, Sanitation and Safety:
] A first-aid station shall be provided at the event.
Special Event Permit
Special Event Conditions
Continued:
Page 3 of 3
] A minimum of one (portable) toilet shall be provided at the event for every 100
estimated persons expected to be in attendance at the event if the event shall last more
than three hours. Facilities for washing hands and drinking water shall also be provided
at the event.
Parade floats and other decorated vehicles are subject to inspection and approval for
safety by the Petaluma Fire and Police Department officials.
[] The event site and all structures at the event are subject to inspection and approval by
( Petaluma Fire Department officials and other city safety personnel. The permittee shall
comply with all safety instructions by those officials.
E. Special Events Involvine Animals
] Personnel and equipment for cleanup of animal wastes and excess feed shall be provided
at parade assembly areas, and at any other event involving the exhibition of animals.
] Each unit of a parade which includes horses or other animals shall be followed by
personnel for cleanup of animal wastes.
F. Other Special Event Conditions