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 Special Event Legacy Status for Tour de Pier and Catalina Classic, and Consideration of a New Special Event Application for Los Angeles (LA) Chargers Draft Event (Parks and Recreation Director Leyman).
(Estimated Time: 45 Mins.)
A) DISCUSS AND PROVIDE DIRECTION
B) APPROVE
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_________________________________________________________
Recommended Action
RECOMMENDATION:
Staff recommends that the City Council discuss and provide direction on granting legacy status with fee waivers to the Tour de Pier and Catalina Classic events. Additionally, the Parks and Recreation Commission and staff recommend approval of a new Los Angeles Chargers Draft special event on April 27, 2023.
Body
FISCAL IMPLICATIONS:
If legacy status is approved for Tour de Pier and Catalina Classic, charges for City services may be waived up to a percentage determined by the City Council. Current legacy events have fee waivers for 75% - 100% of City services. Third party costs are paid by event organizers unless separately approved by the City Council.
Newly approved events, including the proposed Los Angeles Chargers Draft event, 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 (see attachment). The policy states that events held successfully for 10 years are eligible to request legacy status from the City Council.
The Special Events policy categorizes events into Impact Levels requiring different levels of review and approval
A. Impact Level I events are low impact events requiring little to no City Resources. Event may be approved by the Special Events Committee.
Impact Level I characteristics may include but are not limited to:
i. 300 or fewer expected participants
ii. Event date is not in the peak season
iii. Event does not have amplified sound
iv. Event does not begin or end in Manhattan Beach (pass-through)
B. Impact Level II events are medium impact events. Events must be reviewed and approved by the Special Events Committee and Parks and Recreation Commission.
Impact Level II characteristics may include but are not limited to:
i. 300-1000 expected participants/attendees
ii. Event occurs on the weekend
iii. Event occurs in a park or facility
iv. Reserved parking may be requested
v. Street closures may be requested
vi. Event requires amplified sound
C. Impact Level III events are high impact events. These events must be reviewed by the Special Events Committee and Parks and Recreation. Final review and approval is by City Council.
Impact Level III characteristics may include but are not limited to:
i. Over 1000 expected participants/attendees
ii. Involves alcohol on public property
iii. Event occurs on a Holiday
iv. Event occurs on the Strand or Pier area
v. Street closures are required
vi. Event occurs in Peak Season
DISCUSSION:
Legacy Event Status:
Tour de Pier
The Tour de Pier event is a spin bike fundraiser that has been held in Manhattan Beach since 2013. In 10 years, the event has raised more than $10.4 million in the fight against cancer for three local charities: Cancer Support Community South Bay, Hirshberg Foundation for Pancreatic Cancer Research and Uncle Kory Foundation.
If legacy status is approved, City Council may elect to provide a fee waiver for City services provided. The value of City services provided for the past three events is as follows:
2022: $17,782.43
2021: $19,915.95
2019: $30,222.78
Catalina Classic
The Catalina Classic was established in Manhattan Beach in 1955. The 2023 event will mark its 46th race. The 32-mile marathon begins at Catalina’s Isthmus Cove and ends at the Manhattan Beach Pier. The Catalina Classic Paddleboard Association makes donations to local non-profit organizations that work with youth groups, education and water safety. Many paddlers also use the race to raise money and awareness for their favorite charities.
The Catalina Classic race is an activity included in the International Surf Festival. City services are not dedicated for this event that occurs entirely in the ocean and on the beach. Granting this event legacy status would only allow the organizers to hang a street banner to advertise the event. The current fee to hang a banner is $338.
New Event Request
LA Chargers NFL Draft
Staff received an application from the LA Chargers for an event to be held on Thursday, April 27, 2023 from 4:00-10:00pm, in conjunction with the National Football League Draft. The event would consist of fan experience areas, food and beverage, including alcohol, entertainment and a VIP hospitality area. The initial site plan shows the event to occupy Manhattan Beach Boulevard west of Manhattan Avenue, and the upper and lower pier parking lots. Set up is to begin on April 26, with breakdown on April 28. Prior-day set up and following-day breakdown is a common practice for events of this scale. A variance is being requested to allow set up and tear down outside of the normal construction hours, 7:30 am to 6:00 pm, in order to minimize the impact on the downtown area. Staff will work with organizers to determine if the set up or break down day can be eliminated if extended work hours are allowed.
Per the policy, the Los Angeles Chargers Event is Impact Level III requiring review by the Staff Special Events Committee, comprised of representatives from each department, and the Parks and Recreation Commission, prior to City Council consideration. This event was reviewed by the Parks and Recreation Commission on January 23, 2023, and by the Special Events Committee on February 1, 2023. The Commission voted to support the event with conditions listed in the next section.
The organizer has spoken with the Downtown Manhattan Beach Business and Professional Association (DMBBPA) Executive Director, Jill Lamkin, to discuss their event and address the business owners concerns and possible collaboration opportunities. Initial feedback from the meeting was positive, however, specific collaboration details have not yet been provided.
The Los Angeles Chargers Draft Event is free to the community and has an anticipated attendance of approximately 10,000 under the current event plan. Organizers have stated that the number of attendees can be scaled back and controlled at the direction of the City. Traditionally, for public-facing events the public is offered the opportunity to register/reserve a complimentary ticket. This gives the organizers the ability to track interest and anticipated attendance. Manhattan Beach residents will be offered the opportunity to register/reserve a complimentary ticket before the general public.
Staff has spoken with the organizer regarding the need for a traffic plan and consideration of parking issues, shuttles and rideshare incentives.
Standard City requirements include:
• Applicant shall post Temporary No Parking signs at least 72 hours prior to start of event;
• Applicant shall provide and install all traffic control signs;
• Applicant shall coordinate street closures with Police Department; and
• Applicant shall reimburse City for all parking meters occupied during event.
Similar to previous events at the Pier, to address concerns regarding parking and traffic
control for the bike path, staff recommends security staffing on hand during set up and
tear down of the event, particularly surrounding the bike path.
Additional requirements include:
• The applicants 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 must remain accessible;
• Applicant must obtain permits from the City for temporary tents (if larger than 120 square feet), 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 (administered by the Police Department).
The Special Events Committee met with the organizer on February 1, 2023, and had the following concerns and requirements regarding the event:
Police
Based on a review of the footprint provided, staffing for the event will require two community service officers providing traffic control on each load-in and load-out day. The event day will require one lieutenant, one sergeant, and four to five police officers for security. Vehicular barriers will be ordered and deployed by PD staff to protect the footprint. Additional security will be obtained using CSC security. Estimated CSC costs have been provided to the applicant. ABC licensing and proper fencing is required for alcohol sales in the area. Disabled parking must be identified and all details will be confirmed with a pre-event meeting involving the Chargers event promoter and Chargers security staff.
Fire
Fire Code permit will be issued according to the City’s fee schedule (Reference #16-3, $476). Additionally, a 12 foot clearance will be required for emergency vehicle access on any street closed to vehicular traffic and one firefighter/paramedic will be assigned to the event.
Public Works
The applicant must arrange and pay for solid waste collection, disposal and recycling, including organic material, for all waste generated at the event. This includes porter service, as needed, for the collection of ground litter and set up/tear down/servicing of cardboard refuse boxes. Public litter cans shall not be used for any purpose related to the event. All refuse-related plans must be communicated to the City, including locations of refuse bins and the dates and times of delivery and removal. The applicant must also arrange and pay for street sweeping, and if necessary, power washing of the event area and any significantly impacted neighboring right of way. Beach access at the base of the Pier shall remain accessible.
Community Development
Permits from the City will be required for temporary tents (if larger than 120 square feet), stages (over 30 inches above adjacent grade), and large generators. Additional permits may be required from other departments including the health department and the Department of Alcohol Beverage Control (ABC) for alcohol consumption (must be approved by the Police Department).
Traffic Engineering
The Traffic Engineer has emphasized the need for an Event Traffic Control and Parking Plan. Manhattan Beach Boulevard west of Manhattan Avenue and Ocean Drive between 11th Street and Center Place will be closed for set-up and event activities only.
The organizers will be required to reduce parking demand through the use of off-site parking, shuttles, 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. Public parking in Downtown will not be reserved for the event. Set-up will be limited to the day prior to the event, and take down must be completed by noon on the day after the event. Several large trucks will be needed for set up and take down, to be staged in the Pier parking lots. Set up and take down will require traffic control personnel to manage pedestrian and bicycle traffic through the event zone. The pier, sidewalks and the bike path shall remain open to the public at all times.
Finance
Manhattan Beach Business licenses required for all participating vendors.
Parks and Recreation
Requirements, in addition to the Special Event Committee’s:
1. 50% of reserve tickets to be offered to Manhattan Beach residents for a limited time before being released to the general public.
2. LA Chargers make a meaningful contribution to local non-profit organization.
3. LA Chargers invite targeted athletic groups (ex. Mira Costa High School Football Team) to participate in some capacity.
Staff and the Parks and Recreation Commission recommend City Council approve the LA Chargers Draft Event.
PUBLIC OUTREACH:
The proposed special event was discussed at the Parks and Recreation Commission meeting on January 23, 2023. The organizer was encouraged to reach out to the DMBBPA to discuss challenges and collaboration opportunities for the event. Similar to events in the downtown, such as the Manhattan Beach Open, the event operator will be required to notice the surrounding neighbors on event details.
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. Letter - Catalina Classic Legacy Status Request
2. Permit - Los Angeles Chargers Draft Event
3. Special Events Policy (2018)
4. PowerPoint Presentation (Tour de Pier)
5. PowerPoint Presentation (Los Angeles Chargers)