TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Mark Leyman, Parks and Recreation Director
Linda Robb, Management Analyst
SUBJECT:Title
Report on Outstanding in the Field Longtable Event, May 24, 2018 (Parks and Recreation Director Leyman).
RECEIVE REPORT
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Recommended Action
RECOMMENDATION:
Receive a report on Outstanding in the Field Longtable Event held May 24, 2018.
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FISCAL IMPLICATIONS:
No fiscal implications are associated with the recommended action.
BACKGROUND:
On April 17, 2018, City Council approved Ordinance No. 18-0013 (Attachment) amending municipal code 4.48.090 to allow the conditional issuance of special permits by the City Council of alcohol on the beach under limited circumstance through August 31, 2018.
The Ordinance amendment permitted Outstanding in the Field Longtable Dinner to provide alcohol at their event held on the north side of the Pier on May 24, 2018 for 300 guests. The event featured celebrity chefs, educational demonstrations, and a four-course dinner with wine pairings.
DISCUSSION:
The Departments of Public Works, Police, Fire and Parks and Recreation evaluated the Longtable Dinner event in terms of its impact on the community, safety and City services. Complicating the event logistics was the concurrent Roundhouse and Pier maintenance construction, which precluded use of the south lower parking lot and reduced parking options.
The event permit conditions included a requirement that the organizers strongly encourage their guests to arrive via ride sharing or carpooling in their correspondence prior to the event. A private valet was also offered for guests who parked at the Shade Hotel instead of public parking lots. This minimized a potential parking shortage in the Downtown. A shuttle service to/from Verandas Beach House for guests was also provided but was found to be too remote to be beneficial for the event. These measures, in conjunction with holding the event on a non-peak weeknight, helped reduce traffic congestion in Downtown and parking impacts in public parking lots. Staff worked very closely with organizers before and during the event to assist with set up, arrival, departure and break down activities with a focus on public safety.
Day of event oversight was provided by the Police Department and CSC Security. Feedback from the Police Department included the following event specifics:
• The event ended after the approved 9:00 p.m. end time, with tear down concluding at 3:00 a.m., requiring Officers to be present until that time.
• Load in and set up took longer than expected because organizers did not have adequate means to transport heavy equipment across the sand.
• The traffic going back and forth across the bike path drew sand onto the path.
If the event is held again in the future, the following is recommended:
• Enforce the application deadline to ensure adequate communication between City staff and organizers prior to the event. The condensed timeline this year resulted in a disconnect between public safety and the event organizers.
• Require more event staff to manage the guests and ensure a timely break down.
• Reserve one of the lower Pier parking lots to accommodate a safe load-in and break down of the event.
• Require security staff to be present until public safety deems it safe to be released.
Overall, it was a successful event for the attendees and Organizer with no known issues or complaints from residents. If the event is held again in the future, staff will work with the organizers to ensure a more timely and efficient set up and break down to reduce the impact on the public and City staff.
LEGAL REVIEW:
The City Attorney has reviewed this report. No further legal analysis is required.
Attachment:
1. Ordinance No. 18-0013