City of Hermosa Beach --- 12-12-00

SAINT PATRICK’S DAY PARADE AND FESTIVAL:
SATURDAY, MARCH 17- SUNDAY, MARCH 18, 2001

 

Recommendation

Staff recommends that Council:

  1. Approve the request from the South Bay St. Patrick’s Day Weekend Committee (SBSPDC) to hold their annual Saint Patrick’s Day Parade on March 17, 2001.
  2. Approve the event contract (Attachment A) and street closures as requested.
  3. Direct staff to work with the Saint Patrick’s Day Committee to determine the feasibility of adding a Soap Box Derby to the event on Sunday.

Staff recommends that Council consider the following requests:

  • $15,000 allocation from the Downtown Enhancement Fund for Parade expenses ($5,000 is listed in the FY 2000-2001 budget and $10,000 has been raised with the Plaza promotions)
  • $2,000 allocation from Proposition A Transportation Funds for shuttle bus service.
  • Waiver of: special event fees, parking fees, banner fees, and amplification permit fees.
  • Billing for Police, Fire, and Public Works services at actual hourly cost.

 

Background

On November 15, 2000, staff received a request for a special event permit from the SBSPDC to hold their 7 th 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 plan has worked successfully in past years to minimize the impacts of street closures by confining operations to the south side of Pier Avenue.

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

The vendor booths and the two-day festival will be located as follows:

  • Plaza
  • Parking Lot A
  • 11th Street

The Committee requested $10,000 with subsidy for direct City services for Police and Public Works costs. Since the Special Event Ordinance prohibits the City from waiving direct City costs, it is more favorable to assist the event with an overall subsidy amount of $15,000. From this allocation, the City will recover direct costs first, forwarding any remaining balance to the Committee.

If Council approves this request, staff will determine additional Police and staff fees and will require an approved traffic safety plan for the extended closure.

 

Fiscal Impact:

  • $15,000 allocation from the Downtown Enhancement Fund
  • $2,000 allocation from Proposition A Funds
  • Direct costs for Police, Fire, and Public Works to be determined pending feasibility of Soap Box Derby. Last year’s billing was $8,112.13.

 


 CONTRACT WITH SOUTH BAY
SAINT PATRICK’S DAY COMMITTEE, INC.

 

This contract is entered into on December 12, 2000 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 17-18, 2001.

FEES

  • Event administration fee shall be: $300
  • In addition, direct costs for Police, Fire and Public Works at actual hourly costs.
  • All predetermined fees shall be paid two weeks prior to Event.
  • All unanticipated costs incurred by CITY on behalf of the event shall be paid within 15 days of receiving an invoice from CITY.
  • CITY shall allocate $15,000 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.
  • CITY shall allocate $2,000 from Proposition A transportation funds, which shall be used solely for event shuttle bus public transportation.

PARADE ROUTE & VENDOR BOOTHS

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 on Hermosa Avenue at 14th Street (13th Street if North Pier Lot is re-opened) and two on the Pier Plaza.

SECURITY

  • CITY shall provide Officers for the parade route between the hours of 8:00 a.m. to 2:00 p.m. on March 18, and Officers for the celebration activities on both days from 10:00 a.m. to 7:00 p.m. The Chief of Police shall determine the number of officers necessary to ensure event safety and traffic control.
  • CITY shall provide as many firefighters/paramedics as deemed necessary by the Fire Chief.
  • All costs of the Officers and Fire/Paramedic personnel shall be assumed by SBSPDC.
  • Responsibility for unarmed event security shall be assumed by SBSPDC.

PARKING/BARRICADES

  1. SBSPDC will post temporary "No Parking" signs 24 hours in advance of the restrictions as required by CITY.
  2. CITY requires SBSPDC to provide adequate signage to parking and notice to residents of 7th and 9th Courts regarding street closures.
  3. 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 CITY.
  4. Temporary No Parking signs will be posted by SBSPDC:
    • Valley Drive from 8th Street to Pier Avenue from 7 AM – 1 PM, Saturday, March 18.
    • Hermosa Avenue from 14th Street to 10th Street: times to be determined.
    • 11th Street from Hermosa Avenue to the parking lot entrance: times to be determined.
    • Any other locations as directed by the City.

CLEAN -UP

  • The streets and Plaza 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 CITY at end of event.

INSURANCE

  • SBSPDC shall provide CITY with a certificate of insurance providing liability insurance naming 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 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

  • CITY shall permit three (3) street banners to be posted for the Event.

SPECIAL EVENTS

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

MISCELLANEOUS CITY RESPONSIBILITIES

  • CITY staff shall allow SBSPDC the opportunity to sell concession items per certain conditions.
  • All concession items must be approved by CITY prior to the event.

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. No food vendors will be allowed on the Pier Plaza. 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. 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.
  • No items will be thrown from the parade entrants to the viewing public.
  • A traffic control plan shall submitted by SBSPDPC least three (3) weeks prior to the event for approval by the Public Works and Police Departments. Barricades, cones, and related equipment 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 CITY.
  • Event shall be conducted in compliance with CITY Noise Ordinances. Ordinances are on file at the Department of Community Resources.

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

Agendas / Minutes Menu     Agenda