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 City of Hermosa Beach --- 05-25-99
ALOHA DAYS COMMITTEE: REQUEST FOR APPROVAL OF "ALOHA DAYS" LONGBOARD SURF CONTEST & HAWAIIAN FESTIVAL
Recommendation
The Parks, Recreation and Community Resources Commission and staff recommend that Council:
3. Consider fee waivers and reductions as listed under Fiscal Impact.
Background
Last year, the Committee held their second annual "Aloha Days." Aloha Days combines a longboard surf competition with a Hawaiian festival featuring artisans and food booths.
At the May 4, 1999 meeting, the Parks, Recreation and Community Resources Advisory Commission approved the above event (pending Council final approval.)
Analysis
This one-day event will impact the beach and the Downtown Plaza (see Attachment A). This year, the event organizers asked to move the date from its usual September slot to August in order to attract more participants to the event. This opening on the City's event schedule occurred because the AVP withdrew its request to hold a tournament in August; instead electing to participate in the Mervyns Beach Bash in June.
Event organizers report that proceeds from booth spaces and entry fees will benefit (a) the Hermosa Beach Surf Museum Fund, and (b) Ke Po' okela Cultural Foundation.
The recommended contract contains the same provisions as other event contracts with notable differences to include:
Fiscal Impact: *Total Requested Subsidy: $2,433.00 Fees
BEACH CITIES ADC CLUB
COMMERCIAL BEACH EVENT CONTRACT
This contract is entered into on May 25, 1999, at Hermosa Beach, California by and between the ALOHA DAYS COMMITTEE (ADC), a non-profit organization and the CITY OF HERMOSA BEACH (CITY) with regards to " ALOHA DAYS" LONGBOARD ADC CONTEST & HAWAIIAN FESTIVAL on AUGUST 14, 1999.
FEES
Event fee shall be waived.
ADC 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 ADC.
ADC 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 8:00 a.m. to 8:00 p.m.
CITY shall provide two (2) Fire/Paramedic personnel for the event or as many as deemed necessary by the Fire Chief.
ADC shall assume cost of Officers and Fire/Paramedic personnel.
ADC shall be required to obtain approval from the Fire Chief of booth layout on lower Pier Avenue and the Pier.
ADC 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
ADC 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.
ADC shall be responsible to provide adequate trash receptacles at the following locations:
ADC shall be responsible to provide portable toilets as necessary to accommodate the event.
LOS ANGELES COUNTY DEPARTMENT OF BEACHES AND HARBORS SERVICES
ADC shall assume all costs for any additional lifeguards each day of tournament if required by Los Angeles County Lifeguards.
ADC 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 ADC.
INSURANCE
At least ten (10) days prior to the event, ADC 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.
ADC 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.
ADC 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 ADC, its agents, officers and employees, including, but not limited to, personal injury, bodily injury, death and property damage.
ADVERTISING
CITY shall permit street banners to be posted for the event. Cost of installation shall be borne by ADC.
PARKING
ADC 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. ADC shall use plastic cable ties to secure the signs.
ADC 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 ADC 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 ADC the opportunity to sell concession items on the beach and Pier Plaza 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 ADC 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 allowed on the Pier Plaza west end only.
Vendor sales are prohibited on the beach unless Pier construction requires the use of the beach for food sales.
All concession items must be approved by CITY prior to event.
ADDITIONAL PROVISIONS/RESPONSIBILITIES OF ADC
ADC shall be responsible to obtain all necessary County and State health permits as required.
ADC is responsible to ensure that all relevant Health Department and CITY codes are adhered to.
ADC 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.
ADC will be solely responsible for event management.
ADC will notify all impacted residents/merchants about the competition and festival.
ADC shall be responsible for posting "No Alcohol" signs prohibiting the use of alcohol on the beach and Plaza.
ADC 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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