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HomeMy WebLinkAboutCC AG PKT 2006-08-14 #O e AGENDA REPORT DATE: August 14, 2006 TO: Honorable Mayor and City Council THRU: John B. Bahorski, City Manager FROM: Lee Whittenberg, Director of Development Services SUBJECT: WAIVER OF SPECIAL EVENT PERMIT . REQUIREMENTS - USA VOLLEYBALL JUNIOR BEACH TOURNAMENt, AUGUST 19, 2006 and PROVIDE DIRECTION TO STAFF FOR SPECIAL EVENT PERMITS ON PUBLIC BEACH BETWEEN MEMORIAL DAY AND LABQR DAY SUMMARY OF REQUEST: e Waive the "Public Notice and Comment" requirements of Chapter 7.50, Special Events, and authorize issuance of a "Special Event Permit" for the USA Volleyball Junior Beach Tournament" on August 19, as proposed to be conditioned by Staff. Direct Staff to review the provisions of Municipal Code Chapter 7.50, Special Events and City Council Policy 600-09, Special Events, to evaluate the adequacy of current requirements for proposed special events on the public beach. BACKGROUND: Overview of Issue: In May 2006 City staff was contacted by Christine Jimbo of USA Volleyball on behalf of Denny Lennon to discuss bringing a youth volleyball tournament encompassing 16 courts on the public beach. Mr. Lennon also contacted Matt Murphree to seek the Chamber of Commerce support for the tournament. At that time it was explained that allowing such an event un the public beach during the height of the summer beach-visiting season was not possible due to potential impacts on limited public parking and loss of beach area to general beach visitors. Staff suggested scheduling the event after Labor Day or relocating to some other location within the City and requested that the event advertising on the USA Volleyball website be deleted. e In late-June, early-July City Staff viewed the web-site for USA Volleyball, determined the event was still being advertised, and again contacted USA Volleyball to request Agenda Item D Z.\My DocumcntsICity CuunciWSA VollcybalJ.Spccial Event Permit Waiver cc StaffRcport.docILWlOS-oS-o6 Waiver Of Special Event Permit Requirements- USA. Volleyball Junior Beoch TOW7Iament, August 19, 2006 and Provide Direction to Stafffor Special Event Permits 01/ Public Beach Between Memorial Day ond Lobor Day City Council Staff Report . August 14, 2006 removal or revision of the event information, as the City had not even received a Special Event Permit Application fonn to consider. In 1ate-July staff discussed the proposed event with Matt Murphree of the Seal Beach Chamber of Commerce, with Mr. Murphree indicating that the Chamber was willing to help USA Volleyball complete the required Special Event Permit application fonn. Staff again indicated that the position of the City was that such an event should not be scheduled during the summer season due to impacts on parking and loss of beach area for the general public that heavily visits the beach during the summer vacation season. e On August 3, 2006 the City received a Faxed Special Event Permit Application form for this event signed by Paul Felix of USA Volleyball, indicating the event hours will be from 7 AM to 5 PM and the requested event location is on the beach south of the Pier between 10th and 14 tb Streets. The event has not been processed by City Staff, as the permit application was not timely filed by the event sponsor and no application fee has ever been submitted. City Staff again contacted USA Volleyball and indicated that the . . -SP!l~i~ l!v~!R~fl!!! ~'pp"lication wQl!id np!.!>..!l.J!!.~c;,~~ it was not timc;,lyJ\led.: _ _ Chapter 7.50, Special Events, requires a request for a Special Event Permit to be filed at least 30 days prior to the event and for the City to provide a public notice to owners and tenants of properties within 100 feet of the proposed event location. Those provisions of the Municipal Code have not been met. e This event sponsor has placed the City in a very difficult position by not complying in a timely manner with the necessary special event permit application, and by not attempting to work in a cooperative manner to address the very real concerns of staff of holding this type of event on a public beach in the height of the summer tourist season. Nevertheless, the City Manager has agreed to allow the event subject to City Council waiver of the provisions of the Municipal Code and the imposition of appropriate conditions to ensure that this event does not adversely impact adjoining residential properties or the general beach use by visitors on the day of the tournament. This is a one time action being recommended by the City Manager, and is not to be utilized in the future by USA Volleyball, Any future special event permits on the beach during the time period between Memorial Day and Labor Day must fully comply with City requirements, or the event will not be allowed to occur, Overview of Proposed Special Event Activities and Location: The event coordinator anticipates approximately 120 to 150 participants in the tournament. There will be no fee for spectators and the applicant expects approximately 300 persons in attendance at the event. The courts will be generally located between e 2 USA Vollcyball.SpcclBl Event Pcnnit Waiver.CC StaffRcporl e Waiver Of Special Event Permit Requirements- USA Volleyball Junior Beach Tournament, August J 9, 2006 and Provide Direction to Stafffor Special Event Permits on Public Beach Between Memorial Day and Lobor Day City Council Staff Report August 14,2006 Seventh St. and Eight St., approximately 220 feet to the west of the parking lot located adjacent to the pier (Note: The Lifeguard Captain has recommended a revised location further upcoast, generally between ~ and 7th Streets to allow for Lifeguard direct viewing between Zero Tower on the Pier and the various beach towers upcoast). The event will consist of 16 volleyball courts which will be in use between the hours of 7 AM and 5 PM. The courts will be removed at the conclusion of the tournament. The City of Seal Beach has contacted the Coastal Commission and has requested a Temporary Event Exclusion for this one-day junior beach volleyball tournament to be held on the .beach, north of the pier on Saturday, August 19, 2006. The Coastal Commission has indicated that a Temporary Event Exclusion can be granted prior to the date of the event. Proposed Conditions to be Placed Upon Special Event Permit - USA Vollevball Junior Beach Tournament: e Staff recommends that the City Council not waive the "Filing Requirements" for the Special Event Pennit (requiring payment of the applicable application fee) and waive the "Public Notice and Comment" requirements of Chapter 7.50, Special Events, and authorize issuance of a "Special Event Permit" for the USA Volleyball Junior Beach Tournament" on August 19, and impose the following typical conditions for special events on the beach that are modified specifically for this circumstance: 1. Applicant shall make the appropriate payment to the City of Seal Beach for processing this Special Event Pennit and shall pay an additional $300.00 fee for . the additional staff time to prepare this matter for City Council consideration and approval and consultation with the California Coastal Commission. All fees (total fee due is $400.00) shall be paid no later than 5 :.00 PM on Thursday, August 17. e 2. Appliclint shall provide to the Director of Development Services, a minimuIil of 48 hours prior to the event, a certification of delivery to each residence on the ocean side of Ocean Avenue between 5th Street and the 8th Street Beach Public Parking Lot a notice informing these residents of the date, time, nature of the event, and the conditions imposed by the City Council. 3. Location of volleyball courts to be generally located between 6th and 7th Street and a minimum of 15 feet from the palm tree wells and 20 feet from the line of trash containers along the beach. Applicant shall meet with Lifeguard Captain prior to setting up court locations to confirm locations are acceptable. Final court locations shall be approved by the Lifeguard Captain and court set-up may occur on Friday, August 18 after 4:00 PM. Tentative tournament court location is indicated on Attachment A. 3 USA Volleyball.Special Even. Penni. Waivcr.CC StaffRcporl Waiver Of Special Event Permit Requirements- USA Volleyball Junior Beach Tournament, August 19, 2006 and Provide Direction to Stafffor Special Event Permits on Public Beach Between Memorial Day and Labor Day a City Council Staff Report .., August 14, 2006 4. Maintain minimum 20-foot wide access for event participants, public visitors and emergency access at the beach entry location from the Eight Street Beach Parking Lot. S. Provide a minimum of 7 portable restrooms, 3 for men, 3 for women, and a handicapped accessible portable restroom. Said portable restrooms to be located in the parking spaces north of and adjacent to the pedestrian access to the upcoast beach area from the Eighth Street Beach Parking Lot. Applicant shall meet with Lifeguard Captain prior to placement of portable restrooms to confirm locations are acceptable. Restrooms shall be locked overnight. Applicant is responsible to arrange for _delivery and pickup of said portable restrooms and for all costs thereof. Portable restrooms shall be delivered no later than 6:00 PM on Friday, August 18 and removed no later than 11:00 AM on Monday, August 21. Applicant is responsible to contact AMPCO to prepay for the necessary parking spaces to accommodate the portable restrooms. 6. Applicant to provide proof of insurance to the Director of Development Services as required by Section 7.S0.025.A.(4) a minimum of 24 hours prior to the event. Insurance may be purchased at the Seal Beach Recreation Department. 7. Applicant shall provide a minimum of 20 cardboard trash containers, minimum size of 2-foot square by 3 feet high, around the perimeter of the event for trash collection purposes. Applicant is responsible to arrange for delivery and pickup of a dumpster to accept all trash generated by the event and for all costs thereof. Said dumpster shall be located adjacent to the portable restrooms provided for this event. Applicant shall meet with Lifeguard Captain prior to placement of the dumpster to confirm the set-down location is acceptable. Said dumpster shall be delivered no later than 6:00 PM on Friday, August 18 and removed no later than 11:00 AM on Monday, August 21. Applicant shall not use City trash containers to dispose of trash generated by this event. e 8. Applicant is responsible to hand clean the beach area utilized for the event upon event teardown to restore the beach to its condition prior to the event. All post holes for nets are to be ruled to the satisfaction of the Lifeguard Captain. 9. No inflatable balloons shall be utilized to draw attraction to the event or to advertise products or event sponsors. An event location banner no higher than 10 feet may be utilized to signify the event location and no event sponsors or products shall be advertised on said event location banner. 10. Use of an amplified sound system for event announcement purposes shall not commerce before 8 AM on the day of the event. e 4 USA VoUcyball.Spccial EvcnIPCIII1it Wai_.CC StaffRcport e Waiver OfSpeciaJ Event Permit Requirements- USA Volleyball Junior Beach Tournament, August 19,2006 and Provide Direction to Stafffor Special Event Permits on Public Beach Between Memorial Day and Labor Day City Council Staff Report August 14,2006 11. No selling of products related to the event or to any event sponsor shall be permitted. No food or drink sale is permitted. 12. No alcohol or live entertainment is permitted. 13. All requisite permits shall be the responsibility of the applicant to obtain prior to the event. 14. This permit and any other required permits shall be posted at a conspicuous place during the event. Requested Direction to Staff Ree:ardioe: Special Events on the Beach Durine: the Summer Season: e Staff is requesting that the City Council authorize staff to review, in conjunction with Lifeguard Department, Public Works Department, and the Coastal Commission, the issue... of Special Events Permits on the beach during the peak summer season between Memorial Day and Labor Day, so that hopefully this type of an incident will not be repeated. The consideration of this type ofan event in an extremely shortened time frame has placed a burden on Staff to respond to issues that should not been placed before us, and required a re-allocation of staff resources from several departments in a very quick time period to respond in a timely and responsible manner to the issues discussed above. At a minimum, there should be a different fee schedule developed for consideration of Special Event permits on the beach during the summer season. FISCAL IMPACT: Staff costs for processing this request will be fully recovered upon payment of the fee requirc:~ ~ Con~i~on 1. RECOMMENDATION: Waive the "Public Notice and Comment" requirements of Chapter 7.50, Special Events, and authorize issuance of a "Special Event Permit" for the USA Volleyball Junior Beach Tournament" on August 19, as proposed to be conditioned by Staff. Direct Stafl to review the provisions of Municipal Code Chapter 7.50, Special Events and City Council Policy 600-09, Special Events, to evaluate the adequacy of current requirements for proposed special events on the public beach. e 5 USA Volleyball Special Event Pcnnit Waivcr.CC StaffRcplD1 Waiver Of Special Event Permit Requirements- USA. Volleyball Junior Beach Tournament. August 19. 2006 and Provide Direction to Stafffor Special Event Permits on Public Beach Between Memorial Day and Labor Day a City Council Staff Report _ August]4,2006 Attachment: Approximate Location for Volleyball Court Set-Up, USA Volleyball Junior Beach Tournament, August 19,2006 e e 6 USA VollcybalLSpeeial EVCIII Pcnnil Waivcr.cc StaffRcport .' e Waiver Of Special Event Permit Requirements- USA Volleyball Junior Beach Tournament, August 19, 2006 and Provide Direction to Stafffor Special Event Permits on Public Beach Between Memorial Day and Labor Day City Council Staff Report August 14, 2006 APPROXIMATE LOCATION FOR VOLLEYBALL COURT SET-UP, USA VOLLEYBALL JUNIOR BEACH . TOURNAMENT, AUGUST 19, 2006 e e 7 USA Volleyball Special Event Pennit WBlvcr.CC SIafTRcport .. . .. ,\ ~ ' s~\ , '" ... I , o '\ \ \ ! " .- " .. ;. '" \.