HomeMy WebLinkAboutItem SAGENDA REPORT
DATE: April 23, 2001
TO: Honorable Mayor and City Council
THRU: John B. Bahorski, City Manager
FROM: Nancy L. Beard, Director
Parks, Recreation and Community Services
SUBJECT: SPECIAL EVENT REQUEST - TREES FOR SEAL
BEACH
SUMMARY OF REQUEST:
Council to approve the Trees for Seal Beach special event request and authorize staff to
negotiate any special terms and conditions.
BACKGROUND:
Trees for Seal Beach, a non profit fundraising group dedicated to enhancing the City's
urban forest, is requesting a temporary use of an area of the beach located adjacent to the
8th Street parking lot. They are requesting permission to erect a 7,000 square foot tent for
the purpose of holding a fund raising event. Proceeds from the event will be utilized in
applying for citywide tree planting grants.
The applicants approached the California Coastal Commission for exclusion to the
Temporary Event policy, which requires that events held on the sand between Memorial
and Labor Days be reviewed by the California Coastal Commission. The California
Coastal Commission staff waived this requirement finding that this fundraising event is
excluded from the policy.
City staff including Police, Lifeguards, the Fire Authority, Public Works, Planning and
Development and the Parks, Recreation and Community Services have reviewed this
event and given direction as to logistics and security. The non -profit group mitigated
each of the department's concerns. Police staff and the event organizers developed an
acceptable security plan for the event. Any use of city staff for the event, including
police, fire and lifeguards, will be reimbursed by the Trees for Seal Beach group.
The event will occur on June 23rd• from 5pm to 1 Opm, pending Council approval. Set up
will begin June 22 and removal the 24". The event will include placement of a 7,000
square foot fully enclosed tent structure placed on the sandy beach area adjacent to the 8"
Street parking lot. The fundraising event will involve a $100 fee. The event will include
,Qi GVn/ S
food, alcoholic beverages and amplified sound (two bands). No public parking will be
fenced or reserved for the event and will remain open to the general public on a first -
come, first -serve basis.
Trees for Seal Beach also received acknowledgement and approval from the three
residents on Ocean Ave. closest to the planned event.
FISCAL IMPACT:
The Trees for Seal Beach group will reimburse any and all City fees incurred by this
event.
RECOMMENDATION:
It is recommended that the City Council approve the event application as presented
above, allowing the City Manager or his designee to finalize the specific conditions.
Nancy IL. Beard i ctor
Parks, Recreatio d Community Services
NOTED
Manager
Agenda Item
March 20, 2001
Mr. James Caviola for
Trees for Seal Beach
1117 Ocean Blvd.
Seal Beach, CA 90803
Dear Jim,
RE: Special Event Permit Application — Trees for Seal Beach Fund Raiser
As part of the permit review process, the following are conditions that must be met
prior to your event permit proceeding. If you have any questions or concerns please
contact me and I will assist you in any way I am able.
1. A permit must be secured by the Fire Authority approving the tent structure.
The Fire Marshal may be reached at (714) 527 -9475.
2. The tent vendor must provide both the City and the non - profit group an
insurance policy of $1 million dollars.
3. The tent will not be secured into the 8'" St. parking lot surface. If the 10"' St.
lot is to be considered a deposit of $5,000 will be required for damage and the
vendor must insure the repair of the postholes.
4. Use of the parking lot spaces must be cleared with AMCO, the lot's operator.
AMCO will tell you what it will cost to utilize the spaces needed for the tent and
any other space required for the event. Contact Carrie at (949) 252 -0678.
5. You must receive a permit for the food service from the Orange County Health
Dept. They may be contacted at (562) 431 -7842.
6. The ABC must be contacted regarding a permit for a one -day liquor license.
Their number is (714) 558 -4101.
7. A security proposal must be presented to the Chief of Police for his review
including the containment of persons drinking alcoholic beverages.
8. The event must be covered with an insurance policy naming the City of Seal
Beach as additionally insured for one million dollars both general liability and
aggregate.
9. The Lifeguard Department has determined that two lifeguards will be necessary
to supervise the area if alcoholic beverages are to be served. Cost for the
additional guards will be the responsibility the applicant.
10. Additional Police officers will be necessary to supervise the event. The cost for
the additional officers will be the responsibility of the applicant.
11. Applicant must abide by any request made by the Police Department regarding
noise.
11. The applicant will be responsible for additional portable restrooms to
accommodate the anticipated number of guests.
Once this information is submitted to the city for review, the permit will be
evaluated. If all the conditions are successfully met, a staff report will be prepared
for Council review and the item will be placed on the next agenda.
Deadline for Council Agenda items must be submitted to the City Managers office no
later than noon on the Tuesday prior to the Monday Council meeting.
Sincerely,
Nancy L. Beard
Director of Parks, Recreation and Community Services
TELEPHONE 17141 959 -9111
JAMES C. CAV101A, JR.
ATTORNEY AT uw
20422 BEACH BOULEVARD
SUITE 415
HUNTINGTON BFACH, CALIFORNIA 92646
March 29, 2001
City of Seal Beach
211 Eighth Street
Seal Beach, California 90740
ATTN: Ms. Nancy Beard, Director of
Parks Recreation and Community Services
RE: Special Event Permit Application
Trees for Seal Beach Fund Raiser
Dear Nancy:
FACSIMILE 0141969.4911
I have reviewed, researched and made the necessary
contacts to meet all twelve conditions you outlined in your
letter, dated March 20, 2001. Hereinafter, I will list the
conditions and set forth the facts to verify that we are willing
and able to meet said conditions.
• E • .•
A permit must be secured by the fire authority approving
the tent structure.
C416100I IIIK -Imp I.*
The tent structure will be set up by and is owned by
Regal Rents, 3101 South Harbor Boulevard, Santa Ana, California.
The contact at Regal Rents is Peter Glacy, telephone number
(714) 540 -6111. Mr. Glacy of Regal Rents handles all of the
events for the Orange County Council, Boy Scouts of America.
Regal Rents has agreed to obtain the fire authority
permit after the event has been approved, as no fire authority
permit can be issued prior to a site location permit is issued.
We agree to meet this condition.
City of Seal Beach
March 29, 2001
Page Two
The vendor must provide the city and the non profit group
with an insurance policy with $1,000,000.00 coverage.
Regal Rents, Peter Glacy (714) 540 -6111, has agreed to
this condition.
We are requesting the tent be placed on the sand, not in
the parking lot.
CONDITION MET:
The tent structure that Regal Rents will use will not
create any post holes. The structure is a full framed free
standing structure. Peter Glacy at Regal Rents (714) 540 -6111
will confirm this fact.
CONDITION
#4•
parking lot
must be
cleared with AMCO
Use
of
CONDITION
We
are
MET:
not asking
for use
of the parking lot.
CONDITION #5•
A permit for food service must be obtained from the
Orange County Health Department.
We have obtained the permit application and agree to this
condition, however, Orange County Health Department will not
accept the application without approval from the City of Seal
Beach to hold the event. We agree to this condition.
City of Seal Beach
March 29, 2001
Page Three
The ABC must be contacted regarding a permit.
We have obtained the permit application, however, it may
not be submitted until we have city approval. We agree to this
condition.
A security proposal must be presented to the Chief of
Police for his review, including the containment of persons
drinking alcoholic beverages.
CONDITION MET:
Rallie Rallis, telephone number (562) 799 -4180, has
submitted the security proposal to the Chief of Police. We do
agree to this condition.
CONDITION #8:
The event must be covered with an insurance policy naming
the City of Seal Beach as additionally insured for
$1,000,000.00, both general liability and aggregate.
I have contacted the carrier. The insurance agent is
Paul Chadwell, telephone number (949) 729 -0777. We agree to
this condition.
The Lifeguard Department has determined that two
lifeguards will be necessary. The cost of the additional guards
will be the responsibility of applicant.
We have contacted Steve Cushman and we .agree to this
condition.
City of Seal Beach
March 29, 2001
Page Four
Additional police officers will be necessary to supervise
the event. The cost for the additional officers will be the
responsibility of the applicant.
KOO
We have contacted the Seal Beach Police Department and we
agree to this condition.
The applicant must abide by any request made by the Seal
Beach Police Department regarding noise.
• �p • yl
We agree to this condition.
•�!• _•. ;Fib
The applicant will be responsible for additional portable
restrooms to accommodate the anticipated number of guests.
We agree to this condition.
We are requesting placement on the April 9, 2001, City
Council agenda.
If you have any questions or concerns, I look forward to
discussing them with you either in person or by telephone, (714)
969 -9111 (bus) or (714) 235 -0880 (cel).
J S C. CAVIO JR.
n behalf
TREES F SEAL BEACH
JC /ps
MEMORANDUM
TO:
Chief Mike Sellers
S e„{�'(�(/, w p1�-
FROM:
DATE:
Captain John Schaef!�P?
April 9, 2001
POLICE DEPARTMENT
SUBJECT:
Trees for Seal Beach Fund Raiser
This morning I met with Mr. Rallie Rallis reference the Trees for Seal Beach Fund
Raiser planned for June 23, 2001.
Mr. Rallis provided me with the attached security plan and diagram.
Based on a review of that plan and Mr. Rallis' agreement to the following, I would
recommend approval of this event.
The location of the tent will be altered so that the tent will be north of the 8t"
Street lot, with the entrance to the south, off of the lot.
The tent will go up Friday and be taken down Sunday.
The only cash that will be collected at this event will be at the two (2) interior
bars.
Prior to the event, Trees for Seal Beach will obtain the required A.B.C. permit for
this type of event.
No minors will be allowed inside; and, event security personnel will confirm the
age of any possible minors who might attempt to gain admission.
No alcohol will be allowed outside the tent and no smoking will be allowed inside
the tent. Additionally, ash trays /cans are to be provided for guest smoking
outside the tent.
Security personnel will be unarmed and wear clothing that identifies them as
security personnel.
Based on the number of people attending and the serving of alcohol, Trees for
Seal Beach will be required to bear the cost associated with having two (2)
additional Seal Beach Police Officers to supplement the unarmed security
personnel they are providing for this event. (These officers will not be considered
part of the regular security compliment, nor will they be responsible for the
supervision of other security personnel.)
No parking exemptions or modifications are being provided for this event and
beach parking enforcement will be consistent with the posted signs.
Based on the plan provided and the provisions, I see no basis to deny this request
Trees For Seal Beach Fund
Capt. John Schaefer
Seal Beach Police Dept.
911 Seal Beach Blvd.
Seal Beach, CA 90740
Dear Capt. Schaefer:
RE: Security Plan - Special Event Application
1077 E. Pacific Coast Hwy.
/206
Seal Basch, CA 90740
Tal: (562) 799 -4180
Tax (562) 431 -4699
April 9, 2001
Enclosed is a diagram showing the planned layout of the enclosed tent for
the June 23, 2001 entertainment /dinner fund raiser. Shown on the diagram
are the locations of the entrance, emergency exit, bandstand, and bar.
We are planning on 400 people to attend.
The tent will be located on the sand, north of the Eight Street parking
lot. The California Coastal Commission has okayed this location for the
event.
No minors will be allowed at the event, since alcoholic beverages will
be served. Security will be at the entrance to assure no minor is allowed
in.
Music will be kept low, so noise outside the tent is kept to a minimum.
However, the residents of the five homes nearest the event have been
contacted for their approval of the event. Also, the event hours have
been changed to 5 to 10 pm.
Security for the event will be provided by 6 to 8 off -duty Navy personnel
from the Naval Weapons Station. They will be positioned on each side of
the tent, with two at the entrance, for crowd control, and to assure that
uninvited visitors do not disrupt the event. They will also prevent any
drinking outside the tent area..
Our security team will be supported by uniformed police officers from
your department, as you specified.
I trust I've answered all your questions and supplied the necessary
information you need to approve our security plan for this event. We need
you written approval quickly, so the City Council will approve our event
permit application.
Sincerel ,
i
Ral 1e llis
Chairman & President
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FRX P. 2
STATE OF CALIFORNIA -THE RESOURCES AGENCY GRAY DAMS, Gowmor
CALIFORNIA COASTAL COMMISSION
South Ccaat Area Ofim
200 Oceah9aia, Sulu 1000
Long Beach. CA 900024302 April 3, 2001
(562)590.5071 p
Mr. James Caviola
20422 Beach Blvd, Suite 415
Huntington Beach, CA 82848
Subject: EXCLUSION OF TEMPORARY EVENT
Site: On the public beach north of the Seal Beach Pier and Bu' Street
Public Parking Lot, Seal Beach, Orange County
Applicant: Trees for Seal Beach
Event Date: June 22 -24, 2001
Commission Reference # 5 -01 -038 -X
Deer Mr. Caviole:
On March 30, 2001, Commission staff received your request for exclusion of the
subject temporary non - profit fundraising event from coastal development permit
requirements. Commission staff have reviewed your request and determined,
pursuant to Section 308100) of the Coastal Act and the Guidelines for the Exclusion
of Temporary Events from Coastal Commission. Permit Requirements adopted by the
Commission on May 12, 1993, that the proposed _ event, is, excluded from coastal
development permit requirements.__
Based on the information you have provided, the proposed project is a temporary non-
profit fundraising event on the public beach north of the Seal Beach Pier and the 8'h
Street public parking lot. The proposed event including set -up, implementation and
takedown, will occur June 22.24, 2001. The actual event will occur on June 23,.
2001 from 5:00 p.m. to 10:00 p.m. The proposed event will include the placement
of the following temporary structures on the sandy beach: a 5,000 to 7,000 square
foot fully enclosed tent. This structure will be entirely removed upon completion of
the event. The event is proposed to be a fundraiser and will involve a $100 fee.
However, no portion of any public parking lot will be fenced and reserved for the
event, such that these facilities will remain open to the general public on a first -come,
first -served basis.
According to the Guidelines for the Exclusion of Temporary Events from Coastal
Commission Permit Requirements (herein "Guidelines ") the Executive Director may
exclude from permit requirements all temporary events except those which meet all of
the following criteria (notwithstanding other circumstances outlined in the guidelines):
1) the event is held between Memorial Day weekend and Labor Day; 2) the event will
occupy all or a portion of a sandy beach area; 3) the event will Involve a charge for
general public admission or seating where no fee is currently charged for use of the
same area. The proposed event will occur between Memorial Day and Labor Day. In
Rpr. 4 '01 13:21 FPx P. 3
5 -01 -038 -X
Trees for Seal Beach
Temporary Event Exclusion
Page 2 of 2
addition, the event will occupy a portion of a sandy beach area. In addition, the event
will involve a fee for general public admission to the event. Therefore, according to
the Guidelines, the subject temporary event could require a coastal development
permit.
However, the Guidelines also allow the Executive Director of the Commission to
exclude a temporary event from permit requirements if, among other reasons, the
actual event is less than one day in duration. In this case, the proposed event is
during the evening of June 23, 2001, therefore, the event is less than one day in
duration. In addition, the proposed event does not involve any reservation of any
public parking area. Also, the event is during the evening when public beach usage
demands are low. Furthermore, the proposed event is relatively low in intensity (300
to 400 people) and will not draw large crowds for extended periods of time.
Therefore, the proposed event will have no adverse Impact upon public access to the
shoreline. Therefore, the Executive Director excludes the proposed temporary event
from coastal development permit requirements.
Please be advised that only the project described above is excluded from the permit
requirements of the Coastal Act. Any change in the project may cause it to lose its
excluded status. This certification is based on information provided by the recipient of
this letter. If, at a later date, this information is found to be incorrect or incomplete,
this letter will become invalid, and any development occurring at that time must cease
until a coastal development permit is obtained or a new determination is made that no
permit is required.
Thank you for contacting Commission staff regarding your event. Please call me at
(582) 590 -5071 if you have any questions.
Sincerely, V
Karl Schwing
Coastal Program Analyst
Cc: Lee Whittenberg, City of Seal Beach
GAExemptlorn \5- 01.03 &x trees for sael beach exclusion lettecdoc
w YID-
April 5, 2001
Re: Beach Fundraiser
To the City of Seal Beach,
The Trees for Seal Beach Committee have informed me, that a fndraiser may be
held on the beach in front of our property. This fundraiser will be
Saturday, June 23'" 2001, 5pm until 10pm.
I have no opposition to this fundraiser being held in this area, on the beach.
Name Address 'Date
• r 1 •
Nifirie � Address Date
Name Address Date
Thank you, for your support.
of S""E��A( BF CITY OF SEAL BEACH
a °& ` 211 Eighth Street, Seal Beach, CA 90740
(562) 431 -2527
ycF��NTY9"'' SPECIAL EVENT PERMIT
APPLICATION
TODAY'S DATE March 5, 2001 PERMIT PROCESSING FEE
EVENT Fund Raiser ORGANIZATION TREES FOR SEAL BEACH
EVENTDATES June 23, 2001 EVENTLOCATION Pier parking lot
EVENTHOURS 6:00 p.m. to 11:00 p.m. ANTICIPATED ATTENDANCE 400
RESPONSIBLE INDIVIDUALITITLE James Caviola. Jr. , Trees for Seal Beach
ADDRESS 1117 .Ocean Avenue CITY/ZIP Seal Beach, CA 90740
PHONE(WORK) (714) 235 -0880 (HOME) (562) 430 -4524
EVENT LAYOUT (PLEASE SKETCH THE EVENT LAYOUT BELOW OR ATTACH A DETAILED PAGE)
The event will consist of a fully enclosed 7,000 square foot tent,
containing live entertainment, food and beverage.
LIST CITY FACILITES /SERVICES REQUESTED OF THE CITY (I.E.: PERSONNEL, EQUIPMENT, BANNER, ETC)
= Use of the parking lot for three days, to set up and take down tent.
RESERVED PARKING? (Y/N) no AMPLIFICATION? (Y/N) yes
ALCOHOLIC BEVERAGES SOLD /SERVED? (YIN) Yes IF YES, YOU MUST OBTAIN A PERMIT FROM THE
ALCOHOL BEVERTAGE CONTROL BOARD. (714) 558 -4101.
FOOD SOLD /SERVED? (Y /N) yes IF YES, YOU MUST OBTAIN A PERMIT FROM THE ORANGE COUNTY
ENVIRONMENTAL HEALTH DEPARTMENT. (562) 431 -7842.
OPEN FIRES, COOKING OR A BBQ? (Y /N) no IF YES, DESCRIBE:
ANY ADDITIONAL DETAILS? no
I HEREBY CERTIFY THATI/ James C. Caviola, Jr. (NAME OF ORGANIZATION) WILL BE RE-
SPONSIBLE FOR ANY DAMAGE OR UNNECESSARY ABUSE OF THE FACILITY, BUILDING OR EQUIPMENT. ME
AGREE TO HOLD THE CITY OF SEAL BEACH HARMLESS AND FREE FROM LIABILITY OF ANY NATURE ARISING
FROM THE USE OF CITY FACILITIES INCLUDING REIMBURSEMENT OF ANY LEGAL FEES INCURRED IN THE
DEFENSE OF SUCH CLAIMS.
THE ABOVE INFORMATION IS COMPLETE AND iffE HAVE READ, UNDERSTAND, AND AGREE TO COMPLY
WITH THE SPECIAL EVENT PERMIT PROCEDURES PRINTED ON THE
JAMES C. CAVIOLA, JR.
(PRINT NAME) �% (SI LIFE)
---- -- - - - - -- - - - - - --
- - - - --- (FOR OFFICE VI-- --- /- . /. /�N - --
------- - - - - --
DEPARTMENT ATTE 4, OTI N
COMMENTS /EXPENSES LIKELY TO BE INCURRED
APPROVE (YIN)
RESPONDING INDIVIDUAL DATE
PLEASE RETURN THIS FORM TO KATHLEEN A. M'GLYNN, PARKS AND RECREATION OFFICE BY