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RPVCCA_SR_2011_02_08_Status_Update_2011_PV_Marathon_01C~OF MEMORANDUM RANCHO PALOS VERDES DATE:FEBRUARY 8,2011 TO: FROM: HONORABLE MAYOR &MEMBERS OF THE CITY COUNCIL TOM ODOM,INTERIM DIRECT ,RECREATION AND PARKS DEPUTY DIRECTOR,PUBLIC WOR~KS" JOEL ROJAS,COMMUNITY DEV DIRECTOR SUBJECT:STATUS REPORT REGARDING THE MAY 14,2011 PALOS VERDES MARATHON APPLICATION REVIEWED:CAROLYN LEHR,CITY MANAGER Staff Coordinator:Nicole Jules,Senior Engineer Katie Howe,Administrative Analyst ~I\\.... Abigail Harwell,Assistant Planner ~ RECOMMENDATION Receive an update and provide Staff direction. BACKGROUND At the February 1,2011 City Council meeting,the City Council reviewed the status of the Kiwanis Club's application to the City to hold the 2011 Palos Verdes Marathon on Saturday,May 14,2011 on a portion of the Terranea Resort property.At the meeting,the Council directed Staff to continue to work with the Palos Verdes Marathon event promoter and if the application is complete by February 7,2011 to conduct a public hearing before the City Council on or before March 1,2011 to consider the application request.In addition,the City Council agreed not to object to the organizer's marketing of the May 14th event provided progress on the application's review is made.Furthermore,the City Council set the City's fee for the event at $7,500,which was required to be submitted in the form of a trust deposit by February 7,2011. Since the February 1st City Council meeting,Staff has worked diligently with the applicants 1-1 Update:2011 Palos Verdes Marathon February S,2011 to get as much information submitted as possible by the February 7,2011 deadline.An application detailing the event was submitted on February 7,2011,with elements of the overall application,including parking lot permission,submitted during the prior week (see attach ments). DISCUSSION As itemized on the Completeness Review checklist (attached),the PV Marathon applicants have submitted most of the information required by Staff to deem the application generally complete for processing.However,there are a couple of key elements which have not been submitted and need to be addressed: $7.500 Trust Deposit -At the February 1st City Council Meeting,the Council waived a portion of the required $15,000 trust deposit to cover the City's services associated with providing the Encroachment Permit and Road Event Permit.This trust deposit was reduced to $7,500 to cover the City's needs and was required to be paid by the application deadline of February 7,2011.As of the writing of this memorandum,this trust deposit has not been paid.As discussed in an email from John Williams (attached),the event organizer's preference is to pay this fee if and when the City Council approves the event. Sheriffs Fee -According to Sheriffs estimates,approximately $20,000 is needed to cover traffic control and policing needs in regards to the event (see attachment).In conjunction with this estimate,the City Manager requested that one month prior to the event that the applicants submit a $20,000 deposit to the City which could be used as a retainer for the event,with any additional Sheriff expenses to be billed afterwards.As noted in the attached email from the organizers,the event organizers state that they cannot afford the payment of this fee.On a related note,the organizers also state that they cannot afford to pay any costs associated with any required electric road signs and the public notice mailings. Parking -Upon Staffs review of the submitted documentation,the applicants have received authorization for the use of nine parking lots that,when combined with the potential use of the City's two parking areas (City Hall and Lower Pt.Vicente),provide 2,669 spaces for the event.While this number appears sufficient for the 2,500 people estimated to attend the event,Staff still has concerns to the possibility of event attendees parking in the neighboring residential areas and impacting those residents.Staff will address these concerns with conditions of approval at the time the City Council considers the application. CONCLUSION As the required $7,500 trust deposit was not submitted on February 7,2011 and the 1-2 Update:2011 Palos Verdes Marathon February 8,2011 applicants have not committed to paying the necessary Sheriff's fees,Staff would like the Council to provide further direction as to the processing of the event application. Attachments: •2011 PV Marathon -Completeness Review checklist •E-mail from Tom Odom,with attached Sheriff's estimates,dated February 4,~ 2011 •E-mail from John Williams,dated February 7,2011 •Application submitted by W2 Promotions, dated February 7,2011 •City Council Staff Report from February 1,2011 1-3 2011 PV Marathon -Completeness Review Based upon a preliminary review of the application materials submitted up to and on February 2, 2011.As there may be missing information and/inconsistencies in the materials submitted,Staff will contact the applicant for further clarifications and questions. Item:Received?Comment: J.Williams stated over the phone that 1.$7,500 Trust Deposit No the TO will not be paid until after the Tues.special meeting. City Manager requested that this $20,000 Sheriff Traffic Control amount be paid 1 month prior to etJent 2.Fee,plus electronic road signs N/A (by Apr.15) Applicant has stated they are unable to pav this fee. This fee is cover for Staff time associated with public noticing mailed 3.$1,500 for public notice mailings No to 1,600 property owners within 500 feet of the race course. Submitted plan from Southern 4.Traffic control Plan Yes California Barricades Parking Plan,including Yes Submitted description,with 2,669 authorization for the following parking spaces estimated for use. parking lots: •St.Peter's Church Yes 184 spaces authorized •St.Paul's Church Yes 43 spaces to be used only as back-up •Salvation Army Yes Verbal estimate of 260 spaces •PVUSD parking authorization:Total 875 estimated: -PVHS Yes -500 spaces 5.-PV Intermediate Yes -125 spaces .-Lunada Bay Elementary Yes -250 spaces -Mira Catalina Elementary Yes -Only to be used as back-up •Coast Guard Lot Yes Verbal estimate of 50 spaces •Promenade on the Peninsula 1,000 spaces on the 2 nd & 3 rd levelsParkingStructureYes •City Property authorization:Use contingent upon event approval -City Hall lots N/A 200 spaces -Lower Pt.Vicente lot 100 spaces Submitted description with map of 6.Shuttle Plan Yes routes &time estimates Submitted description 7.Signage/Communication Plan Yes 1-4 Submitted timeline of weekend 8.Staging Plan Yes schedule,site plans for fisherman's access lot and expo area Links to online website 9.Final Event Route Yes mapmyrun.com (see attached) Notified by PVE Staff that conditional 10.Authorization from PVE Yes approval granted contingent RPV approves event. 11.Hold Harmless agreement Yes Verbally told this was in the works~and 12.Limited liability Insurance policy No would be submitted closer to the event date City as additionally insured Verbally told this was in the works and 13.No would be submitted closer to the eventcertificatedate 14.501 (c)(3)status letter Yes W-9 and letter from IRS,dated Feb. 26,2002 1-5 Page 1 of 1 Abigail Harwell From:Tom Odom [tomo@rpv.com] Sent:Friday,February 04,2011 4:49 PM To:'Williams,John R';w2promo@aol.com Cc:cc@rpv.com;'Joel Rojas';'Abigail Harwell';'Ray Holland';'Tom Long';'Nicole Jules' Subject:Sheriff Contract Services Attachments:PV_Marathon_Sheriff_Quote_02 04 11.pdf Hello John and Walt: ~. Please find attached the Sheriffs estimated cost for the PV Marathon Event on May 14.2011.As stated by Sgt. Rozas at our meeting of February 3,2011.the 8-hour estimate is appropriate.The Sheriff personnel will make every effort to use Reserve Explorers where possible and will adjust coverage as the situation allows to further reduce costs associated with this event. Please keep in mind,as we have previously discussed,that this is the first time RPV will be staging the event in our city and that there are several unknowns regarding event logistics.The City and Sheriffs Department have made every effort to keep the cost of services for this event reasonable while ensuring pUblic safety.As we discussed,the City will accept a trust deposit for anticipated enforcement costs for the day of the event,and in doing so,can provide the Kiwanis with a significantly reduced rate (the City's contract rate).Costs for services are actual costs and any increase or decrease in costs will be billed to the Kiwanis accordingly.A trust deposit in the amount of $20,000 will need to be deposited with the City of Rancho Palos Verdes 30 days prior to the event along with a letter stating that Kiwanis agrees to pay any law enforcement charges exceeding the $20,000. Tom A.Odom Deputy Director,Department of Public Works City of Rancho Palos Verdes 30940 Hawthorne Blvd. Rancho Palos Verdes,CA 90275 310-544-5335 CC:RPV City Council 21712011 1-6 "~,, :iIi" I:!;I~' KIWANIS CLUB OF PALOS VERDES PENINSULA ,~. :Q "1( PALOS VERDES MARATHON SATURDAY,MAY 14,2011 LOMITA SHERIFF STATION ESTIMATED EXPENSES i'l DEPUTIES HOURS:..~. -:J' :(Lieutenant @ ,I:" 2 Sergeants @ 25 Deputies @ " 5 .).{eserve Deps @ ~ • 0600 -1400 Hours 8.0 hours x 10 1.37 =810.96 20.0 Hours x 84.31 =1,686.20 210.0 Hours x 70.28 =14,758.80 45.0 Hours x 36.21 1,629.45 Sub -Total = 6%Liability = 18,885.41 +1,133.12 Add $0.22 a mile to Sub -tolal at 200 miles.=+44.00 TOTAL ESTIMATED COST:=$20,062.53 This is only an estimate of expenses,based on an average of Deputies salaries.The actual hours may vary by one hour per Deputy,if the need arises. The actual amount for this event will not exceed $23,000.00 Sgt.David Rozas may be contacted at (310)891-3227 or FAX (323)415-3098. 1-7 Page 1 of2 Subject:FW:Important Submittals Today From:Williams,John R [mailto:John.R.williams@morganstanleysmithbarney.com] Sent:Monday,February 07,20111:28 PM To:carolyn Lehr Cc:'Tom Odom';'Carol W.Lynch';'Joel Rojas';'Tom Long';tlong@nossaman.com Subject:RE:Important Submittals Today It is now 1:1Opm and we have made our final submissions. I am not prepared to provide the $7500 check until we know that we have approval to proceed. I understand that the Council makes that decision,and if the only problem is the $7500 check, there should be no problem. From what I see,we are a long way from an agreement.I won't know how large the gap is until I see your report for the Council.I know not what else is expected,and you must know we cannot afford $20000 for the Sheriff,$2400 for electric road signs and $4000 for mailings,and unknown further mandates. John R.Williams Marathon Chairman From:Carolyn Lehr [mailto:c1ehr@rpv.com] Sent:Monday,February 07,2011 11 :56 AM To:Williams,John R (ROLLIN HLLS,CA (56» Cc:'Tom Odom';'Carol W.Lynch';'Joel Rojas';'Tom Long';tlong@nossaman.com Subject:Important Submittals Today Mr.Williams, I just spoke to Abigail Harwell and she is concerned that you may feel it is not necessary for you to submit today the $7,500 Trust Deposit,and that it could instead wait until after a meeting with the Council tomorrow evening. I want to emphasize that the Trust Deposit is one of several required elements that constitutes a completed application for the PV Marathon,which the City Council designated is due today (Monday,February 07,2011 by 1:00 pm). There will only be a need for a special Council meeting tomorrow IF questions remain pertaining to whether we have a complete application by the deadline established by the City Council last week. I urge you to submit all requested plans,documents,agreements and trust deposit by 1:00 pm today,as it is the hope of staff that a meeting with the Council tomorrow may not be necessary. Thank you, ClilYoty VlI Lehv City Manager 2/7/2011 1-8 Page 2 of2 ~City of Rancho Palos Verdes 30940 Hawthorne Blvd. Rancho Palos Verdes,CA 90275 c1ehr@rpv.com -(310)544-5202 This e-mail message contains information belonging to the City of Rancho Palos Verdes,which may be privileged,confidential and/or protected from disclosure.The information is intended only for use of the individual or entity named.Unauthorized dissemination,distribution,or copying is strictly prohibited.If you received this email in error,or are not an intended recipient,please notify the sender immediately.Thank you for your ~ assistance and cooperation. Important Notice 10 Recipients: The sender of this e-mail is an employee of Morgan Sti:tnley Smith Barney lLC.If yOll have received this communication in error,please destroy all electronic and paper copies <lnet notify the sender immedi'ltely.Erroneous transmission is not intended to waive conridentiality or privilege.Morgan St,lnley Smith Barney reserves the righl.to the extent permitted under applicable law,to monitor electronic communications.This message is subject [Q terms available at the following link: I1tlp://\V\V\v.morganslunley.comjdisclaimers/mssbemJil.hlml.jfyou cannot <lccess this link,please notify LIS by reply meSS<lge and \....e will send the contents to you.By messaging with Morgan Stanley Smith Barney you consent to tile foregoing. 21712011 1-9 W2 PROMOTIONS Professional Road Race Management 21712011 Abigail Harwell Assistant Planner City of Rancho Palos Verdes Dear Ms.Harwell: Attached are documents and information requested in support of securing permission for the Kiwanis Club ofRolling Hills Estates to have the start,finish and 5 miles ofthe course ofthe 45 Palos Verdes Marathon held within the City of Rancho Palos Verdes on Saturday,May 14,2011. Thank you. Waft WalSton Walt Walston President I W2 Promotions 1666 Ashland Ave.,Santa Monica,CA.90405 lHIIlIiI =w2promo@aoLcom Telephone ~310-828-4123 1-10 1.Vendor TBO 2.VendarTBD 3.Vendor TOO 4.Vendar TOO 5.Vendor TBD 6.Zico 7.Vendor TBD 8.Don FranCisco 9.Vendor TBD 10.Celsius U.Vendor TOD 12.Vendor TOD 13.Award5 14.Celsius Energv Drinks 15.Kiwanis Club 16.Vendor TBO 17.Vendor TSD 18.Vendor TOO 19.Vendor TOO 20.Vendor TOO 21.Vendor TOO 22.Vendor TOO 23.Vl!f1dor TBD 24.Function Drinks 2S.Vendor TOO 26.Vendor TBD 2.7.Vendor TOO i 1 - 1 1 1 - 1 2 Application: The 45'"Palos Verdes Marathon,Half Marathon and 5K Run is hosted by the Kiwanis Club ofRo11ing Hills Estates. For the past 10 years,The Palos Verdes Marathon,Half Marathon,and SK Run staging area,Start and Finish,was held in the City of san Pedro,calif.Prior to that,the staging area was in Palos Verdes Estates and in Rolling Hills Estates.In the past years,this event started and finished at Point Fermin Park,with the course taking runners though the City of san Pedro,Into and though the City of Rancho Palos Verdes,into and through the City of Palos Verdes Estates,returning back through Rancho Palos Verdes and San Pedro to Point Fermin Park. Permits were required by the park and the Cities of san Pedro,Rancho Palos Verdes and Palos Verdes Estates.Special permission was requested and approved by the LA City Councilwoman that has san Pedro in her district.Until 2010,all LA City Permit fees were waived by City Council.Park fees were reduced as per City council.In 2010,fees were'ilssessed by the City for DOT,LAPD,LA Fire,LA Street services,and the City Parks Department.We saw a sizable Increase In fees, to the amount of over $30,000 in the City of LA and Parks Dept.fees.We have,and continue to receive waived police and City fees from the City of Palos Verdes Estates.Fees from the City of Rancho Palos Verdes have been minimal, existing of a permit fee and Oean-up deposit only.An estimated cost for Sheriff Fees for the Marathon activities in the City of Rancho Palos Verdes were paid to the City of Rancho Palos Verdes,with any rebate paid back to the Kiwanis Oub. Both the Cities of san Pedro and Rancho Palos Verdes requested us to do community outreach to residents and businesses along the streets to be used for the run.The City of Palos Verdes Estates did their own outreach and will do so again this year.The outreach we did for the cities was to flyer the homes along the course in san Pedro,two weeks prior to the run,put up signs along intersecting streets and put an event notice in the local paper.The City of Rancho Palos Verdes reqUired signs along Intersecting streets to the course and we did a mailing to businesses and Homeowner Associations. Runners and walkers numbered approximately 2,500.(300 Marathon,1,500 Half Marathon,and 500 SK)Parking was in the Point Fermin parking lot and overflow lot with a total of 300 spaces.We had secured another 800 spaces at cabrillo Beach and shuttled runners to and from the event.Some street parking was available within the area of the park. We understand that there were 16 complaints filed by residents in Rancho Palos Verdes.Most of these,If not all,were from traffic delays within the slide area.This delay will be reduced to no delay,but perhaps just slower moving traffic due to our new course. We decided to move the staging area from san Pedro and Point Fermin Park to the Fisherman's lot and the Terranea Resort because of increased LA City fees from previous years as well as through an invitation from our sponsor,Terranea Resort to host the expo on their site. Parkjng Plan:(2011 Palos Verdes Marathon) The start of the Marathon will be on Palos Verdes Drive.The finish will be in at the Fisherman's parking lot.Our expo and awards stage will be in a parking lot on the grounds of the Terranea Resort.We will be using off-site parking for our runners and volunteers.(see attached parking locations)Exhibitors and VIP's numbering up to,but not to exceed 40 vehicles will park in the Coastal Access lot on the grounds of the Terranea Resort. Parking lots will open on Saturday,May 14"',at 5 am and will close by 3 pm.(or when the last runner/volunteervehlcle is removed)We will place one portable toilet in each parking lot.Letters or emails are being secured from each lot owner,showing their permission for the lot use by the Marathon. 1-13 We will position large "Race Parking"signs at the entrance to each parking lot.A Radio dub volunteer wlll be at the lot with a parking coordinator.The parking coordinator wlll direct runners where to park.When the lot Is almost full,they will then close the entrance to the lot,but will then have parking maps to hand to runners who arrive at the lot,showing where parking is still available.The radio volunteer will notify all other parking lot coordinators that their lot Is full and to not send any cars to their lot. We will recommend times of arrival for the Marathon and Half Marathon runners.These runners wlll be requested to park in various lots by 6 am and 6:30 am.After these are filled,closer lots to the start wlll be filled.(further located lots fill 1",with the closer lots filled later to accept late arrivals.)5K runners will be directed to park in one of the extended distance lots to allow for a longer shuttle ride to the Terranea Resort bus drop-off area,from which they will walk to the start area. We will position signs at the entrance to each ·Permitted Parking"street along the course.Runner's will be advised via the Marathon website and through an email the week of the event,that parking is allowed only in the designated Race Parking lots and on streets where public parking Is allowed.All others are subject to ticketing and towing. There will be vehicles located permanently in the Fisherman's parking lot.A van with small trailer,an ambulance,the Promoter's van.(Walt's van),the Radio Club network van,and 15 volunteer/VIP cars.(See fisherman's lot parking layout) There wlll be some vehicles permanently parked in the Expo area.The number to be determined up to race week)these are vendors vans which they work out of to display or give product away.(Coffee van,etc.)These vehicles will arrive between 2 pm on Friday,May 13th and 6 am on saturday,May 14". Our volunteers will arrive to their designated parking lot at the Palos Verdes Peninsula between 4:40 am and 5:30 am. They will be shuttled to the event Expo area via our lease buses.Four (4)buses will be allocated for this service with a travel time of approx 15 minutes. Coastal Access Lot activities: Friday,May 13 No Marathon vehicle activity Saturday,May 14 5 am to 3 pm...parking for Marathon exhibitors and Marathon VIP's.(leaving 15 spaces for community access.An Exhlbitor/VIP pass will be displayed on the dashboard and a volunteer will be in position to reserve the 15 spaces) FIsherman's Lot activities: Friday,May 13"'..,2 pm to 6 pm_.equipment load-in.(tables,chairs,water,porta-potties,trash cans) Saturday,May 14.....5 am to 3 pm...Event registration and event finish line activities Expo area activities: Friday,May 13"'...2 pm to 6 pm."set up of tables,chairs,canopies,stage,and trash receptacles. Saturday,May 14"'..,5 am to 3 pm_oOExhibitors arrive,unload equipment and park in coastal Access lot. Trash &Recycling: We wlll secure a 30 cu ft roll-off dumpster from a trash recovery company that handles both the recovery of trash and the recycling of materials.We will secure 75 cardboard trash boxes from our portable toilet proVider (1"Jon Portable Toilets)with liners.These boxes will be placed throughout the venues and at each water station.Water station trash will be brought back to the roll-off dumpster upon completion of the marathon. 1-14 P V Marathon,Half Marathon &SK event weekend schedule:(May 13 &14,2011) Friday.May 6"': Position three (3)electronic message boards along the course Post signs of ·Posslble Traffic Delay"along the course at each Intersecting street Friday,May 13"': Noon =dose the Fisherman's lot to visitors 2 pm =Delivery of portable toilets,trash boxes,roll-off dumpster,water,finishers shirts,tables and chairs to Fisherman's lot and Expo lot at Terranea set up tables,chairs and water tables in Fisherman's lot 2- 5 pm =set up of the expo in the parking lot of Terranea (tables,chairs,canopies,trash dumpster) 5 pm =Overnight security (unarmed)arrives at both venues (tlSherman's lot and the expo) 6- 8 pm =Mile markers set out Course truck loaded for the early am departure saturday.May 14"':Race Day 3 am =8arricade company begins to cone In preparation to close the course streets 4 am =Post Parking signs No Parking signs along the course Volunteer check-in set up in the expo area 5 am =Parking volunteers and Radio Club volunteers in position at each race parking lot Shuttle buses arrive at each race parking lot Registration volunteers arrive at Fisherman's lot Finish line company arrives and sets up in the Fisherman's lot PV Drive Southbound lanes closed at Hawthorne Blvd.(except for Runner Bus Shuttles) 5:30 am =Volunteer's arrive at the expo area Sound engineer arrives and sets up at the stage in the expo area Late registration and packet pick-up opens In the Fisherman's lot Trash boxes put around the expo and In Fisherman's lot. 6:00 am =Sound engineer sets up the PA at the start line area at the Fisherman's lot seven (7)water station -Aid stations set up (water,Gatorade,cups,trash bags,trash boxes,rakes,&bananas) Volunteers to water stations Radio volunteer to Aid/Water stations Medical personnel arrive at Fisherman's lot (Bobby Sherman Emergency Medical Foundation) 6:45 am =PV Drive Southbound lanes closed at Hawthorne to runner shuttles 7:00 am =Announcements from the Fisherman's Lot area to runners 7:15 am =Aerobic warm-up at the start line of the Half I Full marathon 7:25 am =Welcome from the start line by dignitaries 7:28 am =Star Spangled Banner 7:30 am =START of the MARATHON &HAlF MARATHON (lead by a PVE Motor Officer) Band arrives and sets up on the Expo stage 7:40 am =Aerobic warm-up for the 5K Runners 1-15 7:55 am =Welcome from the start line by dignitaries 8:00 am =START of the 5K Run (lead by a bicyclist going Southbound) Band music at the stage in the expo area 8:15 am =Watch for the 1st 5K finisher 8:30 am =Watch for 1st Half or Full marathon runner to pass by the start/finish area 8:50 am =Watch for 1st Half Marathon finisher 9:00 am =Watch for last 5K runner 5K awards ceremony at the expo stage 10:00 am =Watch for 1"Marathon finisher Half Marathon awards ceremony at the expo start 10:30 am =Watch for last Half Marathon finisher 2:30 pm =Watch for last Marathon runner 2:45 pm =Removal of the finish banner and finish scaffolding Removal of street closure equipment Removal and clean-up of course water stations 3:00 pm =All equipment removed from Fisherman's lot All equipment removed from the expo area Sheriff's assigned to street monitoring released Final clean-up of the Fisherman's lot,the Coastal Access lot and the expo area lot Removal of the portable toilets from the Fisherman's lot and Terranea property Sunday.Mav 15th: Removal of the roll-off dumpster from the expo area lot. 1-16 Palos Verdes Marathon,Half and 5K VOLUNTEER ASSIGNMENTS Friday,May 13th Late Reg-Packet Pick-up 6 (3 shifts of 2 each)9am-6pm Unload truck at event site 6 3pm-5pm Saturday,May 14th ...Event day Course set-up 8-W2Crew)03:30 Volunteer check-in asst.I (+I W2 Crew)05:00 Parking 20 05:00 Shuttle bus volunteers 6 05:00 Tables and chairs set up 6 05:30 Trash cans set up 4 06:00 Sag wagon volunteers 2 06:00 Pre-registration 8 06:00 Day of Registration 10 06:00 Day ofRegistration cash box handlers 3 06:00 T-shirt handout 6 06:00 Expo volunteers 6 06:00 Sweat Bag storage 8 06:00 Pre-race,water set-up 2 06:00 Course water stations (6 stations)60 06:00 Ongoing clean-up 6 06:00 Course water station #2 6 07:00 Finish line helpers 6 07:00 Course direction 6 07:00 Awards table 2 08:00 Clean-up &site break ALL 2pm 188 1-17 2011 Palos Verdes Marathon,Half and SK Water station locations 1.8 mile,15 mile &21.5 mile =Just north of Calle Entradero on PV Drive West.(North intersection) 4 mile &17 mile =Pasio Lunado -East of Via Pena • 6 mile &19 mile =PV Dr.West,N.of Apsley Rd. 2.5 mile,8 mile &21 mile =PVD West at Via Lorado 10 mile &23 mile =PVD West at Fisherman's lot 12 mile &25 mile and 1 &2 miles for the 5K =At the Firehouse,PV Drive South just N.of Sea Cove Dr. Finish water =Inside Fisherman's lot 6 water stations on the course and one in the finish lot at Fisherman's lot. (Marathon runner's hit the stations 14 times,Half hits them 8 times,5K one station tWice) Each water station will have 2 tables,trash boxes,trash bags,rakes,water, Gatorade and bananas.A radio volunteer will be a each station as will be 4 - 8 volunteers. 1-18 PV Marathon Parking: 1.St.Peters Church =200 spaces (.8 miles...Walk or a bus for 6 - 8 min.) 2.RPV City Hall =200 spaces (5 minute bus or walk 1 mile) 3.Salvation Army =260 spaces (5 minute bus or walk 1.1 mile) 4.Palos Verdes High School =500 spaces (8 min bus) 5.PV Intermediate School =125 spaces (8 min bus) 6.At and around Lunada Bay Elementary =250 spaces (8 min bus) 7.Promenade on the Peninsula,Rolling Hills Est.=1,500 spaces (15 min bus) 8.Coast Guard =50 spaces (.5 walk) Number of parking spaces for runners &Yolunteers =2,885 •Those walking will use the sidewalk or bike lane. Other parking: 9.Fisherman's lot =20 VIP'sNolunteers 10.Coastal Access Lot at Terranea Resort =50 spaces (vendors,exhibitors,VIP) Projected number of shuttle buses needed 6 -64 passenger buses 'One from St.Peters Church One from RPV City Hall One from the Salvation Army lot One from Palos Verdes High One from PV Intermediate School and parking around Lunada Bay One from the Promenade in the Peninsula Center ~. 1-19 St Peter's By the Sea to Terranea Resort &Spa -Google Maps Driving directions to Terranes Resort &Spa (310)265-2800 ®St Peter's By the SeaV6410PalosVerdesDrive South Rancho Pis Vrds,CA 90275-5898 (310 377-6882 1.Head west toward Palos Verdes Dr S Page 2 of2 ---------- 2.Tum right at Palos Verdes Dr S 3.Make a U-turn at BarkenUne Rd 4.Make a U-tum (8)Terranea Resort &Spa V 6610 Palos Verdes Dr S Rancho Palos Verdes,CA 90275-5363 (310)265-2800 ~6 ~'Trru-J- (Ir~~) ;J-{)(!)f~q ..e .4' ~ml 01 mi 1.4 mi 0.4 ml These directions are for planning purposes only.You may find that construction projects.traffic,weather.or olherevents may cause conditions to differ from the map results.and you should plan your route accordingly.You must obey all signs or nolices regarding your route Map data@2011 Gongle Report a problem http://maps.google.com/maps?f.=d&utm_campaign=en&utm_medium=ha&utm_source=en-...21512011 1-20 St Peter's By the Sea to Terranea Resort &Spa -Google Maps Page 1 of2 Go glc maps To see all the details that are visible on the screen,use the ·Prtnr link next to the map. 0'"e>"'"Ootl"<fI> ~\D~ ~,., CO crc,unoO\\.f' S~r~fllionArmy Col!.¥ne tor Office'Training } t Poinl Vicerde COlmtyPA'ik The AdmirAl R1S1\'• niP. ttVE:rrt,,, ( ,.--:~,-"..r---;~--.-------..--~----.,..----------,.=-----------------~ ..1'1-~... ~ C201l Google.M~data C2011 Google· http://maps.goog1e.comlmaps?f---d&utm_campaign=en&utm_medium=ha&utm_source=en-...2/5/2011 1-21 30940 Hawthorne Blvd,Rancho Palos Verdes,CA 90275 to Terranea Resort &Spa -Goo...Page 2 of2 Driving directions to Terranea Resort &Spa (310)265-2800 ®30940 Hawthorne Blvd'V Rancho Palos Verdes,CA 90275 1.Head southeast on Hawthorne Blvd 0.1 mi 2.Make a U-turn O.5mi 3.Tum left at Palos Verdes Dr W O.9mi (i)Terranea Resort &SpaV6610PalosVerdesDrS Rancho Palos Verdes,CA 90275-5363 310)265-2800 These directions are for planning purposes only.You may find that construction projects,traffic.weather.or other events may cause conditions to differ from the map results,and you should plan your route accordIngly.You must obey all sIgns or noUces regarding your route. Map data (12011 Google Report a problem http://maps.google.com/maps?f=d&utlll..-campaign=en&utm_medium=ha&utm_source=en-...215/201 I1-22 30940 Hawthorne Blvd,Rancho Palos Verdes,CA 90275 to Terranea Resort &Spa -Goo...Page 1 of2 Go gle maps To see all the details that are visible on the screen,use the 'Pont"link next to the map. s. "'iii;=::a.Perin!:lIln -ncquel Club· CIty 01 Rnncho _ P"lo~Vtrdes III •The Adlnlfnl Rl!;l\' Snlu http://maps.google.comlmaps?f=d&utm_campaign=en&utm_medium=ha&utm_source=en-...215120111-23 Crestmont Ln to Terranea Resort &Spa -Google Maps Driving directions to Terranea Resort &Spa (310)265-2800 this route haa restrlc:l8d unge or prtvale roads. <f Crestmont Ln Page2of2 1.Head north on Crestmont Ln Restricted usage road 2.Tum left to stay on Crestmont Ln Pariial restricted usage road 3.Tum left at Hawthorne Blvd 4.Tum left at Palos Verdes Dr W (ii)Terranea Resort &Spa y 6610 Palos Verdes Dr S Rancho Palos Verdes,CA 90275·5363 (310)265-2800 108 ft 0.'4 ml O.6mi D.9mi These directions are for planning purposes only.You may find that construction projects,traffic,weather.or other events may cause conditions to differ from the map results,and you should plan your route accordingly.You must obey all sIgns or notices regarding your route Map data 4)2011 Google Report a problem http://maps.google.comlmaps?f--d&utm_campaign=en&utm_medium=ha&utm_source=en-...21512011 1-24 Crestmont Ln to Termnea Resort &Spa -Google Maps Page 1 of2 Go gle maps To see all the details that ere visible on the screen,use the "Print"link next to the map . Polm Vrceole Counrypti~ Poml Vincenle lnlerprelllle Cenle '",;..1'... *•.,..~~"\~,.. ~<;) ""0 C2011 Google -MIll data C2011 Googla -..J http://rnaps.google.comlmaps?Fd&utm_campaign=en&utm_medium=ha&utm_source=en-...2/5/201 I 1-25 Palos Verdes HIgh School to Terranea Resort &Spa -Googie Maps Driving directions to Terranea Resort &Spa (310)265-2600 @ Palos Verdes High School V 600 Cloyden Rd Palos Verdes Estates,California 90274 310 378-8471 1.Head easton Cloyden Rd toward Chelsea Rd Page 2 of2 2.Take the 3rd right onto Palos Verdes Dr W (9)Terranea Resort &Spa V 6610 Palos Verdes Dr S Rancho Palos Verdes,CA 90275-5363 (310)265-2800 a.3ml 3.2ml These directlons are for planning purposes only You may find that construction projects,traffic,weather,or other events may cause conditions to differ from the map resurts,and you should plan your route accordingly You must obey all signs or noUces regarding your route. Map dala C2011 Google Report a problem http://maps.googie.comlmaps?f-=d&utm_campaign=en&utm_medium=ha&utm_source=en-oo.21512011 1-26 Palos Verdes High School to Terranea Resort &Spa -Google Maps Page I of2 Go gle maps To see aU the details that are visible on the screen,use the 'Prinf'link next to the map. conn )'0,F ,.~dJ l 1 ~/fT PSS {\..~•~ He!lse Perk 'l!+"'''~~J..-:CI~.. A- I I "(J<OlR~ http://maps.google.com/maps?f-=d&utm_campaign=en&utm_medium=ha&utm_source=en-...2151201 11-27 Palos Verdes Intermediate School to Temmea Resort &Spa -Google Maps Driving directions to Terranea Resort &Spa (310)265-2800 ~Palos Verdes Intennedlate Schooly2161ViaOlivera Palos Vrds Ests,CA 90274 ~10 544-4816 1.Head southwest on Via Olivera toward Via Romero Page2of2 171 ft 2.Take the 1st right onto Via Romero 3.Slight right at Via Zumaya 4.Tum left at Palos Verdes Dr W - (8)Terranea Resort &Spay6610PalosVerdesDrS Rancho Palos Verdes,CA 90275-5363 (310)265-2800 --------- O.3ml O.2m! 2.4 mi These directions are for pfannlng purposes only.You may find that construction projects,traffic,weather.or other events may cause conditions to differ from the map results,and you should plan your route accordIngly.You must obey all signs or notices regarding your route. Map data Q2011 Google Report a problem http://maps.google.com/maps?f=d&utm_campaign=en&utm_medium=ha&utm_source=en-...2/5/20111-28 Palos Verdes Intermediate School to Temmea Resort &.spa -Uoogle Maps Page I ot:l Go gle maps To see all the details that are visible on the screen,use the "Prinf'link next to the map. Rol; E \ll'dr'" Pale P, / http://maps.google.comlmaps?f---d&utm_campaign=en&utm_medium=ha&utm_source=en-...'})512011 1-29 31501 Palos Verdes DrW,Rancho Palos Verdes,CA 90275 to Terranes Resort &Spa-...Page 1 of 1 Go gle maps To see all the details that are visible on the screen,use the ·Prlnt"link next to the map . • Point Vmcenle (:)'llleiprel,l/eSeCOler 14.. City of Ranr:ho Palo!:Verdes iii Penin!>I~f1 Rncqllet Club • ~31501 Palos Verdes DrWVRanchoPalosVerdes,CA 90275 •·~.DrS J I I I I I, I I '-'-"C2011 Google -Map dam C201 1 Googla·J &Jf¢~~~--_.. I ~c&J~f<.) --; Driving directions to Terranea Resort &Spa (310)265-2800 -;--;-:--:--;;:---::--:--;-:---;--=--=------------------i.Head south on Palos Verdes Dr W 0..4 mi (8)Terranea Resort &Spa V 6610 Palos Verdes Dr S Rancho Palos Verdes,CA 90275-5363 (31 0)265-2800 These dirE'Clions are for planning purposes only.You may find that construdion projects,traffic,weather,or other events may cause conditIons to differ from the map results,and you should plan your route accordingly You must obey all signs or notices regarding your roule. Map data 4:>2011 Google Report a problem http://maps.google.comlmaps?f--d&utm_campaign=en&utm_medium=ha&utm_source=en-...215120111-30 Origins Promenade on the Peninsula to Terranea Resort &Spa -Google Maps Driving directions to Terranea Resort &Spa (310)265-2800 Page2of2 ~Origins Promenade on the PeninsulaV550DeepValleyDr.,Suite 133 Rolling Hills Estates,CA 90274 (310 265-7759 1.Head southeast on Silver Spur Rd towan:!Dl)'bank Dr 2.Make a U-tum at Dl)'bank Dr 3.Tum left at Hawthorne Blvd /3 -/5 ~-r~TI'WU- 404 fl 0.4 mi 4.5mi 4.Tum left at Palos Verdes Dr W O.9mi (ii)Tel1'lmN Resort &Spa~L __ V 6610 Palos Verdes Dr S """"" Rancho Palos Verdes,CA 90275-5363 (310)265-2800._ These directions are for planning purposes only.You may find that construction projects,traffic,weather.Or other events may cause conditions to differ from the map results,and you should plan your route accordingly.You must obey all signs or notices regarding your route. Map data 02011 Google Report a problem http://maps.google.comlmaps?f---d&u1m_campaign=en&utm_medium=ha&utm_source=en-...2/5/20111-31 Origins Promenade on the Peninsula to Terranea Resort &Spa -Google Maps Page lof2 Go gle maps To see all the details that are visible on the screen,use the "Prlnf'link next to the map. • Roiling Hills <;l 'l>'hq". LftdeJ'n ~~lndR Park ""~'<0, 02011 Googlll-Map data 0201 1 Googte -J Palos Verdes Peninsula / [""'"=---"""---=""'i~;;W------:---':;:--------;:;:;;:=-:::::J:--'HmS'--------'~'G.'~o..,,,ROilIng Hlns~'"",0,Estates .ft 6\vdG'~(?f'" l! http://maps.google.comlmaps?f-=d&utm_campaign=en&utm_medium=ha&utm_source=en-...215120111-32 Lunada Bay Elementary School to Terranea Resort &Spa -Google Maps Driving directions to Terranea Resort &Spa (310)265-2800 ~Lunada Bay Elementary Schooly520PaseoLunado Palos Vrds Esls,CA 90274-4377 (310)377-3005 1.Head easton Paseo Del Mar toward vr.Anacepa 2.Continue onto Pso Lunedo 3.Tum right at Pslos Verdes Dr W Page2of2 433 ft 0.2 mi (8)Terranea Resort &Spa Y 6610 Palos Verdes Dr S Rancho Palos Verdes,CA 90275-5363 (310)265·2800 ------------ 2.3mi These directions are for planning purposes only.You may find that construction projects,traffic,weather.or other events may cause conditions to differ from the map results,and you should plan your route accordingly.You must obey all signs or ncUces regarding your roule. Map data e2011 Google Report a problem %q~~1'37£/~ PVC-t5~f~(J--~5V :5f~ .......6-~~ http://maps.google.comlmaps?f--d&utm_campaign=en&utm_medium=ha&utm_source=en-...215120111-33 Lunada Bay Elementary School to Terranea Resort &Spa -Google Maps Page 1 of2 Go gle maps To see all the details that are visible on the screen,use the "Print"link next to the map. t.....c.'-=''---''-''-~~_........~b=__IO'' • Ranch Palosve i Qse.COVG 01 Cl2011"GOOg1iI-MB data iC20:!.!GoogIB'I SIllv8Iion .t..Jmy Collene fOI Officer Training om •• t!~Bav http://maps.google.comlmaps?f-=d&utm_campaign=en&utm_medium=ha&utm_source=en-...215120111-34 31501 Palos Verdes Dr W,Rancho Palos Verdes,CA 90275 to Terranea R.esort &Spa·...Page 2 of2 Driving directions to Terranea Resort &Spa (310)265-2800 31501 Palos Verdes DrW Rancho Palos Verdes,CA 90275 ----:;---;;;-:--;;-1.Head south on PaJos Verdea DrW Terranea Resort &Spa 6610 Palos Verdes Dr S Rancho Palos Verdes,CA 9027~363 j~1 Q)265-2800 ..r~ L~~'P.,..,.,........ 04 ml • These directions are for planning purposes only.You may find thaI construction projects,lraffic,weather,or other events may cause conditions to differ from the map results.and you should plan your roule accordingly.You must obey all signs or notices regardrng your roule. Map data Q2011 Google Report a problem hH-.....II""~~nnn.nlo ........~I .,nn0111-35 31501 Palos Verdes Dr W,Rancho Palos Verdes,CA 90275 to Terranea Resort &Spa -Google Maps Page 1 on Cougle maps ,To see all the details that are visible on the screen,use the "Print"link next to the map. CI''!r11cf P;'iJo!'-'IJlmft"~.--------------- EJ co 8 \'l i ~a. ID.. ~ POint • nlilllfllll htlp://maps.google.coml ,'i' if ~~a' County ~arlf JOG~ '<1/08 lIerdes Dr ~ 21712011 1 - 3 6 31501 Palos Verdes Dr W,Rancho Palos Verdes,CA 90275 to Terranea Resort &Spa -Google Maps Page 1 on Cougle maps ,To see all the details that are visible on the screen,use the "Print"link next to the map. http://maps.google.coml 2n12011 1 - 3 7 MapMyFitness Route Engine Page)of) ~.¢'. I ~t 8 .,.,..l \ I '\ f J 1I CoPyrlQht 1008 MllpHyfllncn.Inc '''''\•"\"'c;"..• '::t:.:::.~.2::;':,~::::::_:::.;:;;:,:;~'~;:".:.;:.,~:;;..;::;;o=",O"~~:::;;:;:='''=;;:::~2~''':::;;;;:_1:' o }'5 -I'S~1'5 4 165131 Fcet(YI/MlIel(X, L-__~_~~_~~""_"'"""". 1-38 MapMyFitness Route Engine Page 1 of! 1>:, "<It "'''''<; 'Ilu'\ 'Q'~'~<l' "'~~~o...! ••AOfllone 'COiJti shOi"elJilOjp,iiHl It"a<"'" ,..'l'I?Q"''bD1 \,Q f '4 Rancho palos Verdes i..- '\(ltl Balon '~ ~ca ...oOf - I~'CJ I ",l S~JvauonAJmy CoUefje lor OfflCe(Tililnlfl!] \.lID \..~~_.v""~. C4~lt' crQ'i\m9 nt \.<' ,~ I POlllt Vlcenli~ COla\IV Pn....k .A"kli'YtHdH Or S ente _ eflVP.m '.nlcl· I~I ·a~v ·2%-1%o~.10 'r '0'31!~,.... 301 •,.•v.l_rooIi, i •, 100·0 I I I I I 100 0 05 1 15 2 2.5 31 Feet (Y)I Miles (X)Copynght 2008 rJlapMyFltness.Inc ....=..l MaR diila,C20WG"'1lll!.: htt:p:llws.mapmyfitness.com/rollfe enginel1.1/enginelview?&mute_key=R2R 12969463954765/i&r=4fdOa93'7RR'772fc'976e6lih...2/5/2011 1 - 3 9 MapMyFitness Route Engine Page I ofl http://ws.mapmyfitness.comlroute_enginel3.1lenginelcreate?s=l666+Ashland+Ave.%2C+S...215/20111-40 February 2,2011 City ofRancho Palos Verdes 30940 Hawthorne Blvd. Rancho Palos Verdes,CA 90275 Re:May 14,2011-Palos Verdes Marathon To Whom It May Concern: • The Kiwanis Club ofRolling Hills Estates indemnifies,defends arid holds the City of Rancho Palos Verdes harmless from any occurrence connected with the May 14,20ll Palos Verdes Marathon. KIWANIS CLUB OF ROu.ING HILLS ESTA'IES.P.O.BOX 28~6·PALOS VERDES PENINSULA.CA 902741-41 ~lam,-C1Q__GGllQmlll.,_ ________00.:....-._ TIbIIs (rum.)GyrmIIUn._ C1IIiIa(rum.)_oflll.... 1IcnijIu.FiIIII: ~______IlIClllb'AI!lIllL _sa..______fooIwII _ PiIIID SlI:oor AooIIOiAi6llpl1ft ~frk,"J lo1:.on\'f P<iIIml IIIDI:AlE IWESNIlHCIURSiE & DA'lOF HCIIIllI WEEK IIIiIES Flo..'I'll w .....&IPaONyI-_ "'P f \WI 8dIIisaIon bechllgodcr A Clll'dItlIUln&IllIiciIId DYes <.Y II yes.lIIlIIII ..i18lpnlClBls be l.-t ilI::...,~_ ----/""l,.otlit'-t/IttP-......,i16c=~~_ INlIUlWICE A......lIfiIanIailrPillayilra........_oI$1'OOO'OOO. IlIII*'llIla PIIas VenleI I'IIninlUa UiiIeiI StIIooI District ... llfdiiorIIIiIsnlI,isl8l(llRd lllm _glDI46.lBiIntlbelr_SeniI caliiamllBlllrianol"QllmuIiySlnillsOli::e.ICIIllicIIB is FlOOid.llIIIIlIl be ilIlNm by ..origBlII. AlIIImIIIIt8dlaconlll:t'-_ ~~------------ Above appliclltlon:J 1-42 Rwti .....apIn _ FAaLmEllREQUEITED ........RcomL-cCl'_ilOillllmll\,_ SIIulll-OIher~_ TlIilIII~G,.,.,..un"_ CIlIinl~_<11211 ..... ~18 FiiIa: UcIIm a.ebIIl _ SCr8en f'oc*I8Il-_ FIlm Saccer~\y INIlICAlE IlA1EIIAIID HCXIl&IIE iihED DAYOF IItUI8 WEEK DAlES FIDIII To z:oo Raflwlii_dsQmy,:..-_ tbrl 0pen.,1hIIPublk:L-4S'~ \W IIIniIIian lie lMgedu A contriluIiDns IOIicilIld lJYes <...!P" U,es.1llIII WIIl11lptlllleds~...,b:~~_ _J-iJraLc tJ/Nl!-!..!i~~~=--_ INIllIlAIICE AIlIIIliIiclE ar.......tlrl8lJllyin"**'un...udal$l,llllO.lIOO. IBIliIg tile flIIIos Ve!deI PlHIInUa lJniIllId SdIDal DiIIrIcl ... addIIiuilllmnd.js.-qull8d tIlmlllgroqJl.lleIant .....-.Send ........,.......aIlhe-CllmnuIiySeMcesOlice.UCllIliIicIIo Is FAXed.ft IIUII be IDIowed by ..~ AI1emIIIl adulc:antaclL-_ Telelhme'_ Above 8jlplicllllon:J Iagranled'_--l!::'-_ OiIllrictApprovsl:6?~ sctlOOl-RELAlED AC1M11ES TAKE PRECEDENCE OVER AU.CIVIC CEmRAPPl.lCAllONS. E\!!Y 8IIenpIl!IlII be made 10 spve 8dvn:e MiIcalion of CIIIC8IIsIion llJe 10 IChoolIl88 or llIIin1BnlIlce ernergIlI1Cies. Rell111 all QIples 10 Colllllllll!ly SeMces omce noIless lh8l1'Ml WBeks prior to use of fadiies,Appicanrs copy wll be mall1ld when 1lIIPIlM'd. o..~llto __1IlII '....._<11."....01_...__1- 1-43 FW:parking lot use. From:Williams,John R <John.R.Wiliiams@morganstanleysmlthbamey.com> To:AbIgail Harwell <AbigaIlH@rpv.com>;w2promo@aol.com Subject:FW:pa!ldng lot use. e..:Fri.Feb 4,2011 12:05 pm This will have to do for Monday's deadline.It puts well over the top for spaces. Page 1 ofl John R.Williams Vice President -Wealth Management Financial Planning Specialist Financial Advisor Morgan Stanley Smith Barney LLC From:Char1es Eldred sent:Friday,February 04,201111:53 AM To:'john.r.wllliams@mssb.com' Subject:parking lot use. We at the promenade are both pleased and excited for the opportunity to be part of the 45th PV marathon.As a part of the community it is part of our ethos to be Involved In our community events. While we understand thatthat the paperwork is not yet complete It is our Intention to sponsor the Marathon and the Kiwanis by allowing the use of as many as 1500 Parking spaces utiliZing the 2nd and 3 rd floor of our parking structure for this event Looking forward to the future. Charles Eldred Assistant General Manager Stoltz Management Promenade on the Peninsula 550 Deep Valley Dr.Suile 101 Rolling Hills Es1ates,CA 90274 Telephone:(310)541-0688 Fax:(310)377-6062 www.promenadeonthepeninsula.com Important Notice to Recipients The sender of this e-mail is an employee of Morgan Stanley Smith Barney LLC.If you have receIved this communication In error,please destroy all electronic and paper copies and notify the sender Immediately.Erroneous transmission Is not intended to waive confidentiality or privilege.Morgan Stanley Smith Barney reserves the right,to the extent permitted under applicable law,to monitor electronic communications.This message Is subject to terms available at the following link. http://www.morganstanley.com/disclalmers/mssbemail.html.If you cannot access this link,please notify us by reply message and we will send the contents to you.By messaging with Morgan Stanley Smith Barney you consent to the foregoing. http://mail.aol.com/33189-IIl/aol-l/en-usimail1PrintMessage.aspx 2/4/20111-44 MEMORANDUM TO: FROM: HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL -, TOM ODOM,INTERIM DIRECTOR,RECREATION AND PAR~6iV~' DEPUTY DIRECTOR,PUBLIC WORKS - JOEL ROJAS,DIRECTOR,COMMUNITY DEVELOPMENT DATE:FEBRUARY 1,2011 SUBJECT:2011 PALOS VERDES MARATHON REVIEWED:CAROLYN LEHR,CITY MANAGER ~ Staff Coordinators:Nicole Jules,Senior Engineer Katie Howe,Administrative Analyst II Abigail Harwell,Assistant Planner 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 lime meeting with Kiwanis Club representatives to discuss preliminary plans,route variations and to address resulting impacts that could 1-45 2011 Palos Verdes Marathon February 1,2011 Page 2 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 materiais 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 pians 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 Resoiution 2010-77 1-46 2011 Palos Verdes Marathon February 1,2011 Page 3 (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 1-47 2011 Palos Verdes Marathon February 1,20'11 Page 4 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 1-48 September 15,2010 City of Rancho Palos Verdes Department ofRecreatioll 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 5K,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 'moneyto 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 Sheriffs,could allow traffic to flow in both KIWANIS CLUB OF ROLLING Hll.LS ESTATES·P.O.BOX 2856·PALOS VERDES PENINSULA.CA 90274 1-49 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 5K 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 Saivation 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 ljepartment,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 45th Annual Palos Verdes Marathon,Half Marathon and 5K Run,truly a Peninsula event. Sincerely, ~~~~ Marathon Chairman Kiwanis Club of Rolling Hills Estates 1-50 ,I "I .·1 I ''i: ",1 i \ 1 I 11 -1 •.I :1 1.\ -'0 ~ S .Lill L l}'..:.1"',0-'\\,\t<3, 9. "2- (1) Z (\l ~ I'1 ~ I ~_~.•__._-1 Wayfarer's Chapel ~es,,-12Q~\~e -""""'"~ ~e~o.eS <y'O\Os __' ~~1J~ (V<5l ~ 0- __.•-·_·=i.~~A~~*"~"""""c."':''';''.:'.:~"-'_n_~"".'-- Palos Verdes Half Marathon 2011 Course Map MARATHON RUNNERS LOOP COURSE TWICE I1- 1 - 5 1 T E J.:Ii .-\'"E .\ . _~.:!T August 13,2010 City of Rancho Palos Verdcs 30940 Hawthornc Blvd. fulllcho Palos Verdes,CA 90275 Re:Lettcr or Support for PV Marathon to starllend at Terranea Resort Dear City of RPV, Terran~u Resort would lik~to enter into u partnership with the IUwanis Club of Rolling Hills Estates to host the,mnual Palos Verdes Marathon at Terranea Resort on May 14,201 I.We hope Ihis will be a long-term partnership which would allow th~PV Maralhon route to begin and end at Terranea bene tilling the marathon's participants and increasing the net proceeds that nre donaled. In conjunction with holding the event at T~rranea,we would anticipate using both the Fisherman's parking lot and our coastnI access parking lot lhe morning of the marathon until noon that day. Should you have any questions or concerns,please do not hesitate to conlactme. Sincerely, Terri A.Hnae" Executive Vice President &IVlnnaging Director 100 Trrl'llmj,Wily.r~lInchn PalM Vcrdc~,GA 90275 310.265.2800 31O.2Ci!'i.270Cl www:nmIlANI:tI,r:nM 1-52 Palos Verdes Marathon Route Submitted January 28,2011 ... 0. f; Hlnh Rid P.111~ Co I, Hf.:'~.p.Pnr~ RO[:,f.r!E R\,;~n COllllllu:uly Pm~ ~ T\OlWlhorne Bi....cJ 'lloner~00 -_",:.'. Crest Rd ',:: . ,. I' I [~--~~~- ."' .L..-.-...:,--_-=:- 1-53 Palos Verdes Marathon Road Event Fee Cost Estimate Staff FBR*/HR HRS COST Event Planning Senior Engineer $220.45 30 $6,613.50 Administrative Analyst $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 Analyst $150.15 2 $300.30 Misc.Expenses Extra Street Sweepinq $45.00 8 $360.00 (day before evenl) City Contract Services $30.00 32 $960.00 (eily parking 101 prep/set up.R.o.w.cleanup before event,etc.) TOTAL $15334.95 '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. ~. 1-54