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Home My WebLink About2007/08/14 Item 9 COUNCIL AGENDA STATEMENT Item No 9 Meeting Date 8/14/07 ITEM TITLE: RESOLUTION AUTHORIZING CONDITIONAL TEMPORARY CLOSURE OF A PORTION OF RANCHO DEL REY PARt<WAY ON SEPTEMBER 8 AND 9, 2007, FOR THE ORANGE CRATE DERBY. SUBMITTED BY: Chief of PolicEr[)~ ~ (~pr;; REVIEWED BY: City Manage (4/5ths Vote: Yes_ No X) The Bonita Orange Crate Derby ommittee of the Bonita Valley Lions Club is requesting permission for temporary street closure on Rancho Del Rey Parkway on September 8 and 9, 2007 to conduct their 28th Annual Orange Crate Derby. RECOMMENDATION: That Council approve the resolution and authorize conditional temporary closure of a portion of Rancho Del Rey Parkway on September 8 and 9, 2007 for the Orange Crate Derby, subject to staff conditions as stated in this report. BOARDS/COMMISSIONS RECOMMENDATIONS: Not applicable. DISCUSSION: The Bonita Orange Crate Derby Committee (sponsor) is requesting permission to conduct the 28th Annual Orange Crate Derby on Saturday and Sunday, September 8 and 9, 2007. The event would be conducted on the west section of Rancho Del Rey Parkway, between Terra Nova Drive to the north, and Del Rey Boulevard to the south. Both Terra Nova Drive and Del Rey Boulevard, as well as all other sections of Rancho Del Rey Parkway, would remain open to traffic at all times. Diagrams of the event are attached (Attachment "A"). This is a two day event with the street closed to all traffic from 6:00 AM Saturday, until 6:00 PM Sunday. The sponsor expects that approximately 150-200 youngsters, ages 7 to 13 years old, "driving" 75 separate derby cars, would be involved in the double elimination competition during the two day event. The derby cars are built by families, according to specifications provided by the sponsor. Each car is equipped with a steering wheel (steering capacity is limited to avoid "over-steering" by young drivers) and a friction-drag braking device. Each car is inspected to verify that 9-1 Page 2, Item q Meeting Date 8/14/07 safety equipment is in working order, and drivers are required to wear helmets, long pants, and sturdy shoes. The race course is approximately 1,000 feet in length, with no curves or turns. The entire course is separated with traffic safety cones. The use of cones serves two purposes; they delineate lanes, and also act as brakes if derby cars accidentally run over them. The run-out area below the finish line is also lined with traffic cones. Only two derby cars are permitted on the course at anyone time. Spectator areas are designated and separated from the course by flag lines. The sponsor would be required to provide insurance, portable toilets, appropriate trash containers and trash control, necessary traffic barricades, cones, and directional signs, and overnight security (most cars will remain at the event site overnight). . The event has been conducted in the Rancho Del Rey area for the past twelve years. No significant problems with this event have been noted. The event would have very little impact on residents in the area, since all residential areas are fully accessible by alternate streets, and there are no homes on the race route. Approval of the request will be subject to the following conditions: 1. The sponsor shall submit proof of insurance in the form of a Certificate of Insurance for $1 million Commercial General liability insurance, or equivalent form, with a policy endorsement naming the City as additional insured, making their insurance primary with respect to the City's insurance and providing notification of cancellation. 2. Provide a letter acceptable to the City Attorney from the sponsors in which they agree: (1) Not to sue the City, its agents and employees from any act arising from the Orange Crate Derby; or (2) To defend, indemnify, release, protect and hold harmless, the City, its agents and employees from any and all liability arising from the Orange Crate Derby, excluding only that liability which may arise from the sole negligence or sole willful conduct of the City. 9-2 Page 3, Item 9 Meeting Date 8/14/07 3. The sponsor shall provide, at their own expense, all necessary supplies and services required to safely conduct the event, including portable toilets, trash receptacles, trash control, crowd control, traffic control and traffic control equipment, signs and security. 4. Any services provided by the City before, during, or after the event will be reimbursed at the full cost recovery rate by the sponsor. 5. Sponsor shall provide a fully refundable $250 cleaning/damage deposit. 6. Sponsor shall post applicable street closure signs at least 48 hours in advance of the event. 7. All event participants shall be required to sign liability waivers approved by the City Attorney as to form. These waivers must indicate that the City of Chula Vista will be indemnified and held harmless. 8. The sponsor shall provide adequate supervision of event spectators and participants to prevent damage to City property and landscaping. 9. The sponsor shall provide adequate and sufficient street barricades and supervision to insure that no vehicles are permitted into the event area throughout the duration of the event, including the overnight period. 10. Sponsors shall notify area residents that the event is being held 48 hours prior to the event. DECISION MAKER CONFLICTS: Staff reviewed the property holdings of the City Council and has found no such holdings within 500' of the property that is subject of this action. FISCAL IMPACT: There is no fiscal impact to the City. The event sponsors will be responsible for all event costs. Any services provided by the City before, during, or after the event will be fully reimbursed by the sponsor. Attachments: "A" - General Site Plan 9-3 Page 4, Item 'f Meeting Date 8/14/07 ATTACHMENT "An General Site Plan Orange Crate Derby 9-4 RESOLUTION NO. RESOLUTION OF THE CITY OF CHULA VISTA AUTHORIZING CONDITIONAL TEMPORARY CLOSURE OF A PORTION OF RANCHO DEL REY PARKWAY ON SEPTEMBER 8 AND 9, 2007, FOR THE ORANGE CRATE DERBY WHEREAS, the Bonita Orange Crate Derby committee of the Bonita Valley Lions Club is requesting permission for a temporary street closure on Rancho Del Rey Parkway on September 8 and 9, 2007 to conduct their 28th Orange Crate Derby; and WHEREAS, the sponsors shall submit proof of insurance in the form of a Certificate of Insurance and Police Endorsement for $1 million Commercial General liability insurance, or equivalent form, acceptable to the City, with a policy endorsement naming the City as additional insured, making their insurance primary with respect to the City's insurance and providing notification of cancellation; and WHEREAS, the sponsors shall provide a letter acceptable to the City Attorney in which they agree to defend, indemnify, release, protect and hold harmless, the City, its agents and employees from any and all liability arising from the Orange Crate Derby, excluding only that liability which may arise from the sole negligence or sole willful conduct of the City; and WHEREAS, the sponsors shall provide, at their own expense, all necessary supplies and services required to safely conduct the event, including portable toilets, trash receptacles, trash control, crowd control, traffic control and traffic control equipment, signs, and security; and WHEREAS, the sponsor shall develop and implement a solid waste management plan approved by the Conservation Program to prevent litter, provide recycling, and disposal throughout the affected area during the event including arrangements for professional street sweeping immediately following the event; and WHEREAS, the sponsors shall provide a fully refundable $250 cleaning/damage deposit; and WHEREAS, the sponsors shall post applicable street closure signs at least 48 hours in advance of the event; and WHEREAS, all event participants shall be required to sign liability waivers approved by the City Attorney as to form. These waivers must indicate that the City of Chula Vista will be indemnified and held harmless; and 9-5 Resolution no. Page 2 WHEREAS, the sponsors shall provide adequate supervision of event spectators and participants to prevent damage to City property and landscaping; and WHEREAS, the sponsors shall provide adequate and sufficient street barricades and supervision to insure that no vehicles are permitted into the event area throughout the duration of the event, including the overnight period; and WHEREAS, the sponsors shall notify area residents that the event is being held 48 hours prior to the event. NOW, THEREFORE, BE IT RESOLVED that the City Council of the CitY of Chula Vista hereby authorizes temporary closure of Rancho Del Rey Parkway on September 8 and 9, 2007 for the Orange Crate Derby subject to conditions as noted above. Presented by Approved as to form by D CD ~Cutl itA ~Rr[ ~tcn Richard P. Emerson Police Chief 9-6