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 City of Hermosa Beach --- 07-28-98
BAY CITIES SURF CLUB: REQUEST FOR APPROVAL OF "ALOHA DAYS" HAWAIIAN & LONGBOARD SURF CONTEST
Recommendation
The Parks, Recreation and Community Resources Advisory Commission and staff recommend that Council approve the following:
Background
Last year, the Bay Cities Surf Club held their first annual "Aloha Days." Aloha Days combines a longboard surf competition with a Hawaiian festival featuring artisans and food booths.
Analysis
This one-day event will impact the beach and the Downtown Plaza (see Attachment A). Aloha Days is an off-season event which is generally welcomed by our local merchants.
Event organizers have canvassed the local merchants for input and approval (Attachment B) . In response to feedback from the merchants, they have elected to move the stage from the beach to the east end of the Pier Avenue Plaza. It is hoped that this move will draw more foot traffic to the business area.
Proceeds from booth spaces and entry fees will benefit: (a) the Bay Cities Surf Club Museum Fund, (b) Project Touch, and (c) the Hawaiian Cultural Foundation.
The recommended contract contains the same provisions as other event contracts with notable differences to include:
Last year, event organizers procured shuttle bus services for the event. Council subsidized this service with Proposition A funds. Since the bus service was underutilized last year (and due to the off-season date), Bay Cities Surf Club is not planning to provide shuttle bus service for this event.
Fiscal Impact: *Total Requested Subsidy: $2,055.40 Total Fees: $4,325.90
Fees
BEACH CITIES SURF CLUB
COMMERCIAL BEACH EVENT CONTRACT
This contract is entered into on July 28, 1998, at Hermosa Beach, California by and between BEACH CITIES SURF CLUB (SURF) a non-profit organization and the CITY OF HERMOSA BEACH (CITY) with regards to " ALOHA DAYS" HAWAIIAN & LONGBOARD SURF CONTEST on SEPTEMBER 26, 1998.
FEES
Event fee shall be waived.
SURF shall pay direct costs for Police and Public Works.
All predetermined fees shall be paid two weeks prior to event.
All unanticipated costs incurred by the City on behalf of the event shall be paid within 15 days of receiving an invoice from CITY.
LOCATION
SECURITY
CITY shall establish a command post in the immediate vicinity of the event. The command post shall be staffed at all times with one (1) representative of the Hermosa Beach Police Department and one (1) representative of SURF.
SURF shall provide no less than six (6) security officers. Said officers shall wear identifiable uniforms that indicate a separate identity from other event staff.
A representative of the security staff shall meet with the Hermosa Beach Police Department Watch Commander Prior to the event for a pre-event briefing.
The private security staff shall be responsible primarily for informing spectators of CITY'S alcohol ordinance.
CITY shall provide Officers for the event as follows: The Chief of Police shall determine the number of Officers necessary from the hours of 7:00 a.m. to 5:00 p.m.
CITY shall provide two (2) Fire/Paramedic personnel for the event or as many as deemed necessary by the Fire Chief.
SURF shall assume cost of Officers and Fire/Paramedic personnel.
SURF shall be required to obtain approval from the Fire Chief of booth layout on lower Pier Avenue and the Pier.
SURF shall maintain a continuous twenty-foot (20') fire lane in the booth areas as specified by the Fire Chief. CITY reserves the right to amend booth locations as necessary for emergency access and fire safety purposes.
CLEAN-UP
SURF shall use a professional maintenance service to clean the following areas on the day of the event:
The maintenance service shall be responsible for hauling the trash outside the CITY following the tournament.
SURF shall be responsible to provide adequate trash receptacles at the following locations:
SURF shall be responsible to provide portable toilets as necessary to accommodate the event.
LOS ANGELES COUNTY DEPARTMENT OF BEACHES AND HARBORS SERVICES
SURF shall assume all costs for any additional lifeguards each day of tournament if required by Los Angeles County Lifeguards.
SURF shall be responsible to obtain written approval from the Los Angeles County lifeguards on the ocean safety conditions before the event can take place. Any cost for County services will be borne by SURF.
INSURANCE
At least ten (10) days prior to the event, SURF shall provide CITY a Certificate of Insurance providing personal injury and property damage liability insurance naming CITY, and County of Los Angeles, their officers, employees and agents as additional insured with a minimum coverage of 2 million combined single limit coverage. Said insurance shall not be canceled or altered without 30 days notice in writing to CITY and County.
SURF insurers shall be primarily responsible for any and all liability resulting or arising from the performance of the contract and CITY and County and their insurers shall not be required to contribute.
For insurance purposes, the event area shall be defined to include any and all areas occupied or affected by the event.
SURF agrees to defend, indemnify, and hold CITY and County of Los Angeles harmless from and against any and all liability and expense, including defense costs and legal fees, caused by the negligent or wrongful act or omission of SURF, its agents, officers and employees, including, but not limited to, personal injury, bodily injury, death and property damage.
CO-SPONSORS
A fee of $100 each shall be charged for all co-sponsors; with each co-sponsor permitted one display booth. All co-sponsors must meet with CITY approval prior to event.
ADVERTISING
CITY shall permit street banners to be posted for the event. Cost of installation shall be borne by SURF.
PARKING
SURF shall be required to post temporary "No Parking" signs 24-72 hours in advance of event (as directed by CITY), and be responsible for the removal of signs on final event day. SURF shall use plastic cable ties to secure the signs.
SURF shall provide barricades and cones for use at pre-approved street closures and other areas as deemed necessary by CITY staff.
At no time may SURF block emergency vehicle access. Parking privileges may be revoked at anytime by CITY.
SPECIAL EVENTS
CITY shall review all requests for any special events to be held as part of said event. CITY shall have the right to deny any and all requests.
ADDITIONAL PROVISIONS/RESPONSIBILITIES OF CITY
CITY shall allow SURF the opportunity to sell concession items on Pier Avenue west of Hermosa Avenue per certain conditions.
Merchants on lower Pier Avenue will be permitted to display wares and/or create outdoor dining areas for the duration of the event at no charge to the merchants.
All vendor booths with the exception of Hermosa Beach non-profit organizations may sell Hawaiian arts and crafts and/or surf theme items only.
All vendor booths erected in the Plaza area shall have a protective flooring and/or padding to prevent marks on the pavement.
Food sales are prohibited on the Plaza.
Vendor sales are prohibited on the beach.
All concession items must be approved by CITY prior to event.
ADDITIONAL PROVISIONS/RESPONSIBILITIES OF SURF
SURF shall be responsible to obtain all necessary County and State health permits as required.
Surf is responsible to ensure that all relevant Health Department and CITY codes are adhered to.
SURF will be required to obtain an amplification permit.
Event shall be conducted in compliance with CITY Noise Ordinances. Ordinances are on file at the Department of Community Resources.
SURF will be solely responsible for event management.
SURF will notify all affected residents/merchants about the competition and festival.
SURF shall be responsible for posting "No Alcohol" signs prohibiting the use of alcohol on the beach and the Plaza.
SURF will abide by any additional policies or appropriate fees as established by CITY.
CITY RESERVES THE RIGHT TO AMEND AND/OR TERMINATE THIS CONTRACT AT ANY TIME.
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