SAINT PATRICK'S DAY PARADE AND FESTIVAL:

SATURDAY, MARCH 14, 1998

Recommendation

The Parks, Recreation and Community Resources Commission and staff recommend that Council:

1. Approve the request from the South Bay St. Patrick's Day Weekend Committee (SBSPDC) to hold their Saint Patrick's Day Parade and Festival on Saturday, March 14, 1998.
2. Approve the event contract (Attachment A) and street closures as requested.
3. Consider fee waiver/funding requests as follows:

• $5,000 allocation from the Downtown Enhancement Fund for Parade expenses (it is currently listed in the FY 97-98 budget).
• $2,000 from Proposition A Transportation Funds for shuttle bus service.
• Waiver of: parking fees, banner fees, and amplification permit fees.
• Billing for Police and Fire Services at actual hourly cost (remove administrative overhead charges).

Background

On January 7, 1998 staff received a request for a special event permit from the SBSPDC to hold their 4th annual Saint Patrick's Day Parade and Festival.

Attachments B-D contain the event outline, budget and site plans.

Analysis

The parade staging area will be located on Valley Drive from Pier Avenue to 8th Street using:

• City Hall Parking Lot,
• Valley Drive,
• the Greenbelt, and
• beyond 8th Street on the Greenbelt Parking Lot.

This staging area will reduce the need for traffic control on the north side of town and will enhance residential access on Valley Drive.

The parade route will begin on Pier Avenue at Valley Drive and will proceed west bound to Hermosa Avenue where it will turn southbound (on the East Side of Hermosa Avenue) and end at 8th Street.

• Staff recommends that vendor booths and the festival be located as follows:
• 
  
• Public Beach area adjacent to the pier (north).
• Hermosa Avenue from Pier Avenue to 10th Street (south) and 14th Street (north).
• Hermosa Avenue south to 10th Street.
• 11th Street west of Hermosa Avenue to Beach Drive and one-half (½) of Parking Lot A.

It is noteworthy that the SBSPDC has once again requested the use of Hermosa Avenue to 9th Court in order to create space for the vendors. While staff recognizes that this layout enhances the festival, due to safety concerns with 10th Street vehicular crossings, we recommend restricting the festival area to the northern border of 10th Street. We also made this recommendation last year, however, Council approved the request as submitted by the Committee.

Fiscal Impact:

• $5,000 allocation from the Downtown Enhancement Fund
• $2,000 allocation from Proposition A Funds
• $ 300 Administration Fee deposited into the General Fund
• Direct costs for Public Works, Police and Fire to be reimbursed by SBSPDC.

Attachments:

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b CONTRACT WITH SOUTH BAY

b SAINT PATRICK'S DAY COMMITTEE, INC.

This contract is entered into on February 10, 1998 at Hermosa Beach, California by and between SOUTH BAY SAINT PATRICK'S DAY COMMITTEE, INC. (SBSPDC) a non-profit organization and the CITY OF HERMOSA BEACH (CITY), with regards to the "SAINT PATRICK'S DAY PARADE" Special Event on March 14, 1998.

FEES

Event administration fee shall be: $300

Plus 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 the City.

The CITY shall allocate $5,000 from the Downtown Enhancement Fund for this event. The funds shall be paid to SBSPDC on a reimbursement basis and shall be used first to offset all CITY fees and next to pay for professional event management services.

The CITY shall allocate $2,000 from Proposition A transportation funds which shall be used solely for event shuttle bus transportation open to the public.

PARADE ROUTE

Parade staging area shall be on Valley Drive adjacent to City Hall. Participants will be instructed by SBSPDC to park at the Community Center or other public lots. Busses will be permitted to park at the southeast City Hall lot. The northeast lot shall remain available for library and general public parking.

The Parade route shall begin from City Hall down Pier Avenue to Hermosa Avenue (east-side) south to 8th Street and east to disband. Festival vendor spaces will be on both sides of the median and on the sidewalk on Hermosa Avenue between 14th Street and Pier Avenue and on the west side of the median and on the sidewalk from Pier to 10th Street. Sidewalk spaces will be available to businesses located in the festival area in front of their stores. Stages with live entertainment will be at 13th Street, Hermosa and Pier Avenues and on parking Lot A (alternative 8th Street). Pier Avenue from Manhattan to Beach and Hermosa Avenue from 14th to 10th will be closed to traffic from 7:00 a.m. to 7:00 p.m.

SECURITY

The City of Hermosa Beach shall provide Officers for the parade route between the hours of 10:00 a.m. to 2:00 p.m. and Officers for the celebration activity from noon-7:00 p.m. The Chief of Police shall determine the number of officers necessary to ensure event safety and traffic control.

The City of Hermosa Beach shall provide two (2) Fire/Paramedic personnel for the event or as many firefighters as deemed necessary by the Fire Chief.

All costs of the officers and fire/paramedic personnel shall be assumed by SBSPDC.

PARKING/BARRICADES

SBSPDC will post temporary "No Parking" signs 24 hours in advance of the restrictions as required by the City.

The CITY requires SBSPDC to provide adequate signage to parking and notice to residents of 7th and 9th Courts regarding street closures.

SBSPDC shall provide a shuttle bus service from a major satellite point (s) on the outskirts of or outside of Hermosa Beach. SBSPDC shall provide directional signs and advertisements which shall be approved in advance by the CITY.

Temporary No Parking signs will be posted by SBSPDC:

1. Valley Drive from 8th Street to Pier Avenue from 7:00 a.m. to 1:00 p.m.
2. Hermosa Avenue from 14th Street to 8th Street from 7:00 a.m. to 7:00 p.m.
3. 11th Street from Hermosa Avenue to Beach Drive.
4. 13th Street from Hermosa Avenue to parking lot entrance from 7:00 a.m. to 7:00 p.m.
5. Any other locations as directed by the City.

CLEAN -UP

The streets shall be cleaned by SBSPDC to meet the conditions as specified by City staff.

SBSPDC shall be responsible to provide adequate trash receptacles and portable toilets as necessary to accommodate the event.

SBSPDC shall be responsible for hauling the trash collected outside the City at end of event.

INSURANCE

SBSPDC shall provide the City with a certificate of insurance providing liability insurance naming the CITY its officers, employees, and agents as additional insured with a minimum coverage of $2 million combined single limit coverage.

SBSPDC agrees to defend, indemnify and hold the CITY harmless from and against any and all liability and expense, including defense costs and legal fees, caused by negligent or wrongful act or omission of the event organizers or its agents, officers and employees, including but not limited to personal injury, bodily injury, death, and property damage.

ADVERTISING

The City of Hermosa Beach shall permit three (3) street banners to be posted for the Event.

SPECIAL EVENTS

The CITY shall review all requests for any special events requested to be held as part of said event. The CITY shall have the right to deny any and all requests.

MISCELLANEOUS CITY RESPONSIBILITIES

The CITY will allow SBSPDC to utilize the Public Beach area near Pier Avenue for a Medieval Irish Village, including tents, crafts, minstrels and sword fights.

CITY staff shall allow SBSPDC the opportunity to sell concession items per certain conditions.

All concession items must be approved by the CITY prior to the event.

THE CITY OF HERMOSA BEACH RETAINS THE RIGHT TO AMEND, ADD OR DELETE ANY CONDITION (S) OF SAID CONTRACT.

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MISCELLANEOUS RESPONSIBILITIES OF SOUTH BAY SAINT PATRICK'S DAY COMMITTEE

SBSPDC will be required to obtain an amplification permit.

SBSPDC will be solely responsible for event management.

SBSPDC will notify all affected residents/merchants about the parade and festival.

Hermosa Beach merchants will have first priority to reserve vendor booth space. Merchants on lower Pier Avenue and Hermosa 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. SBSPDC is responsible to ensure that all relevant Health Department and City codes are adhered to.

Twenty foot (20') fire lanes shall be maintained in the booth areas as specified by the Fire Chief. The CITY reserves the right to amend booth locations as necessary for emergency access and fire safety purposes.

SBSPDC shall be responsible for posting "No Alcohol" signs prohibiting the use of alcohol on lower Pier Avenue.

A barricade plan shall be approved by the Chief of Police one (1) week prior to the event. Barricades shall be provided and posted by SBSPDC. Detour signs shall be included in parade route areas.

SBSPDC will abide by any additional policies or appropriate fees as established by the City.

Event shall be conducted in compliance with City of Hermosa Beach Noise Ordinances. Ordinances are on file at the Department of Community Resources.

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