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CC SR 20180501 03 - Special Event Permit PolicyRANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 05/01/2018 AGENDA REPORT AGENDA HEADING: Regular Business AGENDA DESCRIPTION: Consideration and possible action to review and provide Staff direction on proposed revisions to Special Event Permit Process Ordinance. RECOMMENDED COUNCIL ACTION: (1) Provide direction to Staff on potential revisions to Special Event Permit Process Ordinance FISCAL IMPACT: No impact Amount Budgeted: $0 Additional Appropriation: None Requested Account Number(s): Not Applicable ORIGINATED BY: Matt Waters, Senior Administrative Analyst REVIEWED BY: Cory Linder, Director of Recreation & Parks APPROVED BY: Doug Willmore, City Manager ATTACHED SUPPORTING DOCUMENTS: A. July 19, 2016, Special Event Permit Staff Report (page A-1) B. July 19, 2016, Draft Special Event Permit Application (page B-1) C. Ordinance No. 581 “Special Event Permit” (page C-1) D. Revised Draft Special Event Permit Application (page D-1) BACKGROUND AND DISCUSSION: On May 3, 2016, the City Council conducted a public hearing to consider the introduction and adoption of a Special Event Permit Ordinance for events in public rights-of-way and City properties. Ordinance No. 581 (Attachment C), which added a new chapter entitled “Special Event Permits” to Title 12 of the Municipal Code was adopted on May 17, 2016. Ordinance 581 was established to provide a coordinated process for “managing community events to ensure the public health, safety and welfare of event patrons, residents and other visitors, and to provide for fees, charges and procedures required to administer the permit process.” Ordinance 581 also established a Special Events Task Force (Task Force) consisting of representatives of the Public Works, Community Development, and Recreation and Parks Departments. The Task Force would review Special Event Permit applications, coordinate and communicate with the applicant, and decide on eventual approval, 1 rejection or possible modification of the proposed event. Special Event Permit applications were to be evaluated based on a variety of considerations including potential adverse effects, traffic impacts, public safety, and effects on event-adjacent neighbors. Input and approval from the Los Angeles County Sheriff’s and Fire Departments would be sought out as needed. A Special Event Permit Fee Schedule and Special Event Permit application form was adopted by the City Council on July 19, 2016 (Attachment B). A Special Event Permit Fee of $300 was established. Local non-profit organizations were granted a 50% waiver and City of Rancho Palos Verdes Homeowner Associations were granted a 100% waiver. Indigent persons (as defined in Municipal Code Section 12.20.030) and Free Speech events were granted a 100% waiver. A number of events were exempted from the application process as they are already addressed through other fee and permit process. These events include film permits; Recreation and Park managed weddings, parties, sports leagues; and events and activities held on private streets. The City Council, on March 7, 2017, directed Staff to return with a report on potential amendments to the Special Event policy and ordinance. The emphasis was on increasing enforcement of special event permit violations, particularly via the use of citations. This direction was based on a report of an organized group, commonly referred to as a “meet-up,” that met and ran through the Forrestal Reserve in numbers estimated to exceed 50. A number of residents complained about the event as not being appropriate for the location. The group was far in excess of the number of people allowed in the Preserve in a single group. The Special Event Ordinance does not include any mention of citations. Since that incident, there have been a number of reports of similar type “meet-up events.” Subsequently, Staff from Community Development, Recreation and Parks, and Public Works met to discuss addressing this concern and take a look at the overall functioning of the Special Event Permit process and application. This is in line with City Council’s direction from July 19, 2016, to consider the first year of the Special Event Permit process as a trial period, directing Staff to return with recommended future modifications and enhancements. The multi-department team worked cooperatively to create a new draft electronically- fillable Special Event Permit application form (Attachment D). Along with being easier to complete for potential special event applicants, it is designed to direct users towards the correct forms, information and Departments. The majority of city facility user groups are not in the special event category; they either do not require a reservation at all, or are looking for information on routine City uses such as Recreation and Park classes and rentals inside of a park facility, e.g. a wedding at Hesse Park. Other applicants are interested in information about holding events on private property which can require a permit. The new Special Event form would direct those applicants to the well- established Special Use Permit process overseen by the Community Development Department. 2 The new form clearly outlines the basic criteria for what constitutes a Special Event on its cover page. A Special Event is defined as having one or more of the following elements: • A need for law enforcement • Traffic control • Additional parking requirements • Number of participants higher than typical usage • Traffic Impact on right of way • Has potential adverse impact • Exceeds established capacity limits • Ticketing and/or sales component The cover letter lists a number of typical special event categories: runs/walks/carnivals/parades/farmers markets/free speech events. This is by no means a comprehensive list. The multi-department Special Event Task Force that was established in 2016 still reviews applications to determine if a) the application falls into the Special Events category; and b) determines which conditions need to be met by the applicant. This review process has worked well since it began in 2016. Two significant matters, however, need to be addressed regarding Special Events: Enforcement and Codified Usage/Size Limitation policies. Staff is seeking direction from Council on these broad issues. Enforcement City Council expressed concern that the 2016 Special Event Ordinance did not have specific enforcement/citation authority included in its language. Questions were raised regarding the mechanism for how Staff or the Sheriff’s Department could cite individuals or groups who were potentially in violation of special event rules or, as is often the case, had not contacted the City about obtaining permission. While it is true that the Special Event Ordinance itself does not have specific citation language, the City’s Municipal Code allows for generalized citation authority for any code violation. Deputy City Attorney Elena Gerli confirmed Staff’s interpretation that administrative citations can be issued for any violation of the Code. Section 1.16.010 notes that: “This chapter provides for an administrative remedy for any violation of this code, including continuing violations related to building, plumbing, electrical, or other similar structural or zoning issues or any violation of any condition of any city approval. This remedy may be exercised in place of, or in addition to, any administrative, criminal, civil, or equitable remedy allowed by law. The city attorney or city prosecutor or their respective assistants shall have sole discretion to determine whether a violation will be prosecuted criminally.” 3 Gerli noted that administrative citations are typically issued by code officers rather than Sheriff personnel, but noted that she did not see any reason why they could not issue such citations. City Ordinance 512 references a “blanket” citation policy setting up a generic citation penalty schedule for any code violations which do not have a specific administrative policy. The penalty schedule consists of $100 for a first violation, $200 for a second violation, and $500 for a third violation with a 12-month period form the first violation. While these penalties may act as a deterrent in some cases involving unauthorized special events, such as a hike meet up group or outdoor exercise class, the amount may be too modest to be a significant deterrent to a larger-scale event. Higher citation thresholds may be needed to deter the potential for a large event, whose organizers could rationalize that a $500 citation as simply the cost of conducting business without a permit. Park/Open Space Minimum Number/Acceptable Usage Guidelines City park sites and open space areas are open to the public during posted hours on a drop-in basis, no reservation or paperwork needed. Indoor rooms have legal capacity limits for classes and rentals, but there are no established numerical limits for outdoor uses that would trigger the need for a Special Event permit. Outdoor classes and sports leagues/camps do reserve field space at designated City parks. Park staff routinely receive calls about how large a group can or can’t drop in at a park site. General common sense guidelines of appropriate use given the relative size of a park, and a philosophy of shared use is effectively applied by Recreation Staff but size limits are not codified. In order to clarify that situation for casual park visitors and potential Special Event applicants, Staff is recommending a dual approach of identifying and quantifying both general or specific outdoor uses that are either completely not permitted or would require a Special Event Permit process along with establishing minimum numbers for each park site that would trigger a special event application. Relying solely on numbers opens the door for events that, while modest in attendance, can still dominate a park in an undesirable way. For example, giant inflatable “human hamster ball” races or pseudo-soccer matches could utilize all of Hesse Park’s upper field and create significant liability concerns, even with only a dozen participants. If Council wishes, Staff can prepare detailed draft ordinance language that identifies these type of uses, time limitations, hours of operation, and other guidelines and restrictions. The same draft ordinance could also contain recommended minimum numbers for park events, on a park by park basis. A one-size-fits-all approach is not appropriate given the distinct differences in City parks in both overall size, location, parking and intended purpose. An acceptable limit and range of allowable activities for an active park such as Hesse Park would be higher than that of a modest pocket park such as Vanderlip Park. 4 Certain parks could be designated as eliminated from consideration for special events with the exception of City Manager/City Council approval or appropriately-sized free speech events. Parking capacity and other factors such as proximity to other sites would also affect capacity levels, e.g. Del Cerro’s location next to the Portuguese Bend Nature Reserve. Below is a blank table showing draft levels for outdoor maximum numbers at park and open space sites, organized walks, cycling events, as well as the minimum number that would necessitate a Special Event application and review process. If Council concurs with this general approach, Staff could return with proposed numerical limits along with the previously-mentioned, refined usage guidelines, and heightened citation authority. Location/Type of Event Outdoor Max Number (No Application Needed) Min. Number Mandating Special Event Application Special Events Permitted* PARKS Hesse Park TBD TBD TBD Point Vicente Interpretive Center TBD TBD TBD Robert Ryan Park TBD TBD TBD Ladera Linda Park TBD TBD TBD Eastview Park TBD TBD TBD Del Cerro TBD TBD TBD Frank S. Vanderlip TBD TBD TBD Abalone Cove TBD TBD TBD Marilyn Ryan Sunset Park TBD TBD TBD Founders Park TBD TBD TBD Grandview TBD TBD TBD Point Vicente Park TBD TBD TBD Pelican Cove TBD TBD TBD EVENTS/OPEN SPACE Preserve/Open Space TBD TBD TBD Organized Walks (with no traffic impact) TBD TBD TBD Cycling Events TBD TBD TBD Free Speech Events TBD TBD TBD *Parks that are marked as “no special events permitted” could still have City-sponsored events added by decision of City Manager/City Council. Appropriately-sized free speech events would also be allowed. ALTERNATIVES: In addition to the Staff recommendation, the following alternative action is available for the City Council’s consideration: 1) Maintain the existing Special Event Process Ordinance 2) Provide other direction to Staff on Special Event Process Ordinance 5 PUBLIC HEARING Date: July 19, 2016 Subject: Consideration and Possible Action to Enact a Fee Schedule for Special Event Permits Issued in the Public Right of Way and on Publicly Owned Property Subject Property: Citywide 1. Report of Notice Given: City Clerk Morreale 2. Request for Staff Report: Mayor Dyda 3. Staff Report & Recommendation: Senior Administrative Analyst Ramezani 4. Council Questions of Staff (factual only, no opinions): 5. Declare the Hearing Open: Mayor Dyda 6. Public Testimony: Mayor Dyda invites brief comments from the public. Appellant: N/A Applicant: N/A 8. Rebuttal: N/A 9. Declare Hearing Closed: Mayor Dyda 10. Council Deliberation: Questions of staff in response to testimony 11. Council Action: A-1 RANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 07/19/2016 AGENDA REPORT AGENDA HEADING: Public Hearing AGENDA DESCRIPTION: Consideration and possible action to enact a fee schedule for Special Event Permits issued for events in the public right-of-way and on publicly-owned property. RECOMMENDED COUNCIL ACTION: (1) Adopt Resolution No. 2016-__, thereby enacting the Special Event Permit fee schedule. FISCAL IMPACT: The intent of the attached fee schedule is to recover the City’s costs to review and issue each permit, based on internal estimates of the work effort. The fee schedule will be revisited after a one-year trial period and recommendations will be provided to the City Council for possible adjustments. Amount Budgeted: $0 Additional Appropriation: None requested Account Number(s): Not applicable ORIGINATED BY: Lauren Ramezani, Senior Administrative Analyst REVIEWED BY: Michael Throne, PE, Director of Public Works APPROVED BY: Doug Willmore, City Manager ATTACHED SUPPORTING DOCUMENTS: A. Proposed Resolution adopting Special Event Permit fee and amending Master Schedule of Fees (page A-1) B. Summary of special event permit fees of other communities (page B-1) C. Staff Time Estimate Schedule Assumptions (Page C-1) D. Draft Special Event Permit application (page D-1) E. Draft Insurance Requirements for Special Events (page E-1) BACKGROUND AND DISCUSSION: During the recent City Council deliberations to enact the special event permit process, it was requested that consideration be given to reduce the fees charged for local non- profit organizations, such as homeowners associations. After reviewing the fee structures enacted by other communities for similar permits (Attachment B), and estimating on average how much staff time will be required to process each special event permit application, Public Works proposes the following fee schedule for the City Council’s consideration: A-2 Permit Proposed Fee Proposed Fee Waiver or Reduction Special Event Permit Application Fee $300 Local Non-Profits (Organizations with 90274 or 90275 ZIP codes) = 50% Fee Waiver [Copy of 501(c)3 documents required] RPV HOAs = 50% Fee Waiver [Copy of 501(c)3 documents required] Indigent Persons = 100% Fee Waiver [see Municipal Code Section 12.20.030] Staff proposes to implement this fee schedule for a one-year trial period, during which Staff will evaluate the City’s costs to review and issue each Special Event Permit (SEP), based on internal estimates of the work effort. At current, Staff estimates on average it will take 6 hours of Staff time to process each application. The full Staff time estimate assumptions are included (Attachment C). The proposed fee is not inclusive of other potential agencies costs such as Fire and Sheriffs. A 50% fee reduction for local non-profit organizations that have a 90274 or 90275 ZIP code and for homeowners associations within the City is being recommended, which could help encourage local events by area non-profits. The review of SEPs will be by the Special Events Task Force, comprised of staff from Public Works, Recreation and Parks, and Community Development Departments, with the inclusion of the Sheriff and County Fire when applicable. The proposed fee would not apply to film permits, or permits issued by Recreation and Parks Department (R&P) for events and activities such as birthday parties, weddings, and sports league activities and tournaments at the parks. However, R&P’s special events open to the public—where food, concessions and/or alcoholic beverages are served/sold, such as Whale of a Day and the 4th of July Celebration—would require a no-fee application. After the first year, a report will be provided to the City Council to review the application process and fee during the trial period, and to recommend modifications and enhancements for the future. A permit application was developed using the language of the ordinance and samples acquired from other communities (Attachment D). With input from the California JPIA, Staff also developed a Draft Insurance Requirements for Special Events (Attachment E), and is finalizing an Americans with Disabilities Act Checklist for Special Events. Notices of this public hearing were published in the Palos Verdes Peninsula News on July 7 and July 14, 2016. It should also be noted that the SEP ordinance (Ordinance No. 581) took effect on July 7, 2016. ALTERNATIVES: In addition to the Staff recommendation, the following alternative action is available for the City Council’s consideration: 1. Direct Staff to alter or otherwise modify the proposed fee schedule and/or permit application, or Insurance Requirements for Special Events. A-3 RESOLUTION NO. 2016-__ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES AMENDING RESOLUTION NO. 2010-77 TO AMEND THE MASTER SCHEDULE OF FEES AND CHARGES FOR CITY SERVICES TO ADD A NEW SPECIAL EVENT PERMIT FEE THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES DOES RESOLVE AS FOLLOWS: WHEREAS, the City of Rancho Palos Verdes (“City”) conducted an extensive analysis of its services, the costs reasonably borne by the City in providing those services, the beneficiaries of those services, and the revenues produced by those paying fees and charges for special services for fiscal year 2008-2009; and, WHEREAS, after conducting a public hearing, the City adopted Resolution 2010- 77 thereby adopting a Master Schedule of Fees and Charges for City services; and WHEREAS, on June 6, 2016 the City adopted Ordinance No. 581 adopting Chapter 12.20 of the Rancho Palos Verdes Municipal Code establishing a Special Event Permit Ordinance regulating the issuance of Special Event Permits; and, WHEREAS, City Staff has analyzed the estimated costs of processing the Special Event Permits and has determined that a Special Event Permit fee of $300 does not exceed the cost to the City of processing each Special Event Permit; and, WHEREAS, on July 7 and July 14, 2016, a notice of public hearing to be held on July 19, 2016 was published on the Palos Verdes Peninsula News; and, WHEREAS, all interested parties that have requested notice of proposed fee increases were notified in writing on July 8, 2016; and, WHEREAS, the proposed amendment to the Master Fee Schedule was made available to the public ten days prior to the July 19, 2016 public hearing; and, WHEREAS, on July 19, 2016, the City Council conducted a duly-noticed public hearing concerning the proposed special event permit fee for City right-of-way and public property of the City at which it received testimony regarding the Special Event Permit fee; and, WHEREAS, the City Council desires to amend the Master Fee Schedule to add a Special Event Permit Fee. NOW, THEREFORE, the City Council of the City of Rancho Palos Verdes does hereby resolve as follows: A-4 Section 1: The facts set forth in the recitals of this Resolution are true and correct and are incorporated herein by reference as though set forth in full. Section 2: The City Council hereby finds that the adoption of this Resolution amending Resolution 2010-77 establishes a fee for Special Event Permit applications and is, therefore, exempt from the California Environmental Quality Act (Public Resources Code Sections 21080 et seq.) pursuant to Public Resources Code Section 21080(b)(8)(A). Section 3: The City Council hereby finds that Special Event Permit Fee does not exceed the cost to the City of processing a Special Event Permit application. Section 4: The City Council hereby approves and adopts the revisions to the Master Fee Schedule and hereby amends the relevant provisions of Resolution No. 2010- 77 to incorporate the new special event permit fee into the Master Fee Schedule attached hereto as Exhibit “A”. Section 5: Any person paying a given fee who feels that any fee, charge or rate determined and set is in excess of the percentage of costs reasonably borne by the City may appeal in writing to the City Council. Section 6: The amended Master Fee Schedule specified in this Resolution shall become effective on September 19, 2016. Section 7: The City Clerk shall certify to the passage, approval, and adoption of this Resolution, and shall cause this Resolution and her certification to be entered in the Book of Resolutions of the City Council of the City. A-5 PASSED, APPROVED and ADOPTED this 19th day of July 2016. ________________ Mayor ATTEST: ____________________________ City Clerk State of California ) County of Los Angeles ) ss City of Rancho Palos Verdes ) I, Carla Morreale, City Clerk of the City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2016-__, was duly and regularly passed and adopted by the said City Council at a regular meeting thereof held on July 19, 2016. ______________________________ City Clerk A-6 Exhibit A Proposed Special Event Permit Fee Permit Proposed Fee Fee Waiver or Discount Special Event Permit Application Fee $300 Local Non-Profits (organizations with 90274 or 90275 ZIP codes) = 50% Fee Waiver [Copy of 501 (c) 3 documents required] RPV HOAs = 50% Fee Waiver [Copy of 501 (c) 3 documents required] Indigent Persons= 100% Fee Waiver [see Municipal Code Section 12.20.030] A-7 City Basic Fee Other Fees, Charges, Exemptions Benicia Application Fee=$50 Fees waiver= Local non-profit groups. Beverly Hills Permit Fee= $139.20 * Partial Street Closure ($974/hr.) [* website fees are from 2012/13]. Additional fees and charges for police, fire, public works, community services, and traffic/parking. Burbank Permit Fee= $51.35 Inspection= $60/hr. (Weekend inspection rate higher) Additional fees and charges for traffic control plan. Long Beach Three different tiers. Application Fee= $100 to $400/each Permit Fee= $150 to $1,000/day Staff Monitoring= $42/hr. Administration Fee= 10% of total Additional fees and charges for police, fire. San Mateo Application Fee Non-profits= $100 or $230 depending upon their complexity. Commercial Businesses or For-Profit Organizations= $1,000 deposit fee to cover all staff costs related to the processing of the application. Additional fees and charges from police, fire, public works. Fee Waiver= Residential Block Parties. Santa Monica Three Event Categories. Application Fee= $50 to $270 Administration fee= $84 to $609 (Depending on the complexity of the application and the staff hours required to process application) Additional fees and charges for police, fire, event monitor, transportation/parking, building and safety, neighborhood notification fee, recycling fee, cleanup deposit. Fee Waiver= Indigent natural persons, city produced or co- produced events Attachment B Summary of Other Cities' Special Event Permit Processes and Fees A-8 Permit Proposed Fee Fee Waiver or Discount Special Event Permit Application Fee $300 Local Non-Profits (organizations with 90274 or 90275 ZIP codes) = 50% Fee Waiver [Copy of 501 (c) 3 documents required] RPV HOAs = 50% Fee Waiver [Copy of 501 (c) 3 documents required] Indigent Persons= 100% Fee Waiver [see Municipal Code Section 12.20.070.a] o Film permit (City Manager's Department) o Various events held at City parks and facilities including weddings, parties, sports league activities (Recreation and Parks Department) o Events and activities held on private streets Attachment C City of Rancho Palos Verdes Staff Time Estimate Schedule Assumptions Exemptions: Some events are exempt from this application process and are addressed by other fees and permit processes. See below: Special Events: Include Runs/walks, carnivals, parades, free speech special events in the public right- of way (streets, sidewalks, walkways, trails, parking lots) and publicly-owned properties. Fee Calculation: The application fee is estimated based on hourly rates for task force members for total of 6 hours per application. That includes 2 hours each for two members from Public Works, Community Development and Recreation and Parks Departments. Estimated at an average fully burdened hourly rate of $50/pp. The proposed fee is for a one-year trial period allowing time for staff to evaluate how to recover the cost to the City to review and issue each special event permit, based on internal estimates of the work effort. The fee is not inclusive of possible costs associated with the involvement of other agencies such as Fire and Sheriffs. Those costs will be determined based on the type of application. More detail such as a security deposit will be developed depending on the nature of the applications. A-9 City of Rancho Palos Verdes SPECIAL EVENT PERMIT APPLICATION Application Date:________________ Event Date: _____________________ I. TYPE OF EVENT Please select the activity you are requesting to conduct: ____ Festival/Celebration ____ Parade ____ Run/Walk/Auto Ride/Auto Show/ Bike Tour ____ Free Speech Event ____ Street Closure ____ Special Park Event Other_______________ II. APPLICANT/ORGANIZATION INFORMATION Organization Name: _____________________________________________________________________ Sponsoring Organization (if different):________________________________________________________ Organization Address: _______________________________City_______________________Zip________ Contact Person: ____________________________________ Position: _____________________________ Day Phone #: _________________________________ Cell#: ____________________________________ Applicant Name (if different than above):______________________________________________________ Day Phone #: _________________________________ Cell#: ____________________________________ E-Mail Address: ______________________________________________ Fax #______________________ Alternative Contact Person (in case of emergency): _____________________________________________ Day Phone #: _________________________________ Cell#: ____________________________________ Purpose of Organization: __________________________________________________________________ City of Rancho Palos Verdes Business License Number:_________________________________________ Non-Profits Only: Are you recognized as a Non-Profit organization: Yes____ No ____ If yes, what is your Non-Profit Tax I.D.#? ______________________ *Attach a copy of your 501(c) 3 IRS Documentation Letter. _____ Attached _____ Not Attached Name & Website of Non-Profit:________________________________________________________ Executive Director’s Name: ________________________ Contact Person: ____________________ Position/Title: ______________________ Applicant Address: ______________________________ E-mail: ______________________ Phone # Ofc: ________________ Cell: ____________________ Are you a local (Palos Verdes 90275 and 90274 ZIP codes) Non-Profit: _____ Yes _____ No A-10 RPV HOAs Only: Are you a Rancho Palos Verdes HOA: ____ Yes ____ No Name of HOA: __________________________________________________________________ Name of HOA President/Authorized Representative: ____________________________________ Applicant Name (if different than above):______________________________________________ Position/Title: _____________________ Applicant Address: _____________________________ E-mail: ______________________ Phone #: Ofc: _______________ Cell: __________________ III. EVENT INFORMATION Event Title: ____________________________________________ Location of Event: ______________________________________ List streets: __________________________________________________________________________ Event Start Date: _____/______/______ Event End Date: ____/_____/_____/ Day(s) of Week: M T W TH F SA SU Event Start Time: ________ a.m./p.m. Event End Time: _______a.m./p.m. Set up Start Day: ___/____/____ Set up Start Time: ______a.m./p.m. Cleanup/Tear Down Day: ___/____/___ Cleanup/Tear Down End Time: ______ a.m./p.m. Briefly Describe the Event: _____________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Day of Event/ Name of on-site representative:________________________________________________ Cell Phone #______________________________E-Mail:______________________________________ Is this a one-time recurring event? _____ One-time _____ Recurring ______ Frequency of occurrence ______ Estimated Attendance ______ Estimated spectators (if any) _______ Estimated Staff/Volunteers Is the event open to the public? _____ Yes _____ No Will Admission be charged?: _____ Yes _____ No How will this event be advertised or promoted? Describe promotional plans, including the use of social media, Web sites: __________________________________________________________________________ Attach promotion material from your previous emails. ______ Attached ______ Not Attached _____________________________________________________________________________________ The City required that neighbors in the 500 feet radius of event be notified by mail at least 30 days prior to event. ____ Notice Attached ____ Notice not Attached Date of Mailing Notice:________________________ A-11 IV. SPECIAL EVENT SITE PLAN INFORMATION When completing this section, please be as detailed and specific as possible in regards to your request. Street Closure: _____ Full Street _____ Partial Street ______ Lane _____ Temporary No Parking Start Date: ___/____/____ From:______ a.m./p.m. End Date: ___ /____/_____ To:______ a.m./p.m. Street(s) to be Closed:________________________________________________________________ Parking Requirements: Number of Vehicles: _____ Describe types of Vehicles: _____________________ Other _________ Parking location of equipment, vendor, staff vehicles: _______________________________________ Parking location of event guests: _______________________________________________________ Event Traffic management Information: __________________________________________________ Serving/Selling food for Public Consumption: ____ Food sold ____ Food given away _____ Food prepared on site ____ BBQ or open flame cooking units _____ *Food permit attached Serving/Selling alcoholic Beverages: ___ Alcohol will be served ____ Alcohol will be sold Type: ___ Beer ___ Wine ___ Distilled Spirits _____ *Alcohol permit attached Amplified Sound/Acoustic Sound/Music (circle all that apply): ____ Amplified ____ Non-Amplified ____ Live Band ____ Special Lighting ____ Special Effects From: _____ a.m./p.m. To _____a.m./p.m. Stage/Tents or Bleachers: ____ Stage ______Tents ____ Bleachers _____ # of Structures Mechanical Rides: ______ Yes _____ No Animals: _____ Yes _____ No Comfort Stations: _____ Yes _____ No _____ # of portable toilets ____ Other _________________ Waste Management /Recycling Plan: _____ Yes _____ No _____ Other ______________________ Have access to electricity or use of portable generators: _____ Yes _____ No _____No Need 1st Aid & Emergency Services: _____ Yes ______ No ______ other ___________________________ Verify compliance with the provisions in “A Planning Guide for Making Temporary Events Accessible to People with Disabilities. Link: https://adata.org/publication/temporary-events-guide Sign and Date: ______________________________________________ * Required information A-12 V. Site Plan You should attach a Site Plan showing any of the applicable items listed below: The map should show the perimeter of the entire venue, including the names of all adjacent streets or area that are part of the venue. _____ Staging locations (including specific street, or lane, or sidewalk closures, or street routes, if any, or park area requested and parking areas) and the location of fences, barricades, and barriers. ____ The access and egress points for the venue and for the tents, and structures within the venue. ____ Emergency exit routes, including a 20 foot wide fire lane (emergency access) throughout the venue, location of First Aid and Emergency service coordination staff ____ Any city equipment or personnel requested or required ____ Any Police or Fire Department personnel requested or required ____ Location of sound amplification equipment, electrical generators, stages, tents, canopies, cooking apparatus, food trucks, all alcohol points of sale or distribution, and lights ____ Location and number of temporary tents, and structures within the venue. ____ Location of cooking apparatus, food trucks, all alcohol points of sale or distribution ____ Location of merchandise or service concessions included in the event ____ Location of mechanical rides, jump houses, animals, or other amusement attractions ____ Parking locations (staff, vendors, public, VIPs, volunteers) including trailers and large truck storage ____ Location of mechanical rides, jump houses, animals, or other amusement attractions ____ Preliminary security plan, crowd management and any monitors to be employed during the event If a parade: The site plan should additionally show the time when the units of the parade will begin to assemble, the proposed assembly point for the parade, the proposed parade route, the interval space to be maintenance between units of the parade, and the number, type and size of floats or other vehicles. Non-Refundable Fee: $ 300 Note: This fee is for City Staff review. If assistance from other agencies such as Fire or Sheriffs re needed, there may be additional cost. A security deposit may be required on a case by case basis. Discounts: Local Non-Profit (90274/5 zip code) = 50% waiver RPV HOA= 50% waiver Free Speech= 100% fee waiver Indigent person= potential 100% fee waiver A-13 Event Insurance for Special Events on Public Property Events held on city property, streets, right of ways, sidewalks, and parks must provide a Certificate of Insurance and Endorsement consistent with the attached Insurance Guidelines. The undersigned, as an authorized representative on behalf of the applicant, agrees to meet all conditions required by the City of Rancho Palos Verdes including the conditions in Exhibit A. Any changes in the scope of the event, including but not limited to, expanded or additional use of park areas, special attractions or equipment not specifically approved, or changes in the starting or ending times are grounds for this permit to be revoked immediately. In the event this permit is revoked for failure to meet permit requirements or for implementation of unapproved activities, any fees paid will be forfeited and the applicant will be liable for any costs to the City. I agree to indemnify and hold harmless, the City of Rancho Palos Verdes, its elected and appointed officials, employees and agents for any injury or loss or damages as a result of the event. I agree to defend the City of Rancho Palos Verdes, its elected and appointed officials, employees and agents from and against any such claims. Signature of Applicant: ____________________________________________Date: _________________ If applicable, signature of Executive Director of Non-Profit Agency or other responsible party: _______________________________________________________________Date: _________________ Mail to or drop off to: City of Rancho Palos Verdes, Special Events – Public Works Department, 30940 Hawthorne Blvd. Rancho Palos Verdes, CA 90275 or Fax to (310) 544-5292. ************************************************************************************************************************* For office use only Copies to: PW_____ P&R_____ CDD _____ Is there a need for Police and/Fire: ______ Yes ______ NO PD_____ Fire_____ Meeting Date & Time for Review : ____________________________________________________ Comments from Task Force: ________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ Approved: __________ Denied __________ Fee_________ A-14 (310) 544-5252 (310) 544-5292 fax *STANDARDS FOR INSURANCE FOR SPECIAL EVENTS * Commercial General Liability (or Comprehensive) and Property Damage Insurance Coverage Required of All Persons Performing Work or Organizations Holding Special Events on Public Right-of-Way or Other Publicly Owned Properties Automobile Liability (if the event will using automobiles, trucks, etc. as part of the event) Liquor liability or liquor legal liabilities (required for events where alcohol will be sold) COMMERCIAL GENERAL LIABILITY (or COMPREHENSIVE) $1,000,000 Per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this event or the general aggregate limit shall be twice the required occurrence limit. AUTOMOBILE LIABILITY $1,000,000 Per accident for bodily injury and property damage LIQUOR LIABILITY OR LIQUOR LEGAL LIABILITIES No less than $1,000,000 Per occurrence. *May NOT substitute "each accident" for "each occurrence." • Must have 30-day cancellation clause. Permittee shall furnish the City with original certificates and endorsements effecting coverage required by this clause. Insurance MUST name the City of Rancho Palos Verdes as an additional insured using the following wording EXACTLY, and insurance certificate MUST show: "CITY OF RANCHO PALOS VERDES AND ITS APPOINTED AND ELECTED OFFICERS, OFFICIALS, EMPLOYEES AND AGENTS AS ADDITIONAL INSUREDS" CITY OF RANCHO PALOS VERDES DEPARTMENT OF PUBLIC WORKS 30940 Hawthorne Blvd. Rancho Palos Verdes, CA 90275 A-15 Exhibit A (Insurance Requirements) Permittee shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance for the work hereunder and the results of that work by the Permittee, its agents, representatives, employees or subcontractors. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: Additional Insured Status The City, elected and appointed, officials, employees, and agents are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Permittees activities pursuant to the Special Event Permit. General liability coverage can be provided in the form of an endorsement to the Permittee's insurance (at least as broad as SO form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 and CG 20 37 if a later edition is used). Primary Coverage For any claims related to this contract, the Permittee's insurance coverage shall be primary insurance as respects the City, its elected and appointed, officials, employees and agents. Any insurance of self - insurance maintained by the City, its elected and appointed, officials, employees, or agents shall be excess of the Permittee's insurance and shall not contribute with it. Notice of Cancellation Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City. Waiver of Subrogation Permittee herby grants to City a waiver of any right to subrogation which any insurer of said Permittee may acquire against the City by virtue of the payment of any loss under such insurance. Permittee agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not City has received a waiver of subrogation endorsement from the insurer. Acceptability of Insurers I Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A: VII, unless otherwise acceptable to the City. A-16 Verification of Coverage Permittee shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by the clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Permittee's obligation to provide them. The City reserves the right to require complete, verified copies of all required insurance policies, including endorsements required by these specif ications, at any time. Special Risk or Circumstances: City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. A-17 City of Rancho Palos Verdes SPECIAL EVENT PERMIT APPLICATION Application Date:________________ Event Date: _____________________ I. TYPE OF EVENT Please select the activity you are requesting to conduct: ___ Run/Walk/Auto Ride/Bike Tour ____ Festival/Celebration ____ Parade _____ Block Party ____ Special Park Event ____ Street Closure ____ Free Speech Event Other_______________ II. APPLICANT/ORGANIZATION INFORMATION Organization Name: _____________________________________________________________________ Sponsoring Organization (if different):________________________________________________________ Organization Address: _______________________________City_______________________Zip________ Contact Person: ____________________________________ Position: _____________________________ Day Phone #: _________________________________ Cell#: ____________________________________ Applicant Name (if different than above):______________________________________________________ Day Phone #: _________________________________ Cell#: ____________________________________ E-Mail Address: ______________________________________________ Fax #______________________ Alternative Contact Person (in case of emergency): _____________________________________________ Day Phone #: _________________________________ Cell#: ____________________________________ Purpose of Organization: __________________________________________________________________ City of Rancho Palos Verdes Business License Number:_________________________________________ Non-Profits Only: Are you recognized as a Non-Profit organization: Yes____ No ____ If yes, what is your Non-Profit Tax I.D.#? ______________________ *Attach a copy of your 501(c) 3 IRS Documentation Letter. _____ Attached _____ Not Attached Name & Website of Non-Profit:________________________________________________________ Executive Director’s Name: ________________________ Contact Person: ____________________ Position/Title: ______________________ Applicant Address: ______________________________ E-mail: ______________________ Phone # Ofc: ________________ Cell: ____________________ Are you a local (Palos Verdes 90275 and 90274 ZIP codes) Non-Profit: _____ Yes _____ No B-1 RPV HOAs Only: Are you a Rancho Palos Verdes HOA: ____ Yes ____ No Name of HOA: __________________________________________________________________ Name of HOA President/Authorized Representative: ____________________________________ Applicant Name (if different than above):______________________________________________ Position/Title: _____________________ Applicant Address: _____________________________ E-mail: ______________________ Phone #: Ofc: _______________ Cell: __________________ III. EVENT INFORMATION Event Title: ____________________________________________ Location of Event: ______________________________________ Is your event on private property: ______ Yes ______ No If yes, contact Community Development to obtain a Special Use Permit. List streets: __________________________________________________________________________ Event Start Date: _____/______/______ Event End Date: ____/_____/_____/ Day(s) of Week: M T W TH F SA SU Event Start Time: ________ a.m./p.m. Event End Time: _______a.m./p.m. Set up Start Day: ___/____/____ Set up Start Time: ______a.m./p.m. Cleanup/Tear Down Day: ___/____/___ Cleanup/Tear Down End Time: ______ a.m./p.m. Briefly Describe the Event: _____________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Day of Event/ Name of on-site representative:________________________________________________ Cell Phone #______________________________E-Mail:______________________________________ Is this a one-time recurring event? _____ One-time _____ Recurring ______ Frequency of occurrence ______ Estimated Attendance ______ Estimated spectators (if any) _______ Estimated Staff/Volunteers Is the event open to the public? _____ Yes _____ No Will Admission be charged?: _____ Yes _____ No How will this event be advertised or promoted? Describe promotional plans, including the use of social media, Web sites: __________________________________________________________________________ Attach promotion material from your previous emails. ______ Attached ______ Not Attached _____________________________________________________________________________________ B-2 The City required that neighbors in the 500 feet radius of event be notified by mail at least 30 days prior to event. ____ Notice Attached ____ Notice not Attached Date of Mailing Notice:________________________ IV. SPECIAL EVENT SITE PLAN INFORMATION When completing this section, please be as detailed and specific as possible in regards to your request. Street Closure: _____ Full Street _____ Partial Street ______ Lane _____ Temporary No Parking Start Date: ___/____/____ From:______ a.m./p.m. End Date: ___ /____/_____ To:______ a.m./p.m. Street(s) to be Closed:________________________________________________________________ Parking Requirements: Number of Vehicles: _____ Describe types of Vehicles: _____________________ Other _________ Parking location of equipment, vendor, staff vehicles: _______________________________________ Parking location of event guests: _______________________________________________________ Event Traffic management Information: __________________________________________________ Serving/Selling food for Public Consumption: ____ Food sold ____ Food given away _____ Food prepared on site ____ BBQ or open flame cooking units _____ *Food permit attached Serving/Selling alcoholic Beverages: ___ Alcohol will be served ____ Alcohol will be sold Type: ___ Beer ___ Wine ___ Distilled Spirits _____ *Alcohol permit attached Amplified Sound/Acoustic Sound/Music (circle all that apply): ____ Amplified ____ Non-Amplified ____ Live Band ____ Special Lighting ____ Special Effects From: _____ a.m./p.m. To _____a.m./p.m. Stage/Tents or Bleachers: ____ Stage ______Tents ____ Bleachers _____ # of Structures Mechanical Rides: ______ Yes _____ No Animals: _____ Yes _____ No Comfort Stations: _____ Yes _____ No _____ # of portable toilets ____ Other _________________ Waste Management /Recycling Plan: _____ Yes _____ No _____ Other ______________________ Have access to electricity or use of portable generators: _____ Yes _____ No _____No Need 1st Aid & Emergency Services: _____ Yes ______ No ______ other ___________________________ B-3 Verify compliance with the provisions in “A Planning Guide for Making Temporary Events Accessible to People with Disabilities. See Link: https://adata.org/publication/temporary-events-guide Sign and Date: ______________________________________________ * Required information B-4 V. Site Plan You should attach a Site Plan showing any of the applicable items listed below: The map should show the perimeter of the entire venue, including the names of all adjacent streets or area that are part of the venue. _____ Staging locations (including specific street, or lane, or sidewalk closures, or street routes, if any, or park area requested and parking areas) and the location of fences, barricades, and barriers. ____ The access and egress points for the venue and for the tents, and structures within the venue. ____ Emergency exit routes, including a 20 foot wide fire lane (emergency access) throughout the venue, location of First Aid and Emergency service coordination staff ____ Any city equipment or personnel requested or required ____ Any Police or Fire Department personnel requested or required ____ Location of sound amplification equipment, electrical generators, stages, tents, canopies, cooking apparatus, food trucks, all alcohol points of sale or distribution, and lights ____ Location and number of temporary tents, and structures within the venue. ____ Location of cooking apparatus, food trucks, all alcohol points of sale or distribution ____ Location of merchandise or service concessions included in the event ____ Location of mechanical rides, jump houses, animals, or other amusement attractions ____ Parking locations (staff, vendors, public, VIPs, volunteers) including trailers and large truck storage ____ Location of mechanical rides, jump houses, animals, or other amusement attractions ____ Preliminary security plan, crowd management and any monitors to be employed during the event If a parade: The site plan should additionally show the time when the units of the parade will begin to assemble, the proposed assembly point for the parade, the proposed parade route, the interval space to be maintenance between units of the parade, and the number, type and size of floats or other vehicles. Non-Refundable Fee: $ 300 Note: This fee is for City Staff review. If assistance from other agencies such as Fire or Sheriffs re needed, there may be additional cost. A security deposit may be required on a case by case basis. Discounts: Local Non-Profit (90274/90275 zip code) = 50% fee waiver RPV HOA= 100% fee waiver Free Speech= 100% fee waiver Indigent person= 100% fee waiver B-5 Event Insurance for Special Events on Public Property Events held on city property, streets, right of ways, sidewalks, and parks must provide a Certificate of Insurance and Endorsement consistent with the attached Insurance Guidelines. The undersigned, as an authorized representative on behalf of the applicant, agrees to meet all conditions required by the City of Rancho Palos Verdes including the conditions in Exhibit A. Any changes in the scope of the event, including but not limited to, expanded or additional use of park areas, special attractions or equipment not specifically approved, or changes in the starting or ending times are grounds for this permit to be revoked immediately. In the event this permit is revoked for failure to meet permit requirements or for implementation of unapproved activities, any fees paid will be forfeited and the applicant will be liable for any costs to the City. I agree to indemnify and hold harmless, the City of Rancho Palos Verdes, its elected and appointed officials, employees and agents for any injury or loss or damages as a result of the event. I agree to defend the City of Rancho Palos Verdes, its elected and appointed officials, employees and agents from and against any such claims. Signature of Applicant: ____________________________________________Date: _________________ If applicable, signature of Executive Director of Non-Profit Agency or other responsible party: _______________________________________________________________Dat e: _________________ Mail to, or drop off to: City of Rancho Palos Verdes, Special Events – Public Works Department, 30940 Hawthorne Blvd. Rancho Palos Verdes, CA 90275 or Fax to (310) 544-5292. Attn: SEP Coordinator Or E-mail completed application to: publicworks@rpvca.gov write this subject title: Special Event Permit ************************************************************************************************************************* For office use only Copies to: PW_____ P&R_____ CDD _____ Is there a need for Police and/Fire: ______ Yes ______ NO PD_____ Fire_____ Meeting Date & Time for Review : ____________________________________________________ Comments from Task Force: ________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ Approved: __________ Denied __________ Fee_________ B-6 (310) 544-5252 (310) 544-5292 fax_______________________ *STANDARDS FOR INSURANCE FOR SPECIAL EVENTS * Commercial General Liability (or Comprehensive) and Property Damage Insurance Coverage Required of All Persons Performing Work or Organizations Holding Special Events on Public Right-of-Way or Other Publicly Owned Properties Automobile Liability (if the event will using automobiles, trucks, etc. as part of the event) Liquor liability or liquor legal liabilities (required for events where alcohol will be sold) COMMERCIAL GENERAL LIABILITY (or COMPREHENSIVE) $1,000,000 Per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this event or the general aggregate limit shall be twice the required occurrence limit. AUTOMOBILE LIABILITY $1,000,000 Per accident for bodily injury and property damage LIQUOR LIABILITY OR LIQUOR LEGAL LIABILITIES No less than $1,000,000 Per occurrence. *May NOT substitute "each accident" for "each occurrence." • Must have 30-day cancellation clause. Permittee shall furnish the City with original certificates and endorsements effecting coverage required by this clause. Insurance MUST name the City of Rancho Palos Verdes as an additional insured using the following wording EXACTLY, and insurance certificate MUST show: "CITY OF RANCHO PALOS VERDES AND ITS APPOINTED AND ELECTED OFFICERS, OFFICIALS, EMPLOYEES AND AGENTS AS ADDITIONAL INSUREDS" CITY OF RANCHO PALOS VERDES DEPARTMENT OF PUBLIC WORKS 30940 Hawthorne Blvd. B-7 B-8 Exhibit A (Insurance Requirements) Permittee shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance for the work hereunder and the results of that work by the Permittee, its agents, representatives, employees or subcontractors. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: Additional Insured Status The City, elected and appointed, officials, employees, and agents are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Permittees activities pursuant to the Special Event Permit. General liability coverage can be provided in the form of an endorsement to the Permittee's insurance (at least as broad as SO form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 and CG 20 37 if a later edition is used). Primary Coverage For any claims related to this contract, the Permittee's insurance coverage shall be primary insurance as respects the City, its elected and appointed, officials, employees and agents. Any insurance of self - insurance maintained by the City, its elected and appointed, officials, employees, or agents shall be excess of the Permittee's insurance and shall not contribute with it. Notice of Cancellation Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City. Waiver of Subrogation Permittee herby grants to City a waiver of any right to subrogation which any insurer of said Permittee may acquire against the City by virtue of the payment of any loss under such insurance. Permittee agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not City has received a waiver of subrogation endorsement from the insurer. Acceptability of Insurers I Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A: VII, unless otherwise acceptable to the City. B-9 Verification of Coverage Permittee shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by the clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Permittee's obligation to provide them. The City reserves the right to require complete, verified copies of all required insurance policies, including endorsements required by these specif ications, at any time. Special Risk or Circumstances: City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. B-10 ORDINANCE NO. 581 AN ORDINANCE OF THE CITY OF RANCHO PALOS VERDES, CALIFORNIA, ADDING A NEW CHAPTER ENTITLED "SPECIAL EVENT PERMITS" TO TITLE 12 OF THE RANCHO PALOS VERDES MUNICIPAL CODE. WHEREAS, the City recognizes the substantial community benefit that may result from community events, which can provide cultural enrichment and economic vitality and can enhance community identity; and WHEREAS, the purpose of this ordinance is to provide a coordinated process for managing community events to ensure the public health, safety and welfare of event patrons, residents and other visitors, and to provide for fees, charges and procedures required to administer the permit process; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES DOES ORDAIN AS FOLLOWS: SECTION 1. The facts set forth in the Recitals of this Ordinance, are true and correct. SECTION 2. Chapter 12.20, "Special Event Permits" is added to Title 12, "Streets, Sidewalks and Public Places," of the Rancho Palos Verdes Municipal Code to read: Sections: 12.20.010 12.20.020 12.20.030 12.20.040 12.20.050 12.20.060 12.20.070 12.20.080 12.20.090 12.20.100 12.20.110 12.20.120 12.20.130 12.20.140 Title. Purpose. Definitions. Chapter 12.20 SPECIAL EVENT PERMITS Special Event Permit Required. Special Event Task Force-Membership. Powers of the Special Event Task Force. Application. Processing of Special Event Permits. Special Event Permit Fees and Charges. Revocation. Appeal. Hold Harmless. Insurance Requirements for Special Events. Adoption of Procedures. 12.20.010 TITLE. This chapter shall be known as the Special Event Permits Ordinance. 12.20.020 PURPOSE. It is the purpose of this chapter to provide for the issuance of Special Event Permits to regulate events on the public streets and public property of the city; and to provide for fees, charges and procedures required to administer the permit process. 12.20.030 DEFINITIONS. The following words and phrases when used in this chapter shall mean: C-1 "Amplified sound" means music or speech projected or transmitted by electronic equipment, including, but not limited to, an amplifier, loudspeakers, or similar devices. "Annual event" means an event recurring each year at approximately the same date which has previously complied with the permit requirements of this code. "Applicant" means the authorized agent of the sponsor who completes the application and acts as primary contact for the special event. "Chairperson" means the chairperson of the Special Event Task Force as designated by the City Manager. "Task Force" means the Special Event Task Force as constituted by this code. "Event participants" means persons in attendance at an event, including spectators, vendors, event staff, City staff, and all others present for the purpose of the event. "Fair/carnival" means a stationary event, held for one or more days. "Free speech special event" means an event at which the expression of free speech rights is the principal purpose of the event. "Free speech rights" means expressive activity protected by the First Amendment of the United States Constitution or Article 1, Section 2 of the California Constitution. "Indigent person" means: (1) a person who is receiving benefits pursuant to the Supplemental Security Income (SSI) and State Supplemental Payments (SSP) programs (Sections 12200 to 12205, inclusive, of the California Welfare and Institutions Code), the California Work Opportunity and Responsibility to Kids Act (CalWORKs) program (Chapter 2, commencing with Section 11200 of Part 3 of Division 9 of the California Welfare and Institutions Code), the Food Stamp program (7 U.S.C. Section 2011 et seq.) or Section 17000 of the Welfare and Institutions Code; (2) a person whose monthly income is 125% or less of the current monthly poverty line annually established by the Secretary of Health and Human Services pursuant to the Omnibus Budget Reconciliation Act of 1981, as amended. "Parade" means any organized group of 20 people or more marching or in procession, whether on foot, animal, or vehicle, on public property. "Procedure" means a procedure adopted by the Special Event Task Force, to implement this code, or to carry out other responsibilities as may be required by this code or by other codes, ordinances, or resolutions of the City or other agencies. "Race/run" Means an organized event upon a public street, sidewalk, walkways, or other publicly owned property including City parks (races/runs shall be prohibited on all City trails identified in the Trails Network Plan) in which 10 or more persons participate by walking, running, riding a bicycle, or operating a wheelchair. "Recurring event" means an event that will occur repeatedly within a one-year period. "Special event" means an event, including, but not limited to, parades and races/runs held on public streets, sidewalks, walkways, or other publicly owned property including City parks, which is not subject to any other City permitting requirement. Ordinance No. 581 Page 2 of9 01203.0001/289671.3 C-2 "Sponsor" means the person or group responsible for the special event to be held. "Spontaneous event" means an event occasioned by news or affairs coming into public knowledge less than 48 hours prior to such event. "Transportation management/parking plan" means a plan developed by the applicant/sponsor to identify and mitigate traffic/parking impacts associated with a special event. 12.20.040 SPECIAL EVENT PERMIT REQUIRED. A Special Event Permit must be obtained from the City to stage a special event. 12.20.050 SPECIAL EVENT TASK FORCE-MEMBERSHIP. A Special Event Task Force is hereby created to carry out the provisions of this code and is comprised of representatives of City departments, including, but not limited to, the following departments: Public Works, Community Development, and Parks and Recreation. The Task Force may also invite representatives from other City departments, public agencies or community or neighborhood organizations to provide comments on proposed special events. Examples of such agencies/organizations include, but are not limited to the Los Angeles County Sheriff and the Los Angeles County Fire. The chairperson of the Task Force shall be a Department Director designated by the City Manager. The chairperson shall provide for maintaining Task Force records, arranging meeting times and places and issuing a Special Event Permit on behalf of the Task Force. 12.20.060 POWERS OF THE SPECIAL EVENT TASK FORCE. The Special Event Task Force shall have the power to: (a) Interpret and administer this code; (b) Represent the City, in accordance with procedures adopted by the City Manager, in discussions and in maintaining agreements with the person(s) who represents the event; (c) Coordinate with City departments and with other government agencies for the provision of governmental services for such special events; (d) Establish terms and conditions, appropriate security fees and deposits, and the time(s), place and manner of the event; (e) Approve or deny Special Event Permits; (f) Adopt policies for administering this code as necessary. 12.20.070 APPLICATION (a) Special Event Permit Application Required. An application must be submitted to the City by the special event applicant or sponsor along with an application fee and an administrative review fee (if applicable) in the amounts established by City Council resolution. Payment of the application fee is not required for free speech events. An indigent person who cannot apply for a permit because of an inability to pay the application fee due to such indigence may not be required to pay the fee in accordance with administrative regulations or guidelines adopted pursuant to this chapter. Application for indigent status shall be made at the time of submission of permit application and shall be accompanied by such relevant information and documentation as may, in the opinion of the City Manager, or designee, be reasonably necessary to verify such status. Ordinance No. 581 Page 3 of9 01203.00011289671.3 C-3 (b) Application Form and Contents. An application for a Special Event Permit shall be on a City form and signed by the applicant who is at least 18 years of age, and contains all of the following information: (1) of the following: The name, address, email address and daytime telephone number of each (i) The person filing the application (also include evening telephone number), (ii) An alternate person to contact if an emergency arises and the applicant is unavailable (also include evening telephone number), (iii) The organization sponsoring the event, if any; the president, chair or other head of the organization; nonprofit documentation, if applicable (also include written documentation of the authority under which the applicant is applying on behalf of the organization), and (iv) The person who will be present and in charge of the event on the day of the event and their contact information during the event; (2) A site plan identifying the proposed event and staging locations, including specific street closures or street routes, if any, or park area requested and parking areas (first time events must list several options for location, route, date, and time); (3) A site map showing emergency exit routes; (4) Any city equipment or personnel requested or required; (5) A description of the planned event; (6) A description of how the event will be promoted and any prior history of promotions for similar events, including references; (7) The proposed distribution or sale of any food or beverage, including alcoholic beverages; (8) The proposed event date including the dates and times for set-up and clean-up, and the starting and finishing time of the event; (9) The estimated number of participants; (10) The type and estimated number of vehicles, animals or structures that will be used; (11) A description and location of any sound amplification equipment proposed to be used; (12) The location of electrical generators, stages, tents, canopies, cooking apparatus and lights; Ordinance No. 581 Page 4 of9 01203.0001/289671.3 C-4 (13) The location of mechanical rides, jump houses or other amusement attractions; (14) Parking locations; (15) The location of any water, first aid, or comfort station(s) to be provided; (16) For each application for a parade: (i) the time when the units of the parade will begin to assemble, (ii) the proposed assembly point for the parade, (iii) the proposed parade route, (iv) the interval space to be maintained between units of the parade, and (v) the number, type and size of floats or other vehicles; (17) A preliminary security plan and any monitors to be employed during the event; and (18) Any other information which the Task Force reasonably requires to evaluate the particular special event application. In addition, the Task Force can waive application requirements that the Task Force determines are inapplicable. 12.20.080 PROCESSING OF SPECIAL EVENT PERMITS. (a) Non-Free Speech Special Events. (1) An application for a Special Event Permit shall be filed at least 90 days prior to the date of the proposed event. (2) The Task Force or chairperson shall meet with the applicant or sponsor to review the application to determine whether additional information is required and discuss applicable conditions and potential security fees. (3) A notice issued by the City for a Special Event Permit shall be mailed to property owners located within a 500 foot radius of a fixed event site or to a parade, or run/race route describing the event and inviting public to comment. The applicant shall cover the cost, including postage, for the notice. The notice shall be mailed by first class mail at least 30 calendar days before the date of the proposed event. A decision of the Special Event Permit shall be made by the City no later than 10 calendar days before the date of the proposed event. (4) The Task Force shall make a decision on the application, set any conditions and fees, and issue the permit. (5) In deciding whether to approve, or approve with conditions, the Task Force shall make each of the following findings: (i) The event, as proposed, can be shown to function safely; (ii) The use of sheriff and/or fire resources to support the event will not deny reasonable sheriff and fire protection to the City; (iii) The special event will not adversely interfere with previously City- approved and/or scheduled construction, maintenance or other activities; Ordinance No. 581 Page 5 of9 01203.00011289671.3 C-5 (iv) The proposed event will not adversely impact the health or safety of surrounding properties which cannot be effectively mitigated; (v) The special event shall not adversely impede the public's reasonable use of City streets, sidewalks, walkways, trails, and City parks and (vi) The location/route meets the criteria established in the procedures. (vii) In deciding whether to approve an application, no consideration may be given to the message of the event, the content of speech, the identity or associational relationships of the applicant, or to any assumptions or predictions as to the amount of hostility which may be aroused in the public by the content of speech or message conveyed by the event. (6) Conditions. (i) The Task Force may include in a Special Event Permit, among other provisions, reasonable terms or conditions as to the time, place and manner of the event, notice requirements, compliance with health and sanitary regulations, emergency services, security payment of Special Event Permit fee, reimbursement of direct expenses incurred by the City, and a clean-up/damage deposit. (ii) Additional permits or security fees may be required by other agencies, such as Los Angeles County Fire, Los Angeles County Sheriff or the California Coastal Commission, to meet the conditions established by the permit, and/or other Federal, State, County or City codes. (iii) In order to accommodate other concurrent events, the rights of abutting owners and the needs of the public to use streets or parks, the conditions may include, but not be limited to, reasonable adjustments in the date, time, route or location of the proposed event; accommodations of pedestrian or vehicular traffic using the street; accommodations of public access to City parks, preserve, and trails; and limitations on the duration of the event. (7) Recurring Events. The Special Event Task Force may require a trial period before approving all planned events. In no case shall recurrent events be authorized for more than one year. (8) following grounds: An application for a Special Event Permit can be denied on any of the (i) Applicant's provision of false or misleading information; (ii) Conflict with other planned events in the area; (iii) Previous permit violations by the applicant or organization; or (iv) Inability to make each of the findings for approval set forth above. (9) CEQA Review. The Task Force will designate a staff person knowledgeable in CEQA to perform an environmental review of the proposed special event. Ordinance No. 581 Page 6 of9 01203.0001/289671.3 C-6 (b) Free Speech Special Events. The following procedures apply to a free speech special event: (1) It is the intent of the Council to protect the rights of its citizens to engage in protected free speech expression activities. Consequently, it is not the intent of this ordinance to regulate conduct, the sole or principal object of which is the expression, dissemination or communication by verbal, visual, literary or auditory means of opinion, views or ideas which are protected by the First Amendment of the United States Constitution or Article 1, Section 2 of the California Constitution. (2) Filing. The applicant shall file a complete application for a Free Speech Special Event with the Chairperson as soon as possible, but no later than seven working days before the event. An application may be filed up to five calendar days before the event, but an applicant filing fewer than seven calendar days before the event waives the right to appeal a decision. The review period is to ensure adequate time for review of the proposed arrangements by the affected City departments, establishing reasonable conditions, notification or the decision, and appeal from the decision. If a spontaneous event is planned, the applicant may file an application 48 hours before the event. The Special Event Task Force shall review the Free Speech Special Event application to establish reasonable conditions, notification of the decision, and appeal from the decision. (3) Task Force's Decision. The Task Force shall render a decision in accordance with the findings set forth in subsection (a) within 48 hours (not including days the City offices are closed) after receipt of a complete application. The Task Force Chairperson shall notify the applicant in writing (and orally, if possible) of the decision, including a statement of the reasons for any conditions or the grounds for a denial. If a change in the time or location of the proposed event would allow approval of the application, the Chairperson shall propose an alternative to the applicant. (4) Applicant's Acceptance. The applicant shall notify the Task Force Chairperson in writing of the applicant's acceptance within 24 hours (not including days the City offices are closed) after written notice of the decision. The failure to submit a timely written acceptance or appeal is deemed an automatic withdrawal of the application. If the applicant files a valid written acceptance of the Task Force's decision, the Free Speech Special Event Permit shall be approved and the Task Force Chairperson shall notify the City Council and the City Manager that the permit has been issued. (5) Appeal. An applicant who has filed a Free Speech Special Event Permit application at least seven calendar days before the event may appeal the decision, including a denial, a condition of approval, a refusal to waive a filing deadline, or a decision regarding fees or insurance, by filing a written appeal. The appeal procedures are set forth in Section 12.20.110 of this chapter. (6) Judicial Review. Applications for a Free Speech Special Event Permit are eligible for expedited judicial review pursuant to the Code of Civil Procedure, section 1094.8. 12.20.090 SPECIAL EVENT PERMIT FEES AND CHARGES. (a) Special Event Permit fees and charges are established by resolution of the City Council, if required. The application fee must be submitted when the applicant or sponsor files the Ordinance No. 581 Page 7 of9 01203.0001 /289671.3 C-7 application. Other costs for City services shall be invoiced to the applicant no later than 10 calendar days after the expiration date of the permit. The applicant shall pay said fees within 30 calendar days of invoice otherwise late fees shall apply. (b) In addition to the payment of any applicable nonrefundable permit application fees, all applicants or sponsors shall be responsible for paying for all City departmental, Los Angeles County Sheriff, or Los Angeles County Fire service charges incurred in connection with or due to the permittee's activities under the permit. 12.20.100 REVOCATION. A Special Event Permit can be revoked by the Chairperson for any of the following reasons: (a) Failure to comply with any permitting requirements or conditions of approval; (b) Knowingly providing false, misleading or fraudulent information; (c) Failing to pay required fees, charges or deposits; (d) Failing to agree to the indemnification agreement or for failing to provide proof of insurance to the extent required; or (e) New information after a permit has been approved materially changes the event. 12.20.11 O APPEAL. A decision of a Special Event Permit, including a Free Speech Special Event Permit, application is appealable to the City Manager by filing a written appeal to the City Manager within 5 calendar days of the decision. The City Manager or designee shall hold a hearing within 5 calendar days of receipt of the appeal, except that a hearing on an appeal of a Free Speech Event shall be held within 2 calendar days of receipt of the appeal. The decision of the City Manager or designee is final. 12.20.120 HOLD HARMLESS. As a condition to the issuance of any permit under this chapter, the applicant shall agree to defend, indemnify and hold harmless the City, its elected and appointed officials, employees and agents, against losses and liabilities incurred from the conduct of the permittee, or its officers, employees, and agents, or claims or liabilities caused by, or arising out of any activities authorized by any such permit. 12.20.130 INSURANCE REQUIREMENTS FOR SPECIAL EVENTS. The applicant shall provide general liability insurance naming the City, its elected and appointed officials, employees, and agents, as an additional insured. Limits of coverage will be determined by the City Attorney's office at the time of application. Certificates of insurance are to be submitted to the City for approval 14 calendar days prior to the day of the event. Acceptability of insurance is subject to approval by the City's Risk Manager. This requirement does not apply to free speech events. 12.20.140 ADOPTION OF PROCEDURES. The City Council may prepare and adopt regulations for the purpose of implementing this code or to carry out other responsibilities as may be required by this code or other codes, ordinances of the City or other agencies. SECTION 3. Severability. If any section, subsection, subdivision, sentence, clause, phrase, or portion of this Ordinance or the application thereof to any person or place, is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, Ordinance No. 581 Page 8 of9 01203.00011289671.3 C-8 such decision shall not affect the validity of the remainder of this Ordinance. The City Council hereby declares that it would have adopted this Ordinance, and each and every section, subsection, subdivision, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, phrases, or portions thereof be declared invalid or unconstitutional. SECTION 4. Effective Date. This ordinance shall be in effective on the thirtieth (30th) day after the day of its adoption. SECTION 5. Certification. The City Clerk shall certify to the adoption of this Ordinance and shall cause the same to be posted in the manner required by law. PASSED, APPROVED AND ADOPTED this 6th day of June 2016. ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES )ss CITY OF RANCHO PALOS VERDES ) I, Carla Morreale, City Clerk of the City of Rancho Palos Verdes, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Ordinance No. 581 passed first reading on May 17, 2016, was duly and regularly adopted by the City Council of said City at a regular meeting thereof held on June 6, 2016, and that the same was passed and adopted by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Brooks, Campbell, Duhovic, Misetich, and Mayor Dyda None None None Ordinance No. 581 Page 9 of9 01203.00011289671.3 C-9 CrTYOF STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS AFFIDAVIT OF POSTING CITY OF RANCHO PALOS VERDES) The undersigned, being first duly sworn, deposes and says: That at all times herein mentioned, she was and now is the appointed City Clerk of the City of Rancho Palos Verdes; That on June 8, 2016, she caused to be posted the following document entitled: ORDINANCE NO. 581, AN ORDINANCE OF THE CITY OF RANCHO PALOS VERDES, CALIFORNIA, ADDING A NEW CHAPTER ENTITLED "SPECIAL EVENT PERMITS" TO TITLE 12 OF THE RANCHO PALOS VERDES MUNICIPAL CODE, a copy of which is attached hereto, in the following locations: City Hall 30940 Hawthorne Blvd. Rancho Palos Verdes Hesse Park 29301 Hawthorne Blvd. Rancho Palos Verdes Ladera Linda Community Center 32201 Forrestal Drive Rancho Palos Verdes I certify under penalty of perjury that the foregoing is a true and correct affidavit of posting. ~~~ City Clerk C-10 City of RPV Special Event Permit Application This form is for proposed special events using City Parks, Open Space, Public Rights of Way, and Private Property. Once submitted, Staff will review your application, determine fees and other appropriate conditions, and approve or deny the application. Staff will contact you if they have questions or need further information. Special Events are defined as having one or more of the following elements: • A need for law enforcement • Traffic control • Additional parking requirements • Number of participants higher than typical usage (see chart below) • Traffic Impact Right of way • Ticketing and /or sales component • Potential adverse impact • Exceeds established capacity limits Special events include runs/walks, carnivals, parades, free speech events in the public rights of way (streets, sidewalks, trails, parking lots) or in public lands such as Parks and Open Space. Events that require street closures, the involvement of law enforcement or the Fire Department, or have traffic impact, typically will require a special use permit. Certain events on private property require a permit. For detailed information on private property special events and what type of conditions must be met, go to Special Use Permit. Organized events that exceed designated limits at designated park and open space locations also require a permit. Routine uses such as classes and rentals inside of park facilities require a regular City Facility use application, not a Special Event Application. Contact the facility directly to complete a regular application. For outdoor events, below a certain number, no application is needed as long as no fees are charged. For indoor room reservations contact the Park Facility directly. If you have any questions about whether your event requires a regular facility application, special event application, or does not merit an application at all, please contact Recreation and Parks Staff at 310-544-5260. For questions about Free Speech Events, contact Recreation and Parks staff at 310-544-5260. Location/ Type of event Outdoor Max Number (no app) Min number requiring App. Special Even Permitted Hesse Park xxx xxx TBD PVIC xxx xxx TBD Ryan Park xxx xxx TBD Ladera Linda xxx xxx TBD Eastview xxx xxx TBD Del Cerro xxx xxx TBD Abalone Cove xxx xxx TBD Pelican Cove xxx xxx TBD Founders Park xxx xxx TBD Marilyn Ryan Sunset Park xxx xxx TBD Frank A. Vanderlip xxx xxx TBD Grandview xxx xxx TBD Preserve/ Open Space xxx xxx TBD Point Vicente Park/ Civic Center xxx xxx TBD Cycling Events xxx xxx TBD Organized Walks (with no traffic events) xxx xxx TBD D-1 Facility Use & Event Permit Application Information provided on this form will be verified. Inaccurate or incomplete responses may result in the denial or delay of a permit. One application per event. In addition to the application form, you should refer to the City of Rancho Palos Verdes Municipal Code Chapter: 12.20 concerning facility use and events and the City of Rancho Palos Verdes Master schedule permit fees. Any questions please contact the Recreation and Parks office at (310) 544-5260. Click here to access council-approved fees. APPLICANT INFORMATION: Full Name of Applicant: Name of Event Organizer: Title: Federal Tax ID or SSN: Street Address: City: State: Apt/Unit/Suite: Zip Code: Contact Person: Email Address: Day Time Phone: Cell phone: Event Sponsor: Are you, the applicant, organizing this event on behalf of another organization? (Please Check Yes or No below) No Yes Name of Organization: Additional Documentation Required: If you checked "Yes" above, please submit an endorsement letter from the organization (on their official letterhead) on whose behalf you are organizing this event. Check box if Non-profit organization. Name of Sponsoring Organization Contact: Contact Phone: Address of Sponsoring Org.: Email: City: Zip Code: EVENT INFORMATION: Event Date: Time: Event Name: 1st choice Location: Date: 2nd choice location: Date: Additional information required if your event includes multiple days and/or varying times. Please attach a schedule. 30940 Hawthorne Blvd. Rancho Palos Verdes, CA 90275 Phone: (310)-544-5260 rpvspecialevents@rpvca.gov D-2 Event Description Please check what type(s) of event this is (Check ALL that apply) Walk/Fun Run (untimed) Race/Timed Run Cultural Event Farmers Market Art Fair/Festival Free Speech Event Animals Other Vehicle Ride: Motorcycle Bike Car Motorcycle Please provide a detailed description of your event. For all walks, runs, races or other activities in which participants will be following a course: Special Event approval does not grant the event organization exclusive use of the park or area within their application. Event set up date(s): Set-up time(s): From: To: Event tear-down dates(s): Tear-down times: From: to: Actual Time of the Event: From: To: Estimated number of attendees: Estimated number of staff, vendors and volunteers: Estimated Total Attendance: Previous Year Date/Location: Has this event previously been held? (Please check Yes or No) No Yes If yes: Event Name: Location: Date: Number of Participants: Additional documentation is required if the event is a recurring walk/run/race/event, please also submit the previous year number of participants. Previous Year: Number of participants: Admission Fees, Participants /Entry Fees/Suggested Donations Will you be collecting money in connection with this activity? (Please check Yes or No) No Yes If yes, Please describe the purpose of the collection, the place and manner in which you intend to collect the money, and from whom you will be collecting: Please provide proof of a California sales state tax permit, including the State Tax ID number, or exemption from the state and federal taxing authorities, if applicable. Neighborhood Notification Requirements: Staff section: Notification Required No Yes 500’ radius measured from perimeter of event D-3 EVENT FEATURES All event features are subject to the approval of the City of Rancho Palos Verdes. Additionally, certain event features such as street closures may require additional permits from the City of Rancho Palos Verdes. For more information regarding the City of Rancho Palos Verdes permits, please contact us at (310) 544-5260. Alcohol Service Are you requesting to sell/ or serve alcohol at your event? (Please check Yes or No) No Yes If “Yes”, a special designed liquor license is required. Food and Non-Alcoholic Beverages Are you requesting permission to sell/ or serve food and /or non-alcoholic beverages? (Please check Yes or No) No Yes If “Yes”, you must comply with all state health code requirements to sell and/or serve food and/or non-alcoholic beverages. (Link to State Health code) Vendors A complete listing of all vendors participating in the event including the name, address and phone number of all managers and the type of business that will be conducted as well and the list of items for sale including food, beverage and other merchandise. City Business License #: Merchandise Are you requesting permission to sell merchandise? No Yes If yes, please provide proof of California sales state tax permit, including the state tax ID number, or exemption from the state and federal taxing authorities, if applicable. State Tax ID: Amplified Sound Are you requesting permission to have amplified sound? Amplified sound must be directed away from residences and must comply with the City of Rancho Palos Verdes noise ordinance. Certain park sites may have different rules about sound. No amplified sound before 8:00 am or after10:30pm without permission from the City of Rancho Palos Verdes. (Please Check Yes or No) No Yes If yes, hours of amplified sound: From: to: Describe sound system: If “yes”, please identify the proposed location of sound system, direction of sound and location of speakers on your site map (p.8). Tents and Canopies Will your event feature any tents and/or canopies? (Please check yes or No) No Yes If Yes, number of tents/ canopies: Tent/canopy size(s): *If you have multiple tents/canopies with varying sizes, indicate the number with corresponding size. Additional documentation required if you checked “yes” above. A separate document with this information may be attached. All tents/ canopies must be indicated on the site map. The event organizer is responsible for any damage caused to the park property/facility and must consult the City of Rancho Palos Verdes prior to installation. Indicate locations of tents /canopies on the site map (p.8) Vehicles D-4 Are you requesting permission to operate vehicles on the City of Rancho Palos Verdes service roads for delivery of equipment and supplies? (Please check Yes or No below) No Yes If yes, indicate number of vehicles: Vehicle description(s): Are you requesting permission to retain vehicles on site for the duration of the event? No Yes If yes, indicate number of vehicles: Vehicle description(s): Indicate location of vehicles on site map (p.8) Parking Will your event require parking? (Please check Yes or No) No Yes If yes, indicate number and type of vehicles: Will your event require transportation of participants/spectators from the parking site(s) to the event site? No Yes Describe: Additional information required if “Yes”, Please identify the proposed location(s) of parking on your site map (p.8). STAGES/PLATFORMS, PORTABLE TOILETS, DUMPSTERS, FENCING, BARRICADES AND OTHER. If you are planning to install or use any of these structures, please describe below and identify the locations of all structures on your site map. Include sizes and quantities of individual structures. Stages/Platforms Will your event include the installation of stages/platforms? The location of the stages/platforms must be identified on the map and approved by the City of Rancho Palos Verdes. (Please check Yes or No) No Yes Delivery time: Removal Time: If yes, indicate number of stages: Indicate location of stages/platforms on site map (p.8) Stage description(s): Portable Toilets Will your event include the use of portable toilets? (Please check Yes or No) No Yes If yes, indicate number of portable toilets: Number of ADA accessible portable toilets: Dumpsters Will your event include the use of dumpsters? The location of the dumpsters must be identified on the site. (Please check Yes or No) No Yes Must use haulers from the current City Council approved list. Click here to access the list. Number of dumpsters: Set up time: Removal Time: Descriptions: Additional documentation required if “yes”, for toilet and/or dumpsters, Please clearly indicate the location and the number of portable toilets, and/or dumpsters on the site map (p.8). All portable toilets and dumpsters must be removed from the City of Rancho Palos Verdes property within 48 hours following the event date (if event is on Saturday or Sunday, portable toilets and/or dumpsters must be removed the following Monday). The locations must be approved by the City of Rancho Palos Verdes. D-5 Trash and Recycling Receptacles Will your event include the use of Trash and Recycling receptacles? The location of the Trash and Recycling receptacles must be identified on the site map (p.8). (Please check Yes or No) No Yes Number of Trash receptacles: Number of Recycling receptacles: Set up time: Removal Time: Descriptions: Bounce House/Carnival/Game rides/ Attractions Will your event include the use of Bounce House, Carnival, Game rides and/ or any Attractions? The location of the Bounce House, Carnival, Game rides and/ or any Attractions must be identified on the site map (p.8). (Please check Yes or No) No Yes Number of attractions: Set up time: Removal Time: Descriptions: Fencing Will your event include the installation of temporary fencing? The location of the fencing must be identified on the site map (p.8) and approved by the City of Rancho Palos Verdes. (Please check Yes or No) No Yes Set up time: Removal Time: Height: Type: Length: Additional Descriptions: Barricades Will your event include the use of barricades? The location of the barricades must be identified on the site map and approved by the City of Rancho Palos Verdes. (Please check Yes or No) No Yes Set up time: Removal Time: If yes, indicate number of barricades: Applicant is responsible for set up and breakdown of barricades. Description(s) of location: Others structures Will your event include other structures not identified above? The location of all other structures must be identified on the site map and approved by the City of Rancho Palos Verdes. (Please check Yes or No) No Yes If yes, identify the number of structures: Set up time: Removal Time: Description: D-6 Street closures or use of Public Rights-of-Way Are you requesting to close off a city street for an event? (Please check Yes or No) No Yes Description: All street closure and proposed routes are to be identified in the site map and are subject to approval by the City of Rancho Palos Verdes, Public Works Department. For more information regarding the closure of City streets, please contact the Public Works Department at (310) 544-5252 The City of Rancho Palos Verdes is not responsible for any costs associated with the private rental of barricades or road closure signs. A traffic control plan may be required. Sheriff and/or Fire Personnel Do you anticipate your event requiring any sheriff or fire department personnel? Please note that any event requiring street closures or traffic control requires sheriff presence. No Yes Not sure Description: Indicate number of Sheriffs: Number of Fire Personnel: ADA Compliance Verify ADA compliance with the provisions in “A Planning Guide for Making Temporary Events Accessible to People with Disabilities”, click here to access more information. D-7 MAPS Site Map: (Required for all applications. All sites maps are subject to the approval of the City of Rancho Palos Verdes. Please draw/attach a site map clearly indicating the set-up of your event. The site map should indicate the relative location of all the following: Sources of amplified sound Direction of sound Tents and size(s) Canopies w/ size(s) Stages/ Platforms Promotional Vehicles Bounce Houses/ Games/ Rides Portable Toilets Dumpsters Trash Receptacles Recycling Receptacles Banners Signs Fencing / Barricades Proposed Driving paths for all equipment Ticket/ Admission Booth Proposed street Closures Parking Vendors Food Concession Alcohol Other structures Describe: Route Map: (Required for only Runs, walks, or other course activities) All run, walk, or other activities in which participants will be following a course will be require to attach a route map and a written document of the proposed route of the event. All proposed route maps are subject to the approval from the City of Rancho Palos Verdes. The use of any outside parks such as city streets, must be identified on the site map and approved by the City of Rancho Palos Verdes. D-8 INSURANCE INFORMATION (310) 544-5252 * STANDARDS FOR INSURANCE FOR SPECIAL EVENTS * Commercial General Liability (or Comprehensive) and Property Damage Insurance Coverage Required of All Persons Performing Work or Organizations Holding Special Events. Automobile Liability (if the event will using automobiles, trucks, etc. as part of the event) Liquor liability or liquor legal liabilities (required for events where alcohol will be sold) COMMERCIAL GENERAL LIABILITY (or COMPREHENSIVE) $1,000,000 Per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this event or the general aggregate limit shall be twice the required occurrence limit. AUTOMOBILE LIABILITY $1,000,000 Per accident for bodily injury and property damage LIQUOR LIABILITY OR LIQUOR LEGAL LIABILITIES No less than $1,000,000 Per occurrence. *May NOT substitute "each accident" for "each occurrence." ‘ Must have 30-day cancellation clause Permittee shall furnish the City with original certificates and endorsements effecting coverage required by this clause. CITY OF RANCHO PALOS VERDES 30940 Hawthorne Blvd. Rancho Palos Verdes, CA 90275 (310) 544-5260 Insurance MUST name the City of Rancho Palos Verdes as an additional insured using the following wording EXACTLY, and insurance certificate MUST show: "CITY OF RANCHO PALOS VERDES AND ITS APPOINTED AND ELECTED OFFICERS, OFFICIALS, EMPLOYEES AND AGENTS AS ADDITIONAL INSUREDS" D-9 Exhibit A Insurance Requirements Permittee shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance for the work hereunder and the results of that work by the Permittee, its agents, representatives, employees or subcontractors. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: Additional Insured Status The City, elected and appointed, officials, employees, and agents are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Permittees activities pursuant to the Special Event Permit. General liability coverage can be provided in the form of an endorsement to the Permittee's insurance (at least as broad as SO form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 and CG 20 37 if a later edition is used). Primary Coverage For any claims related to this contract, the Permittee's insurance coverage shall be primary insurance as respects the City, its elected and appointed, officials, employees and agents. Any insurance of self - insurance maintained by the City, its elected and appointed, officials, employees, or agents shall be excess of the Permittee's insurance and shall not contribute with it. Notice of Cancellation Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City. Waiver of Subrogation Permittee herby grants to City a waiver of any right to subrogation which any insurer of said Permittee may acquire against the City by virtue of the payment of any loss under such insurance. Permittee agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not City has received a waiver of subrogation endorsement from the insurer. Acceptability of Insurers I Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A: VII, unless otherwise acceptable to the City. Verification of Coverage Permittee shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by the clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Permittee's obligation to provide them. The City reserves the right to require complete, verified copies of all required insurance policies, including endorsements required by these specifications, at any time. Special Risk or Circumstances: City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. D-10 SIGNATURE I, the applicant, agree to defend, indemnify, and hold harmless the City of Rancho Palos Verdes, its elected and appointed officials, employees and agents, against losses and liabilities incurred from the conduct of the permittee, or its officers, employees, and agents, or claims or liabilities caused by, or arising out of any activities authorized by any such permit. I do so solemnly swear (or affirm) that all answers given and statement made on this application are complete and true to the best of my knowledge and beliefs. I have read and understand the terms and conditions outlined on this document and the terms of City of Rancho Palos Verdes Municipal Code Chapter 12.20 and the policy Governing the Facility use and Event Permits and agree to abide by them. I agree to allow inspections by the Building Official or his/her designee inspector to ensure all structures comply with the City Code. I understand that if a permit is granted, it will not be used or represented in any way as an endorsement by the City of Rancho Palos Verdes. Unless expressly for in the permit, Facility use and Event permit does not grant the permit holder exclusive rights to city property including but not limited to any right to restrict access, use First Amendment activities of any other person on city property, which is open to the general public. Cancellations must be made in writing, no later than fourteen (14) days prior to the event for a full refund. Any amendments or revisions to the original application shall be promptly provided to the Recreation and Parks Department and must be made at least one (1) day prior to the event. All requests for amendments or revisions must be made in writing and subject to the approval of the City. ____________ Name of Applicant ________________ _________ Signature of the Applicant Date D-11 EVENT INSURANCE FOR SPECIAL EVENTS Special Events held on city property, streets, right of ways, sidewalks, parks, and/or Preserve/open space must provide a Certificate of Insurance and Endorsement consistent with the attached Insurance Guidelines. The undersigned, as an authorized representative on behalf of the applicant, agrees to meet all conditions required by the City of Rancho Palos Verdes including the conditions in Exhibit A. Any changes in the scope of the event, including but not limited to, expanded or additional use of park areas, special attractions or equipment not specifically approved, or changes in the starting or ending times are grounds for this permit to be revoked immediately. In the event this permit is revoked for failure to meet permit requirements or for implementation of unapproved activities, any fees paid will be forfeited and the applicant will be liable for any costs to the City. I agree to indemnify and hold harmless, the City of Rancho Palos Verdes, its elected and appointed officials, employees and agents for any injury or loss or damages as a result of the event. I agree to defend the City of Rancho Palos Verdes, its elected and appointed officials, employees and agents from and against any such claims. The City of Rancho Palos Verdes is not responsible for any cost incurred by the applicant associated with the denial of a proposed special event. Signature of Applicant: _ ______________ Date: _________ If applicable, signature of Executive Director of Non-Profit Agency or other responsible party: ___________________ Date: ________ Mail to, or drop off to: City of Rancho Palos Verdes, Special Events – Recreation and Parks Department, 30940 Hawthorne Blvd. Rancho Palos Verdes, CA 90275. Attn: SEP Coordinator Or E-mail completed application to: rpvspecialevents@rpvca.gov write this subject title: Special Event Permit. ****************************************************************************************************************************************** Before you submit your application to the City of Rancho Palos Verdes, please make sure that the following steps have been completed: Signed and dated your application Signed and dated Insurance Section. Attached your event site map and/or route map. Your application must be submitted 90 days prior to your event. Submit your completed application to: City of Rancho Palos Verdes Attn: Recreation & Parks Department 30940 Hawthorne Blvd. Rancho Palos Verdes, CA 90275 Thank you for completing your application. D-12 Copies to: PW R&P CDD Is there a need for Sheriff/Fire Dept.: Sheriff Dept.: Yes No Fire Dept.: Yes No Meeting Date & Time for Task Force Review: Staff Comments: Approved: Denied Fee FOR OFFICE USE ONLY D-13 Event: Date: Event Permit Fee: $ or NA Total: City Staff Fees: (Write NA in the total column if this event does not require City staff present) A. Rec & Parks #of Staff X # hours X $/ hr. Total= B. Sheriff #of Staff X # hours X $ / hr. Total= C. EMT #of Staff X # hours X $ / hr. Total= D. Public Works #of Staff X # hours X $ / hr. Total= E. Other #of Staff X # hours X $ / hr. Total= Event representative (Print): Event Representative (Sign): City Representative (Print): City Representative (Sign): Event organizers are not required to rent from the City of Rancho Palos Verdes; however, they are required to comply with all City instructions given after the review of the application. FOR OFFICE USE ONLY D-14