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HomeMy WebLinkAboutRPC Agenda 2002-10-30 SEAL BEACH PARKS AND RECREATION COMMISSION October 30,2002,7:00 PM MEETING PLACE: CITY MANAGER'S CONFERENCE ROOM. 211 8TH Street, Seal Beach, CA I. CALL TO ORDER IT. PLEDGE OF ALLEGIANCE ITI. ROLL CALL IV. APPROVAL OF AGENDA (By motion of the Commission) This is the time to: 1. Notify the public of any changes to the agenda; 2. Rearrange the order 'of the agenda. , V. ANNOUNCEMENTS VI. ORAL COMMUNICATION . Afthis time, members of the public may address the Commission regarding any items within the subject matter jurisdiction of the Commission. Pursuant to the Brown Act, the Commission cannot discuss or take action on items not on the agenda unless authorized by law. Matters brought before the Commission that are not on the agenda may, at the Commission's discretion, be referred to staff or placed on the next agenda. VII. CONSENT CALENDAR Items on the Consent Calendar are considered to be routine and are enacted by one motion unless prior to enactment, a member of the Park and Recreation Commission, Staff or the public request that a specific item be removed from Consent Calendar for separate action 1. Minutes of September 25, 2002 meeting (Approve) 2. Senior Transportation Program Update (Receive and File) VIII. AGENDA ITEMS 1. Annual Election of Commission Chair and Vice-Chair (Conduct Election) 2. Special Event Policy Statement (Review and Comment) 3. Cancellation of November Meeting (Consider) IX. MANAGER'S REPORTS - Informational items x. COMlVIISSION CONCERNS XI. ADJOURN Next meeting as determined by Commission. The City of Seal Beach complies with the Americans With Disabilities Act of 1990. If you need assistance to attend this meeting, please telephone the City Clerk's Office at (562) 431-2527 at lease 48 hours in advance of the meeting. Thank you. ... ~ ..... SEAL BEACH PARKS AND RECREATION COMMISSION Minutes of September 25, 2002 Meeting I. CALL TO ORDER Called to order by Chair at 6:37p.m. II. PLEDGE OF ALLEGIANCE III. ROLL CALL Present: Schelly Sustarsic, Lisa Chattler, Andy Rohman and Ricki Layman Absent: Carla Watson IV. APPROVAL OF AGENDA Agenda was approved as submitted. V. ANNOUNCEMENTS Council Member Antos introduced new commissioner, Ricky Layman. VI. ORAL COMMUNICATION No public comment. VII. CONSENT CALENDAR 1. Minutes of June 26, 2002 meeting The minutes of June 26,.2002 meeting was approved as corrected, with Ricki Layman abstaining. (Correction - Ms. Sustarsic's comments on middle school dances were told to her, she did not personally observe them.). 2. Middle School dances 3. Gymnasium Schedule Report 4. Summer Programs Summary 5. Piayground Equipment Rehabilitation Project 6. Marine Community Center Improvements 7. Gum Grove Nature Park Balance of consent calendar was approved. VIII. AGENDA ITEMS 1. 10k Run Committee Donation Commission concurred with staff comments that installing an exercise circuit on the Electric Park greenbelt would not be a viable option due to upkeep and use and that such an installation would require Planning Commission and Coastal Commission approval. Public Works Director Doug A;4-V\~ BeJYI ~ " p. ... ..- Dancs also commented that the course and equipment would be subject to American with Disabilities Act (ADA) requirements. The Commission .suggested that the 1 OK Run donations continue to be used for additional improvements at the Marina Community Center. Commission concurred with Assistant City Manager June Y otsuya 's suggestion to forward Public Works' list of non-funded parks, recreation and landscape projects to the 10K Run Committee for its consideration. 2. Annual Erection of Commission Chair and Vice-Chair Ms. Sustarsic nominated Lisa Chattier for Commission Chair position. Ms. Chattier declined. Ms. Chattier then. nominated Andy Rohman, who also declined. However, Mr. Rohman did volu1')teer to serve as Vice-Chair. Commission then discussed asking Carla Watson to serve as next year's chair. Since she was not present at the meeting to accept the nomination, the. annual election was continued to the next Commission meeting in October. IX. MANAGER'S REPORTS Ms. Yotsuya provided information on Recreation's direct phone number (562-799-9660) and its phone tree that provides access to general and specific recreation programming information. She also emphasized that residents can access a variety of information via the Internet, including the recreation brochure and rental forms by going to the City's website www.ci.seal-beach.ca.us or to http:/sbrecreation.tripod.com. Ms. Yotsuya also distributed the Commission's phone and address list to each member. She also mentioned that Recreation would probably not host a Haunted House this year. Recreation provides such an activity only when a house that is scheduled for remodel or demolition, and with owner's permission, is available. No such homes exist at this time. X. COMMISSION CONCERNS Ms. ChattIer expressed her appreciation for the new playground equipment at Edison Park. Ms. Layman mentioned that she had been curious about the swings at the beach tot lot but found her answer in the staff report that indicated all playground equipment would be in~talled by November. Ms. Layman also asked if there was an alternate locationfor the middle school dances. Ms. Yotsuya reported that since the City does not have an alternate site available, suggestions were shared with interested students that they work with the Los Alamitos School District middle school principals, staff and PTA 's to see if dances could be held at their respective school sites. Ms. Sustarsic asked that the meeting times be changedfrom 6:30 p.m. to 7:00p.m. Ms. Yotsuya also asked that the Commission consider using the City Manager's Conference Room as its regular meeting placf!. In the event of a large audience, the Commission could relocate into the Council - Chamber. Commission members concurred with both suggestions. Mr. Rohman had a question regarding terms of commissioners. Ms. Yotsuya explained that the list of Commissioner's phone and address information also provides information regarding when each commissioner's term expires. Ms. ChattIer also mentioned that in the past, her Council Member has sent a letter regarding interest in reappointment just before the end of her term. XI. ADJOURN The meeting was adjourned to October 30,2002, 7:00p.m., City lVfanager's Conference Room. AGENDA REPORT DATE: October 30, 2002 TO: Honorable Chair and Members of the Commission THRU: June Y otsuya, Assistant City Manager FROM: Mark Vukojevic, P.E., Deputy City Engineer SUBJECT: SENIOR BUS PROGRAM UPDATE SUMMARY OF REQUEST: Receive and file staff report. BACKGROUND: Orange County Transportation Authority, aCTA and its predecessor agencies have for many years provided transportation services to seniors. These included various services such as Dial- A-Ride, Orange County Transit District, Consolidated Transportation Services Agency, and OCTA. Presently, OCTA has been providing service in conjunction with the County Area Agency on Aging (AAA) and service for Adult Day Care and Adult Day Health Care programs. OCT A has proposed a program called the Senior Mobility Program in which local agencies are given the funds to operate their own bus program. The idea behind the program is for each municipality to control their own program and cater it to the needs of their community. This is the first year of the full program and several cities including Huntington Beach and La Habra have completed the pilot program successfully. Each year OCT A will provide funds to the City according to a formula based on the senior population of the City. Each year, the funds will be increased to include CPI and increases in the senior population. In addition, OCTA will provide the City with are-furbished 17-passenger lift- equipped paratransit bus for their use. Every three years, OCT A will provide a replacement vehicle at no cost to the City. There are several requirements for the program. The City must completely operate and manage the program, provide a 20% match for the operations of the bus, maintain the existing transportation level to the congregate ~eal programs, and use a competitive procurement proc~ss for the selection of a contractor. In addition, the City must provide basic operating data to OCT A monthly and information for annual final audits. Staff sent out requests for proposals to 57 service providers and received 7 proposals. Staff reviewed the proposals and interviewed 3 companies for the contract. Based on the proposal submitted, experience of the company and price, staff has selected Western Transit Systems to be Agenda Item "'YlI -2 the service provider for the City's Senior Mobility Program. The contract term is 3 years and the City will have the option to extend the contract an additional 3 years. OCT A has developed a 10-year budget for this program. The program will bus seniors from 9:30 a.m. to 12:30 p.m. to the Senior Center for the Congregate Meal Program (Senior Meals). In addition, with the remaining budget, the bus will be able to operate three times a week for an additional 3 hours per day to provide a bus service for shopping for Leisure World. In addition, the bus will operate Thursday afternoons as a Citywide dial-a-ride. With only one bus proposed for the operation, flexible time schedules and multiple requests will be a challenge. The amount of busing hours is less than originally anticipated. However, staff believes that it can still provide a benefit to the seniors of Seal Beach. It is anticipated, once the program is in operation, the Golden Rain Foundation (Leisure World) will contribute funds to the program and extend additional service hours and days. Leisure World recently discontinued its shopping center bus to the Rossmoor Center due to renovation of the center and a discontinuation ofthe funding. Leisure World seniors are anticipating the City's program will partially replace the previous Leisure World Trolley. Western Transit Systems has been approved by City Council to be the bus operators. The appropriate press releases and notifications were delivered to the public and Leisure World to promote the program. The Senior Bus Program began its operation on August 12. FISCAL IMPACT: The total budget for this contract is $75,191 for FY 02/03, $75,061 for FY 03/04, and $78,034 in FY 04/05. In the first year, OCTA will contribute $37,795, the county will contribute $12,896 and the City will continue to contribute $24,500 per year. Currently, the annual City budget of $24,500 is used to bus seniors to the Congregate Meal Program through OCT A and as a contribution to the previous Leisure World Trolley Bus. These funds would now be solely used toward the new program and there are sufficient funds under the Air Quality Management Fund for this program. RECOMMENDATION: Receive and file staff report. Prepared By: NOTED AND APPROVED: ~ Mar K. Vukojevic, P .E. Deputy City Engineer ,- ~~ J Y ots a SSlstant Ity Manager Agenda Item _ AGENDA REPORT DATE: October 30, 2002 TO: Honorable Chair and Members of the Commission FROM: June Y otsuya, Assistant City Manager SUBJECT: ANNUAL ELECTION OF COMMISSION CHAIR AND VICE-CHAIR SUMMARY OF REOUEST: The Commission shall hold an election to select a Chair and Vice-Chair for the upcoming year. BACKGROUND: This item was originally placed on the Commission's September 25,2002 agenda. The Commission deferred taking any action to its October meeting. Per City of Seal Beach Resolution 87-1 that adopted the rules and regulations defining the Commission's structure, duties and responsibilities and related functions, Section 2 states that the Commission, in regular session, following the first day of July of every year, shall elect from its members a chair and vice-chair. The terms of office shall be one year and no officer shall serve more than two consecutive terms in the same office. RECOMMENDATION: Commission to conduct an election per its parliamentary procedure to select a new Chair and Vice-Chair for the City of Seal Beach Parks and Recreation Commission. Submitted by: Agenda Item .Y.lII. - J ~. AGENDA REPORT DATE: October 30,2002 TO: Parks & Recreation Commission FROM: Mac Cummins, Associate Planner/Special Projects Manager SUBJECT: Special Event Permit Policy SUMMARY OF REQUEST: Give staff direction regarding possible changes to the City Council approved Policy Statement. Staff is providing the Commission with 2 options to consider. They are: 1. Change the City Council approved Policy Statement to reflect the following: a. Parties on park land would ONLY require a special event permit if they involve more than 25 persons, alcohol was served, or live music was to be performed b. Rental of publicly owned facilities would require a special event permit ONLY if alcohol was served, live music was performed, or there was to be outdoor food service/entertainment of any kind. c. No change is suggested for events which take place on the beach or on private property. 2. No Change. All applicants will need to comply with the ordinance as it is written. BACKGROUND: In August, 2001, the City Council adopted an ordinance and adjoining policy statement relating to "Special Events." The ordinance (Chapter 19E of the Municipal Code) sets forth the procedures for making an application to the City for a Special Event, and the policy statement further defines "special events." The procedure is the same for events which are located on public property or private property. In recent months, the City has received several requests from groups wishing to have "special events" in the City, but have not met the requirements of the ordinance. The most frequent problems occur when an applicant applies- to the City for a special event and does not meet the requirements under the Code. The City Council has revised the ordinance to address many of the processing issues related to these permits, and has asked the Parks & Recreation Commission to consider any amendments to the City Council Policy Statement, which defines what is, and is not, a special event in the City. Any event determined to be a "Special Event" under the policy statement would require a "Special Event Permit." ~ I:fem f/jJT -2... 't Review of current process: . Accept completed application · Planning Department begins review . Notice posted to affected residents & owners · Publiccommentperiod · Planning Department makes decision and notifies applicant . Applicant may appeal to City Manager (if necessary) . City Manager decision is final Timeline of current application process: 1. Completed application submitted (30 days prior to event) 2. Planning Department begins review 3. Notice Posted (5 days) 4. Planning Department makes decision (10 days after submittal) 5. Appeal window (10 days - as per Municipal Code) 6. Appeal to City Manager - (5 Days) After the ordinance was first passed, staff enacted a public outreach program and met with the Chamber of Commerce; published a notice in the Chamber newsletter, and created fliers helping to explain the new procedures and what type of events would be classified as "special events." Staff has provided the Commission with 2 separate options this evening. The Commission can make a recommendation with all of the suggested changes, or any combination that the Commission deems to be appropriate. The options available to the Commission are: 1. Change the City Council Policy Statement to reflect concerns raised by the City Council. The chief concern raised by the City Council when discussing this matter relates to the necessity to create a threshold for these types of applications. Prior to 2001, there was nothing in the City Code which required these types of events to have a permit. Typically, a "Special Event" is an event which would otherwise not be allowed by City Code, or involves an impact to the surrounding neighborhood to the proposed event. Typical examples include live music at restaurants, weddings on the beach or in a park, children's birthday parties, pumpkin & Christmas tree sales in parking lots, etc. The Commission is being asked this evening to determine whether or not to change the definition of what should require a permit. Staff has taken the discussion at the City Council (before referring it the Commission for discussion) and put together the following proposed changes: " . On park land: o Only require permit if event has more than 25 persons, serves alcohol, or involves live music . In City owned facilities o Only require permit if event serves alcohol, involves live music, or involves outdoor dining or outdoor entertainment of any kind. . On the Beach o No proposed change. All events on beach would require special event permit. . On private property . o No proposed change. All events which meet the currently approved definition of a special event would still require a special event permit. 2. No Change This would leave the existing language in place, with no changes. FISCAL IMPACT: None. Staff time in preparing this evening's staff report. RECOMMENDATION: Provide recommendation to the City Council with regard to the Special Event Permit Policy tement. -' Mac Cummins, Associate Planner/Special Projects Manager Attachments (4): 1. 'Chapter 19-E of City of Seal Beach Municipal Code 2. Special Events Permit Policy Statement (Existing) 3. Special Events Permit Policy Statement (Proposed) 4. Letter published in Chamber of Commerce newsletter Agenda Item_ Attachment 1 ORDINANCE NO. 1491 AN ORDINANCE OF THE CITY OF SEAL BEACH REGARDING SPECIAL EVENTS AND AMENDING CHAPTER 19E OF THE CODE OF THE CITY OF SEAL BEACH THE CITY COUNCIL OF THE CITY OF SEAL BEACH DOES ORDAIN AS FOLLOWS: Section 1. Section 19E-3 of Chapter 19E of the Code of the City of Seal Beach is hereby amended to read as follows: "Section 19E-3. Definitions. A. "City Manager" means the City Manager or the designee thereof. B. "Director of Development Services" means the Director of Development Services or the designee thereof. C. "Special event" means a short term land use activity that is distinct from the customary land use of the property on which it is conducted and that involves the potential for a substantial number of participants or spectators. Special event includes carnival, live music concert, outdoor dining, seasonal goods market (such as a Christmas tree farm or pumpkin farm), street fair and street marathon." Section 2. Section 19E-5 of Chapter 19E of the Code of the City of Seal Beach is hereby amended to read as follows: "Section 19E-5. Procedure. A. Application Filing Time. An application for a special event permit, along with an application fee in an amount established by City Council resolution, shall be filed at least thirty (30) days prior to the date of the proposed special event. Notwithstanding the preceding, the Director of Development Services may accept a special event permit application filed less than thirty (30) days in advance when the special event is proposed to be conducted in a City park and there is adequate time for review of the application. B. Application Contents. An application for a special event permit shall be on a form provided by the City. At a minimum, the application shall contain the following information: 1. The name of the special event orga~izer and the organizer's contact person (if different). - 1 of 5 - 707020.1 2. A list of the special event permits requested by the special event organizer in the previous twelve (12) months. 3. A detailed description of the proposed special event (including the hours it is to be conducted). 4. A precise diagram of the venue area and floor plan (if applicable) for the proposed special event. ' 5.' The anticipated number of workers, participants and spectators at the proposed special event. 6. A traffic control plan (including any necessary directional devices and street closures) for the proposed special event. 7. Water facilities and sanitary measures (including toilets and trash containers) for the proposed special event. 8. Security measures for the proposed special event. C. Public Notice and Comment. Prior to making a decision on a special event permit application, the Director of Development Services shall give written notice of the application to the owm~rs and tenants of businesses and properties located within one hundred (100) feet of the proposed venue. The Director of Development Services shall give due consideration to any written comments received from such pe~on within five (5) days of such notice. D. Decision. The Director of Development Services shall render a written decision, supported by findings, on a special event permit application within ten (10) days of the filing of the application. The Director of Development Services may approve a special event permit upon determining that the proposed special event will not be detrimental to adjacent property or to the public health, safety and welfare. In making such determination, the Director of Development Services may consider the applicant's past conduct in connection with any special event approved during the previous twelve (12) month period. All special event permits shall be for a limited duration, which shall be indicated in the approval. No special event organizer shall be issued more than six (6) special event permits per calendar year for a particular property. The decision of the Director of Development Services shall be final unless appealed in accordance with paragraph F. E. Authority To Impose Conditions. When approving a special event permit, the Director of Development Services may impo$e conditions as deemed necessary or - 2 of 5 - 707020.1 appropriate to protect adjacent property and the public health, safety and welfare. Such conditions may include a requirement for the provision of security measures recommended by the Chief of Police. . F. Appeals. Any interested person may appeal the Director of Development Services' decision on a special event permit application to the City Manager. Appeals must be filed in writing with the City Clerk within five (5) days of the decision. The City Manager shall conduct a hearing and render a decision on the appeal within fifteen (15) days of the filing. The decision of the City Manager shall be final." , Section 3. Section 19E-6 of Chapter 19E of the Code of the City of Seal Beach is hereby amended to read as follows: "Section 19E-6. Standard Regulations. A. Except as provided in paragraph B, in addition to conformance with any conditions imposed in connection with a special event permit, each special event shall be conducted in accordance with the following regulations: 1. The special event shall be conducted entirely within the time period and the geographical boundaries approved by the Director of Development Services. The special event organizers shall conspicuously provide public notice of such time period and boundaries by posting signs at Director of Development Services approved locations. ' 2. The special event organizer shall submit a refundable security deposit in an amount determined by the Director of Development Services. The security deposit amount shall be based solely on the type of special event, the location of the special event and the anticipated number of participants and spectators. The special event organizer shall be refunded the security deposit less any amount deducted to cover. the cost of (i) clean-up of the special event area by City forces; (ii) damage to City-owned property due to the special event; and (iii) extraordinary repair, law enforcement or public safety costs incurred by the City or another governmental agency due to the special event. . 3. The special event organizer shall execute a written statement satisfactory to the City Attorney whereby the organizer promises to indemnify, defend and hold harmless the City, its elected officials, officers and employees with respect to any liability (including attorney's fees, expenses and costs) for personal injury or property damage sustained by any person as a result of the special event. 4. The special event organizer shall file a certificate of insurance evidencing that a comprehensive liability insurance policy has been issued for the -30f5- 707020.1 special event by an insurance company that both' {il is admitted and licensed to do business in the State of California; and (ii) is rated B+VII or better according to the most recent A.M. Best Co. Rating Guide. The policy limits of such insurance shall not be less than $1,000,000.00 combined single limit or equivalent. Such policy shall (i) name the City as an additional insured; (ii) specify that it acts as primary insurance and that no insurance held or owned by the designated additional insureds shall be called upon to cover a loss; and (iii) contain a provision that no termination, cancellation or change of coverage of insured or additional insureds shall be effective until after thirty (30) days notice thereof has been given in writing to the City Manager. ' B. The Director of Development Services may modify or waive any regulation set forth in paragraph A upon making a determination that, in the context of a specific special ev~nt, such regulation is not necessary or appropriate to protect adjacent property or the public health, safety and welfare." Section 4. Severabilitv. If ,any section, subsection, subdivision, paragraph, sentence, clause or phrase of this Ordinance or any part thereof is for any reason held to be unconstitutional, such decision shall not affect the validity of the remaining portions of this Ordinance or any part thereof. The City Council of the City of Seal Beach hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, clause or phrase thereof, irrespective of the fact that anyone or more sections, subsections, subdivisions, paragraphs, sentences, clauses or phrases be declared unconstitutional. , . PASSED, APPROVED and ADOPTED this _ day of , 2002. AYES: NOES: ABSTAIN: COUNCILMEMBERS COUNCILMEMBERS COUNCILMEMBERS John Larson, Mayor ATTEST: Joanne Yeo, City Clerk APPROVED AS TO FORM: -4of5- 707020.1 Quinn M. Barrow, City Attorney 707020.1 -50f5- Attachment 2 COUNCIL POLICY SUBJECT SPECIAL EVENT PERMITS SECTION INDEX NO. ISSUE DATE REVISION COUNCIL CM DATE APPROVAL APPROVAL 600 7/23/01 7/23/01 1. SCOPE Citywide 2. PURPOSE AND INTENT This City Council policy shall establish the "Special Events Permit Policy" for the City of Seal Beach in accordance with the provisions of Chapter 19E of the Code of the City of Seal Beach. 3. POLICY: The City has received numerous requests to allow land use entitlements on.a "short" term basis. The City has an interest in allowing certain types of conditionally allowed uses on a short-term basis. Many of these types of uses allow private businesses to hold special events which alter the character of a particular area. For the purposes of this Policy Statement, the term "Short Term" shall refer to the following: D Christmas Tree'! Pumpkin sales: Up to, but not exceeding 1 month D All other events held on private property: Up to, but not exceeding 2 days D Events on the beach: Up to, but not exceeding 1 week D Events on public property (not the beach), up to, but not exceeding 2 days Christmas Tree! Pumpkin Farms The City will allow, subject to the procedure set forth in this policy statement, a private property owner, to rent or lease a portion of private property to an individual wishing to sell Christmas Trees! Pumpkins or any other "seasonal" good for a period of up to 1 month at a time. "Seasonal" goods shall be determined by the Director of Development Services. After such an application is made to the Director of Development services, the Director shall consider the following before making a determination: D Impact on traffic City Council Policy Statement Special Events Permits (J Impact on surrounding residential uses (J Impact on Noise (J Impact on Parking (J Other potentially significant impacts on the City of Seal Beach Other Privatelv Held Events The City wishes to allow special events, where the public are welcome but are held on private property. These types of events generally occur in short term (1 night) occurrences. They. are usually land uses which would necessitate a Conditional Use Permit or some other land use entitlement. In establishing this policy statement, the City sets the policy that some land uses are beneficial to the City (when properly regulated) on a short-term basis. Further, the City will take the policy that more than 6 such events in anyone calendar year shall necessitate a Conditional Use Permit, or other appropriate land use entitlement. These types of events shall include: (J Live music (J Outdoor dining (J Sidewalk sale (on private property) . (J Parties in residential areas of the City where children's entertainment apparatus are used (J Other short term duration events determined by the City Manager or designee to be within the scope of this Policy Statement Events Held On The Beach All events held on the beach, both private events and events that are open to the general public, shall fall within ~e scope of this policy statement. These types of events have traditionally included beach volleyball tournaments, sand castle cl?ntests, etc. The City recognizes that the beach is perhaps the most noticeable feature of landscape within the city limits and holds its continued reputation as a family oriented source of recreation in the highest regard in terms of setting policy. Events on the beach shall be limited in scope to activities which do not detrimentally impact the surrounding environment. These impacts shall be evaluated by the City Manager or designee and shall include, but will not be limited to, the following: (J Impacts on Noise (J Impacts on Traffic (J Impacts on Water Quality (J Impacts on the Beach Sand etc. (J Impacts on the General Environment Events Held on Public Propertv 2 City Council Policy Statement Special Events Permits The City recognizes that from time to time, private operators would like to utilize public land for a private function, which mayor may not be open to the public. These types of events might include utilizing the electric greenbelt, having a parade on city streets, etc. These events, when properly regulated, allow the public the opportumty to utilize publicly owned land. The City's interest in these types of applications is making sure that the event does not negatively impact local residents in a detrimental fashion. As such, the City will allow these types of events, subject to Chapter 19B of the Seal Beach Municipal Code. 4. PROCEDURE An application shall be filled out in accordance with Chapter 19E of the Seal Beach Municipal Code and will be processed through the department which the City Manager designates. The application shall include all information as outlined in Chapter 19E of the Seal Beach Municipal Code. 3 Attachment 3 COUNCIL POLICY SUBJECT SPECIAL EVENT PERMITS SECTION INDEX NO. ISSUE DATE REVISION COUNCIL CM DATE APPROVAL APPROVAL 600 7/23/01 7/23/01 1. SCOPE Citywide 2. PURPOSE AND INTENT This City Council policy shall establish the "Special Events Permit Policy" for the City of Seal Beach in accordance with the provisions of Chapter 19E of the Code of the City of Seal Beach. 3. POLICY: The City has received numerous req~ow land use entitlements on a "short" term basis. The C~'ty has In allowing certain types of conditionally allowed uses 0 - basis. Many of these types of uses allow private businesses t al events which alter the character of a particular area. -- For the purposes of this Policy Statement, the term "Short Term" shall refer to the following: 1:1 Christmas Tree / Pumpkin sales: Up to, but not exceeding 1 month 1:1 All other events held on private property: Up to, but not exceeding 2 days 1:1 Events on the beach: Up to, but not exceeding 1 week 1:1 Events on public property (not the beach), up to, but not exceeding 2 days . Christmas Tree / Pumpkin Farms The City will allow, subject to the procedure set forth in this policy statement, a private property owner, to rent or lease a portion of private property to an individual wishing to sell Christmas Trees / Pumpkins or any other "seasonal" good for a period of up to 1 month at a time. "Seasonal" goods shall be determined by the Director of Development Services. After such an application is made to the Director of Development services, the Director shall consider the following before making a determination: 1:1 Impact on traffic City Council Policy Statement Special Events Permits CJ Impact on surrounding residential uses CJ Impact on Noise CJ Impact on Parking CJ Other potentially significant impacts on the City ~f Seal Beach Other Privately Held Events The City wishe~ to allow special events, where the public are welcome but are held on private property. These types of events generally occur in short term (I night) occurrences. They are usually land uses which would necessitate a Conditionai Use Permit or some other land use entitlement. In establishing this policy statement, the City sets the policy that some land uses are beneficial to the City (when properly regulated) on a short-term basis. Further, the City will take the policy that more than 6 such events in anyone calendar year shall necessitate a Conditional Use Permit, or other appropriate land use entitlement. These types of events shall include: CJ Live music CJ Outdoor dining CJ Sidewalk sale (on private property) CJ Parties in residential areas of the C' ere children's entertainment apparatus are used CJ Other short term duration event ned by the City Manager or designee to be within the scope of thiS~ tatement Eve d On The Beach All events held on the beach, both private events and events that are open to the general public, shall fall within the scope of this policy statement. These types of events have traditionally included beach volleyball tournaments, sand castle contests, etc. The City recogpizes that the beach is perhaps the most noticeable feature of landscape within the city limits and holds its continued reputation as a family oriented source of recreation in the highest regard in terms of setting policy. Events on the beach shall be limited in scope to activities which do not detrimentally impact the surrounding environment. These impacts shall be evaluated by the City Manager or designee and shall include, but will not be limited to, the following: CJ Impacts on Noise CJ Impacts on Traffic CJ Impacts on Water Quality CJ Impacts on the Beach Sand etc. CJ Impacts on the General Environment Events Held on Public ProDertv 2 City Council Policy Statement Special Events Permits The City recognizes that from time to time, private operators would like to utilize public land for a private function, which mayor may not be open to the public. These types of events might include utilizing the Electric Ave. greenbelt, having a running race on city streets, etc. These events, when properly regulated, allow the. public the opportunity to utilize publicly owned land. The City's interest in these types of applications is making sure that the event does not negatively impact local residents in a detrimental fashion. As such, the City will allow these types of events, subject to Chapter 19E of the Seal Beach Municipal Code. The City Council further. wishes to define which events on publicly owned land (Non-beach events) will require a "Special Event Permit." These events are: . 4. · Events in City Park Space: o Those events with more than 25 persons o Those events which serve alcoholic beverages o Those events which involve live music . Events in City owned facilities: o Those events which serve alcoholic beverages o Those events which involve live music o Those events which inV~Ov. outdoor dining o Those events which inv tdoor entertainment at a City owned facility. PROCEDURE ~~ An application shall he fill~ accordance with Chapter 19E of the Seal Beach Municipal Code an:~ processed through the department which the City Manager designates. The application shall include all information as outlined in Chapter 19E of the Seal Beach Municipal Code. 3 The City Council passed a new ordinance regarding "Special Event Permits" this past summer and the ordinance became law in the late summer/early fall. The City has been working with applicants as they come in to apply for these permits, but there seems to be some misunderstanding amongst the business community regarding the process. The City would like help alleviate any confusion regarding the requirements to obtain a "Special Event Permit." Special Event Permits are granted by City Staff, subject to an adopted City Council Policy Statement, for short term land use entitlements which would otherwise require Conditional Use Permits or are simply not allowed by the City's Zoning Ordinance. Typical events which would need this type of permit: 1. Live music 2. Outdoor dining 3. Closure of public streets (parade/runni~' g ace etc.) 4. Rental of publicly owned land 5. Christmas Tree lots/Pumpkin farms in ots 6. Block Parties ~ 7. Closure of Parking Lots to ~~anoPies/outdoor sales The requirements to obtain the ~ v 1. Submit application a MINIMUM of 60 days prior to the event 2. A maximum of 6 events on one piece of property, by the same operator, per calendar year 3. A $100 application fee 4. A radius map with all "affected" property owners and occupants of structures highlited; and a list of those affec~ed persons addresses 5. Description of the Event; ie hours of operation, number of patrons expected, additional security measures if necessary, proof of insurance if necessary The City Staff is more than willing to help out any potential applicant and help them work through the process. A number of applicants have come in at the last minute and applied for these permits within the 60 day window and the City staff cannot process the application due to short time constraints given the new procedure. As the ordinance has been in effect for several months now, City Staff will no longer be accepting applications within the 60 day application window, except in extreme situations. If anyone has any questions at all, feel free to contact Mac Cummins, Assistant Planner, at City Hall at (562) 431-2527 x316 and he will be most happy to explain the procedure and help all prospective applicants through the application process. Attachment 4 The City Council passed a new ordinance regarding "Special Event Permits" this past summer and the ordinance became law in the late summer/early fall. The City has been working with applicants as they come in to apply for these permits, but there seems to be some misunderstanding amongst the business community regarding the process. The City would like help alleviate any confusion regarding the requirements to obtain a "Special Event Permit." Special Event Permits are granted by City Staff, subject to an adopted City Council Policy Statement, for short term land use entitlements which would otherwise require Conditional Use Permits or are simply not allowed by the City's Zoning Ordinance. Typical events which would need this type of permit: 1. Live music 2. Outdoor dining 3. Closure ,of public streets (Parade/running race etc.) 4. Rental of publicly owned land 5. Christmas Tree 10tsIPumpkin farms in Parking Lots 6. Block Parties 7. Closure of Parking Lots to set up Tents/Canopies/Outdoor sales The requirements to obtain the permit: 1. Submit application a MINIMUM of 60 days prior to the event 2. A maximum of 6 events on one piece of property, by the same operator, per calendar year 3. A $100 application fee 4. A radius map with all "affected" property owners and occupants of structures highlited; and a list of those affected persons addresses 5. Description of the Event; ie hours of operation, number of patrons expected, additional security measures if necessary, proof of insurance if necessary The City Staff is more than willing to help out any potential applicant and help them work through the process. A number of applicants have come in at the last minute and applied for these permits within the 60 day window and the City staff cannot process the application due to short time constraints given the new procedure. As the ordinance has been in effect for several months now, City Staff will no longer be accepting applications within the 60 day application window, except in extreme situations. If anyone has any questions at all,. feel free to contact Mac Cummins, Assistant Planner, at City Hall at (562) 431-2527 x316 and he will be most happy to explain the procedure and help all prospective applicants through the application process. AGENDA REPORT DATE: October 30, 2002 TO: Honorable Chair and Members of the Commission FROM: June Y otsuya, Assistant City Manager SUBJECT: CANCELLATION OF NOVEMBER COMMISSION MEETING SUMMARY QF REOUEST: The Commission to consider cancellation of November Commission meeting and adjourn to next regularly scheduled meeting on January 22,2003. , BACKGROUND:. ' The date of the November meeting is scheduled for Wednesday, November 27,2002. This is the eve before Thanksgiving. The Commission normally goes dark during the month of December. Therefore, if the Commission cancels the November meeting, it would adjourn to the next regularly scheduled meeting on January 22,2003. RECOMMENDATION: Commission to cancel its November meeting and adjourn to January 22,2003. Submitted by: Agenda Item vrrr - 3 October 21, 2002 Mr. William Ayres 202 th Street Seal Beach, CA 90740 Dear Mr. Ayres, At a meeting with the City Manager regarding the Annual Seal Beach 10K Run, you discussed the possibility of the 10K Run Committee donating an exercise circuit for the Electric Park greenbelt. Recreation, Planning and Public Works staff reviewed the concept and forwarded comments to the Parks and Recreation Commission. At their last meeting, the Parks and Recreation Commission considered the feasibility of installing an exercise circuit on the Electric Park greenbelt. The Commission and staff shared the following concerns: · The experience of other cities with exercise circuits is, that over time, the courses are not widely used by the public, · Similar to playground equipment, the circuit components will require regular mail}.tenance and equipment replacement. Due to budget constraints, the City continues to grapple with the issue of deferred maintenance and equipment replacement in its par~s and other areas.. and · A specific plan for the Electric Park greenbelt has previously been adopted by the City Council. Any additions or changes to this area would be subject to Planning Commission approval as well as approval of the State Coastal Commission. The Commission expressed its',geep appreciation of the 1 OK Run Committee's previous donations to the City and community. In particular, Commission members complemented the new improvements at Marina Center that were a r~sult of the monies donated by the 1 OK Run Committee and the Lions Club. As an alternative to the exercise circuit as a future donation, staff compiled a list of projects that are identified in the Capital Improvement Project budget as park, recreation and landscape improvements deferred due to the unavailability of funds. The Commission appreciates the 10K Run Committee's continued interest and support of recreation activities in Seal Beach and respectfully submits the attached list of projects for its consideration. Sincerely, ~t:~ Assistant City Manager Attachment Ar T:fem 1Y ~. .' CityofSeal:Beach. , Memo To: June Y otsuya, Assistant "city Manager From: Mark ,!ukojevic, P.I;.. Deputy City Engineer CC: Date: 09/19/02 IllY, Re: Needed Unfun~ed Community Projects 1. Paint exterior, renovate landseape, construct d,umpster enclosure, and replace stairway railing at Marina Community Center 2. New flooring and new ADA approved entry doors at Marina Community Center 3. Construction of pier stairway for recreational beach use 4. Renovation of Electric greenbelt 5. Aster park turf renovation and irrigation repairs 6. New ADA doors, additional storage area, and new flooring at North Seal Beach Community Center -- . 7. New lighting fixtures;" new flooring, kitchen remodel, room divider, painting, and installation of c~~~~:at the Senior Center (@ Mary. Wilson Library) 8. Painting and water proof City facilities 9: Pavement repair of 8th Street Beach Parking Lot 10. Relocation of showers from the pier to the front of 8th and 10th Street Parking Lot. . Page 1