RPVCCA_SR_2011_02_01_13_2011_Palos_Verdes_MarathonMEMORANDUM
TO:
FROM:
HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
TOM ODOM,INTERIM DIRECTOR,RECREATION AND PARIff)(j 8---'
DEPUTY DIRECTOR,PUBLIC WORKS
JOEL ROJAS,DIRECTOR,COMMUNITY DEVELOPMENT
DATE:
SUBJECT:
REVIEWED:
Staff Coordinators:
FEBRUARY 1,2011
2011 PALOS VERDES MARATHON
CAROLYN LEHR,CITY·MANAGER ~
Nicole Jules,Senior Engineer
Katie Howe,Administrative Analyst II
Abigail Harwell,Assistant Planner
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RECOMMENDATION:
Given the compressed time schedule which does not allow for the proposed event to be
processed through the City's normal application process,Staff recommends that the
City Council expedite a noticed public hearing to give full consideration to the merits
and impacts of the proposed 2011 Palos Verdes Marathon prior to rendering a decision
on whether to allow the event to be based in Rancho Palos Verdes and make use of
City-owned facilities.
BACKGROUND:
The Kiwanis Club of Rolling Hills Estates'Palos Verdes Marathon has taken place
partially within the City of Rancho Palos Verdes for over forty years.The event consists
of a 5K (300-500 participants),a half marathon (1,500 participants),and a full marathon
(300-500 participants).For the past decade,the Palos Verdes Marathon has been
staged within the City of Los Angeles in San Pedro.The majority of impacts resulting
from staging the event there,such as parking and shuttling,occurred in San Pedro.
According to correspondence received from the Kiwanis Club dated September 15,
2010,the organization found it necessary to move the event from San Pedro due to
increased event fees.The Kiwanis Club has approached the City of Rancho Palos
Verdes regarding staging the 2011 event at Terranea Resort and adjusting the route
accordingly.
Since July 2010,Community Development,Recreation and Parks,and Public Works
staff has devoted considerable time meeting with Kiwanis Club representatives to
discuss preliminary plans,route variations and to address resulting impacts that could
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2011 Palos Verdes Marathon
February 1,2011
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be mitigated through the Special Use Permit,road event permit,and public right-of-way
encroachment permit processes.These processes require a formal traffic safety plan,
parking plan,resident notification,insurance,and detailed coordination between the
City and special event applicant.
DISCUSSION:
As of the date of publication of this report,the necessary applications and support
materials for the 2011 Palos Verdes Marathon have not been submitted to the City and
the proposed date for the event,Saturday,May 14th
,is less than four months away.~
Insufficient time remains to process the event through the City's normal permit
application process,including the required appeal process.Therefore,if the event is to
be held on the proposed and advertised date,the City Council would need to approve
an abbreviated approval process,inclusive of public noticing,which differs significantly
from the City's normal process.
Potential Impacts
The proposed 2011 Palos Verdes Marathon event has many positive attributes for the
City and the region.However,significant impacts for Rancho Palos Verdes residents
must be considered and mitigated.It is not possible to gauge precise impacts or
necessary mitigation measures from the conceptual event plans submitted to date,but
preliminary discussions and plans indicate that the following impacts may occur and
require mitigation:
•Road closure of eastbound lanes of PVDW between Terranea and Narcissa
Drive
•Two-way traffic routed into two westbound lanes of PVDW
•Prevention of pedestrian,bicycle,and automobile access to and from ten access
points to residential neighborhoods,the Point Vicente Interpretive Center,
Abalone Cove Shoreline Park and beach,Coast Guard property,and Point
Vicente Lighthouse
•Traffic delays in excess of 30 minutes along entire route affecting residents,
businesses,churches,and commuters
•Overflow parking of an estimated 2,500 participants,vendors,and spectators in
and around residential neighborhoods,public and private streets,and
businesses
The City Council also needs to weigh the opportunity for adequate public outreach to
collect feedback that could help the organizers,Staff,and the City Council ensure that
that impacts are mitigated.
City Fee Policy
According to state law,City fees for services cannot exceed the estimated reasonable
costs of providing the service.The City Council made a policy decision on March 17,2009
to adjust most fees to achieve full cost recovery for City services provided to individual
permit applicants.On September 7,2010,the City Council adopted Resolution 2010-77
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2011 Palos Verdes Marathon
February 1,2011
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(effective November 8,2010),adopting updated master schedules of fees and charges for
City services.The master schedules include the following fees:
~Special Use Permit fee of $2,035 -this Community Development fee is waived for
organizations registered as non-profit 501 (c)(3)entities with the California Secretary
of State.
~Encroachment Permit Traffic Control Plan Review -this review is performed by
Public Works Staff,whose actual time is multiplied by adopted Fully Burdened
Hourly Rates and charged to a trust deposit advanced by the applicant.
~Road Event Permit Fee -the City's actual costs (e.g.additional street sweeping and
trash removal),as well as Staff time for planning and monitoring the event is
multiplied by adopted Fully Burdened Hourly Rates and charged to a trust deposit
advanced by the applicant.
On January 27,2010,Staff requested a trust deposit in the amount of $15,000 to cover the
City's services associated with providing the Encroachment Permit and Road Event Permit.
The estimate is based on 118 hours of Staff time including a Senior Engineer,an
Administrative Analyst,the Maintenance Superintendant,Maintenance Workers,and part-
time Recreation Staff.The requested deposit amount also includes the City's estimated
costs for additional street sweeping and trash removal.
The requested deposit amount does not include the Sheriffs fees for traffic control,which
must be paid directly to the Sheriff.Nor does it include any unforeseen City costs arising
from event-related uninsured property damage or problem resolution.In addition,the
requested deposit amount does not include any City costs that may arise as a result of City
Council direction (e.g.public noticing).The applicant has been advised that Staff will
monitor charges to the deposit,and that the City may require additional amounts to be
deposited to recover the City's costs.
If the City Council determines that public noticing is required for the 1,600 properties
affected by this event,the City's costs for mailed notices to each property owner may range
from $3,000 to $5,000.
ALTERNATIVES:
Staff has identified three possible courses of action for Council's consideration:
1)Schedule a noticed public hearing to give full consideration to the merits and
impacts of the proposed event prior to rendering a decision on whether to allow
the event to be based in Rancho Palos Verdes and make use of City-owned
facilities.If,after conclusion of the public hearing,the Council decides to allow
the event,Staff recommends adoption of a resolution specifying the conditions of
approval.(Staffs Recommendation).
2)Approve the event and the associated use of City-owned facilities,exercising the
Council's authority to set aside the normal staff review and public input process,
and direct Staff to continue to work with the event organizers to mitigate the
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2011 Palos Verdes Marathon
February 1,2011
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impacts of the event to the extent possible.
3)Deny permission for the event to be based in Rancho Palos Verdes,including
the use of City-owned facilities for staging and parking,and direct Staff to notify
the event organizers of the Council's decision.
ADDITIONAL INFORMATION:
It should be noted that the annual Honda Ride for Kids (benefiting the Pediatric Brain
Tumor Foundation)is scheduled to hold its road event the very next day,Sunday,May
15,which entails 800 motorcycles riding through Rancho Palos Verdes one way down
PVDW from Palos Verdes Estates,and exiting the City via Hawthorne Boulevard.Last
year,the City and Lomita Sheriff Station received sixteen complaints regarding traffic
delays and noise impacts resulting from this event.The Honda Ride for Kids will also
be assessed a road event fee in accordance with the current policy to recover costs
associated with processing the road event permit.
FISCAL IMPACT:
Should City Council choose to proceed with alternative one or two,the Kiwanis Club will
be assessed a road event fee in accordance with the 2010 Master Fee Schedule.Staff
recently made a request to the Kiwanis to make a $15,000 trust deposit in accordance
with the City's accounting practices and the Master Fee Schedule.Kiwanis will also be
responsible for any fees required by the Lomita Sheriff Station to provide traffic control,
which would be paid directly to the Sheriff.The fee estimate does not include costs that
may arise from related uninsured property damages and public noticing.
Attachments:
Palos Verdes Marathon Proposal dated September 15,2010
Revised Preliminary Route Plan
Palos Verdes Marathon Cost Estimate
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September 15,2010
City of Rancho Palos Verdes
Department of Recreation and Parks
Ms.Katie Howe
30940 Hawthorne Blvd.
Rancho Palos Verdes,CA.90275
Dear Ms.Howe:
The Palos Verdes Marathon is in preparation for its 4S th year and we are excited about some
possible major changes.The date in 2011 will be Saturday,May 14th •
This annual event is hosted by the Kiwanis Club of Rolling Hills Estates,with Terranea and the
City of Rancho Palos Verdes as partners,benefiting many charities in and around Rancho Palos
Verdes.For the past 10 years the Marathon,Half Marathon and SK Run have started and
finished in the City of San Pedro.Although in the past,the park was a beautiful location to have
the staging area,we have found it necessary to move out of the City of San Pedro due to
increased City Park and LA City Street Closure fees.
So,to make the event truly a Palos Verdes Marathon,Half Marathon and SK,we have been
invited to move the event onto the grounds of the beautiful Terranea Resort.This move would
bring the Marathon completely into the Cities of Rancho Palos Verdes and Palos Verdes Estates,
exposing the outside community to the beautiful scenic views.Restaurants and other
businesses will get additional exposure to the runners.
We have reached out to our last year's runners and have gotten tremendously positive
response for the move out of LA.The main reasons were to have fewer hills and allow more
money to go to local charities.
We are requesting your permission to again run through your city,but for a longer length of
time and distance .....Here's how we see it would work ...
We would start and finish at Terranea,but runners would go Wayfarer's Chapel,make a u-turn
and return past Terranea,then through a large portion of Palos Verdes Estates,returning to the
finish on the grounds ofTerranea.The run course would be on the West side of Palos Verdes
Drive or the southbound two lanes,with exception of when running through the Western areas
of Palos Verdes Estates,along Paseo Del Mar.Our barricade company,with the support of the
Palos Verdes Estates Police and the LA County Sheriff's,could allow traffic to flow in both
ICIWANIS CLUB OF ROLLING HILLS ESTATES •P.O.BOX 2856·PALOS VERDES PENINSULA.CA 90274
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directions on the North bound lanes from the city line,South to Wayfarer's Chapel.Medical
emergency vehicles will,of course,be allowed to pass during the event.
Both the Marathon and Half Marathon would start together,at 7:30 am.This would bring the
largest group of runner's,the Half Marathon runners,through the Palos Verdes Estates
neighborhood by 9:00 am,and back to the "finish line by 10:30 am,with most finishing by 9:30.
The full marathon runners would do the half marathon loop a second time and would have the
majority to the finish line by 1 pm.We expect to have approximately 1,500 Half Marathon
runners and 300 full Marathon runners.The sK Community Walk and Run would start at 8 am,
and go into Palos Verdes Estates and return before the 1"Half or Full Marathon runner got ~
back to the Terranea location.
•
We have enclosed a course map for your review and the Terranea Letter of Support.
Parking would be at Palos Verdes City Hall,the Salvation Army location,and the Coast Guard
Station.Some parking would be allowed in the parking lot of the Admiral Rusty,Starbucks,etc.
Busses will be supplied by us to shuttle runners to and from the start/finish line at Terranea.
Shuttles would run from the parking locations from 6:00 am,through the event to 3 pm.
We would,of course,notify all of the businesses and neighborhood associations of the run,its
course and timeline for street closures.With the cooperation of the LA County Sheriff and Palos
Verdes Estates Police,we feel this event will be very positive,bringing more visibility to the
Cities of Palos Verdes Estates and Rancho Palos Verdes,as well as increasing the important
funding going to our various charities in and around the Peninsula.
We are requesting a meeting with City officials to discuss the details of authorizing and
supporting the parking requirements at City Hall and the various parking areas along PV Drive.
There are other concerns including traffic control which has always been done by the Sheriff's
department,and we would address and answer any questions and concerns.You can reach or
event director,Walt Walston of W2 Promotions at 323-841-4123 or w2promo@aol.com to set
up a meeting.
The Kiwanis Club of Rolling Hills Estates thanks you for your input and support in making the
4s'h Annual Palos Verdes Marathon,Half Marathon and SK Run,truly a Peninsula event.
Sincerely,
ohn Williams
Marathon Chairman
Kiwanis Club of Rolling Hills Estates
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Half Marathon 2011
Course Map
MARATHON RUNNERS
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August 13,20 I0
City of Rancho Palos Verdes
30940 Hawthornc Blvd.
Rancho Palos Verdes,CA 90275
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Re:Letter of Support for PV Marathon to starUend at Terranea Resort
Dear City ofRPV,
Terranea Resort would like to enter into a partnership with the Kiwanis Club of Rolling l-lills
Estates to host the annual Palos Verdes Marathon at Terranea Resort on May 14,2011.We hope
this will be a long-term partnership which would allow the PV Marathon route to begin and end
at Terranea benefit1ing the marathon's participants and increasing the net proceeds that are
donated.
[n conjunction with holding the event at Terranca,we would anticipate using both the
Fisherman's parking lot and our coastal access parking lot the morning of the marathon until
noon that day.
Should you have any questions or concerns,please do not hesitate to contact me.
Sincerely,
Terri A.Haack
Executive Vice President &Managing Director
JOO Tr.nnmn Way.R~ncho Pillm VcrJcA,CA 90275 310.265.2800 310.265.:noo www:nmIMNI:A.COM 13-8
Palos Verdes Marathon Route
Submitted January 28,2011
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Palos Verdes Marathon Road Event Fee Cost Estimate
Staff FBR*/HR HRS COST
Event PlanninQ
Senior Enqineer $220.45 30 $6,613.50
Administrative Analvst $150.15 15 $2,252.25
Maintenance Superintendent $165.97 4 $663.88
Maintenance Worker $83.18 10 $831.80
Day of Event
Maintenance Superintendent $165.97 10 $1,659.70
Maintenance Worker $83.18 9 $748.62
PIT Staff (4)$14.00 36 $504.00
Post-Event
Senior Enqineer $220.45 2 $440.90
Administrative Analvst $150.15 2 $300.30
Misc.Expenses
Extra Street Sweepinq $45.00 8 $360.00
(day before event)
City Contract Services $30.00 32 $960.00
(city parking lot prep/set up,R.O.W.cleanup before event,etc.)
TOTAL $15.334.95
*FBR:Fully Burdened Rate
**Note:The City will require Kiwanis to pay for traffic control services
through the Lomita Sheriff Station which in past years,with
lesser community impact,have been approximately $6,500.
The cost associated with the processing of the Special Use Permit
through the Community Development Department is $2,039.This fee may
be exempt,according to RPVMC 17.78.010(E),if the Kiwanis Club can
submit reasonable proof as to nonprofit 501(c)(3)status.
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