TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Mark Leyman, Parks and Recreation Director
Linda Robb, Sr. Management Analyst
SUBJECT:Title
Consideration of Legacy Status for Tour de Pier and Consideration of Two New Special Event Applications for Unity Credit Union 5K and LA Chargers Draft Event. (Parks and Recreation Director Leyman).
DISCUSS AND PROVIDE DIRECTION
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Recommended Action
RECOMMENDATION:
Staff requests that City Council discuss and provide direction on granting legacy status with fee waivers to the Tour de Pier event and consider approval of two new special events: Unity Credit Union 5K on Sunday, April 23, 2023, and LA Chargers Draft Event on April 27, 2023.
FISCAL IMPLICATIONS:
If legacy status is approved for Tour de Pier, charges for City services will be waived up to a percentage determined by the City Council.
New approved events will pay fully burdened rates for City staff, including Police Department personnel, and full costs for any subcontracted services.
BACKGROUND:
On July 17, 2018, City Council approved the updated Special Events policy. The policy states that events held successfully for 10 years are eligible to request legacy status from the City Council.
The Tour de Pier event has been held in Manhattan Beach for 10 years and staff have received a request for legacy status.
The policy also requires that all events categorized as Level III, must be approved by City Council. As part of the Special Event Policy, the Staff Special Events Committee and Parks and Recreation Commission review all Level III events prior to City Council consideration.
Staff received a Special Event Application from Unify Credit Union to hold a 5K race beginning and ending at the Manhattan Beach Pier. The event would be held April 27, 2023 in conjunction with the NFL draft. The event would consist of Fan Experience areas, food and beverage, entertainment and a VIP hospitality area. The initial site plan shows the event to occupy Manhattan Beach Blvd. west of Manhattan Avenue, and the upper and lower pier parking lots. Set up is requested to begin on April 24th.
The proposed events were discussed at the January 23, 2023, Parks and Recreation Commission meeting.
DISCUSSION:
The proposed OITF event will last from 4:00 to 9:00 p.m. and will include a reception with beer and wine near the Roundhouse, educational speakers regarding the sustainable fishing industry, and a 4-course dinner for 400 guests, served on one long table, located at the western end of the Pier. There will be amplified sound from 5:00-6:00 p.m. during the education portion of the evening, in the area of the Roundhouse. Tickets will be $285 per person. The pier will remain open to the public for the duration of the event. The kitchen and service stations will be located at the base of the pier in order to minimize traffic crossing the bike path.
As this event involves food preparation and delivery, it requires the use of charcoal grills, propane burners or other heating elements. However, most of the food is typically prepared off-site and delivered ready-to-eat, which necessitates minimal on-site cooking. The organizer will work with the Fire Department to obtain necessary permits. Safety stations, including fire extinguishers and hand-washing stations, will be established at multiple locations.
To address concerns regarding parking and traffic control for the bike path, the Police Department recommends security staffing on hand during set-up and tear-down of the event, particularly surrounding the bike path. Due to the presence of alcohol, they also recommend staff stationed along the Pier and at key locations to assist with security, along with an on-duty LA County Lifeguard. The Fire Department also requires one Fire Safety Officer on-site.
To allow for emergency access, it will be necessary to temporarily relocate benches and trashcans from within the event footprint.
The Special Events Committee, representing multiple City departments, had the following concerns and requirements regarding the event:
Police:
Last year’s event had the following issues, which can be attributed to the event being located on the sand: (1) guests had to walk across the bike path to access the event, so there was sand on the bike path; (2) it took too long set up and break down the tables and chairs; and (3) there was a concern about emergency access across the sand. In addition, the organizer did not adequately communicate with the Police Department and did not have adequate staffing. This year, one sergeant, two officers and 2 CSOs will be assigned to the event. Contemporary Services Corporations (CSC) staff will include one supervisor, one relief person and 8 security staff. An operations plan review and safety meeting with the organizer are also required.
Fire:
Fire Code permit will be issued according to the City’s fee schedule (Reference #16-3, $476). Additionally, a 12 ft. clearance will be required for emergency vehicle access and one firefighter/paramedic would be assigned to the event.
Public Works:
The applicant must arrange for solid waste collection, disposal and recycling for all waste generated at the event. Public litter cans shall not be used for any purpose related to the event. Beach access at the base of the Pier shall remain accessible. Public Works has not been asked and does not plan to provide staffing for traffic control setup, breakdown or delineation assistance for this event. Staff is exploring options and costs for relocating benches and trashcans on the pier to allow for the required 12 ft. emergency clearance.
Community Development:
Permits from the City will be required for temporary tents (if larger than 10’X10’), electrical, amplified sound, and parking and access layout. Additional permits are required from the health department, the Department of Alcohol Beverage Control (ABC) for alcohol consumption (approved by the Police Department. After OITF met with the Special Events Committee, one of the requirements was to reach out to the California Coastal Commission (CCC) to determine if a Coastal Commission Coastal Development Permit is required, as the location of the event is seaward of the mean high tide line falling into CCC jurisdiction. Proof of Coastal Commission approval, exemption or waiver is required prior to the event. A more detailed site plan has been requested and CAD drawings are being prepared by the organizer.
Traffic Engineering:
The Traffic Engineer has emphasized the need for an Event Parking Plan, in which the organizers reduce parking demand through the use of ridesharing, car sharing and non-vehicular travel modes. The Plan will need to identify how the organizers will promote alternate transportation to minimize traffic in the downtown area. A passenger loading area will be needed close to the event site for drop-off and pick up. Parking will not be reserved for guests, but a limited number of parking spaces will be set aside in the lower pier lot for event logistics and certain VIPs to prevent gridlock at the end of Manhattan Beach Boulevard. Several large trucks will be used for set up, which will require a dedicated loading area in the lower Pier parking lot. Set up and take down will require traffic control personnel to manage vehicle staging as well as to assist in crossing the bike path. No streets, pedestrian sidewalks or bike path shall be closed for the event. A shuttle service provided at last year’s event proved ineffective and under-utilized, and would not be expected to improve this year’s event. A media staging area should also be provided.
Parks and Recreation:
One staff member will be assigned to monitor the event, including set up and teardown.
The Parks and Recreation Commission has approved this event to move forward to the City Council for consideration. Some Commissioners expressed concern that allowing this event on the Pier may prompt many new requests for events on the Pier.
In addition to the departmental requirements, the Parks and Recreation Commission recommends the following:
1. 50% of tickets be offered to Manhattan Beach residents on a presale basis before being released to the general public.
2. The donation to the Roundhouse Aquarium be increased from $10,000 to $15,000.
Staff requests that City Council discuss and provide direction on the proposal from Los Angeles Times and Outstanding in the Field to host a “long table dinner” on the Manhattan Beach Pier on May 23rd, 2019 as part of the LA Times Food Bowl.
PUBLIC OUTREACH/INTEREST:
The event was discussed at the January 28, 2019, Parks and Recreation Commission meeting. It was also discussed with and has the full support of the Downtown Business and Professionals Association.
ENVIRONMENTAL REVIEW
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
Attachments:
1. Special Event Application
2. 2018 Manhattan Beach Table Photo