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Home My WebLink About2008/05/20 Item 3 CITY COUNCIL AGENDA STATEMENT .:S:w~ CITY OF ~ (HULA VISTA ITEM TITLE: SUBMITTED BY: REVIEWED BY: SUMMARY i'viA Y 20, 2008 Item 3 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING THE CLOSURE OF THIRD A VENUE FROM "E" STREET TO "G" STREET ON JUNE 8, 2008 FROM 4:00 A.M. UNTIL 7:00 P.M. FOR THE DEWALT THIRD A VENUE VILLAGE GRAl'\!D PRlX CALIFORi'JIA BIKE R.A.CING (CBR) STATE CRITERIUM CHAMPIONSHIPS, APPROVING At'J AGREEMENT BET'\VEEN THE CITY OF CHULA VISTA AND BIG RING R.A.CING FOR THE SPEGAL EVENT, AND APPROPRIATING $2,095 TO THE FISCAL ~YEAR 2008-2009 POLICE DEPARTMENT PERSONNEL BUDGET BASED UPON UNANTICIPATED REVENUES DIRECTOR OF CO~l{(jICA TIONr CITY i'vlA.NAGER ~\J\) 4/STHS VOTE: YES D NO ~ Big Ring Racing, in conjunction with the Third Avenue Village Association, is requesting the closure of Third Avenue and portions of other streets for the DeWalt 3rd Ave. Village Grand Prix CBR State Criterium Championships, a professional cycling event, on Saturday, June 8th, 2008. ENVIRONMENTAL REVIEW The City's Environmental Review Coordinator has reviewed the proposed projects for compliance with the California Environmental Quality Act and has determined that the projects qualifies for a Class 4 categorical exemption pursuant to Section 15304( e) of the State ofCEQA Guidelines. Thus, no further environmental review is necessary. RECOMMENDATION Council adopt the resolution. BOARDS/COMMISSION RECOMMENDA nON Not Applicable 3-1 fv{A Y 20, 2008, Iteml Page 2 of3 DISCUSSION Sanctioned by the California Bike Racing (CBR), the DeWalt 3rd Ave. Village Grand Pri, CBR '-State Criterium Championships is a professional bicycling race opened to only licensed, qualifying riders. This would be the first time it has been held in the City of Chula Vista. To operate the bike race, Big Ring Racing, in conjunction with the Third Avenue Village Association, is requesting that Third A venue be closed between "E" and "G" streets from 4 a.m. to 7 p.m. on Saturday, June 8. There are 14 individual races planned throughout the event. The race is a Criterium event offering a variety of categories including professional, master, men, women, and junior categories. Approximately 900 riders are scheduled to participate throughout the day. The start and finish line will stage on the west side of Third A venue. The proposed event route will head south on Third A venue, make a 180 degree turn to head north on Third Avenue, make a right turn on "F" Street, a left turn on Church Street, a left turn on Davidson, and finally turning back to Third A venue to the startlfinish line. The first race starts at 7 a.m. and the last race will end approximately at 6 p.m. The street closures would be in effect approximately from 4 a.m. to 7 p.m. to allow for the set up and clean up of the area. The closure of Third A venue will affect the flow of traffic in the downtown area. The event organizer will be required to coordinate with the City's Police Department and prepare a traffic control plan to their specifications. The Police Department will monitor the race route and closed traffic intersections in preparation of the race. TIle street closure will also have an impact on the City's transit system. The Transit Coordinator's staff has agreed to the closure as long as "E" and "G" streets remain passable for traffic. The event organizer is aware of this stipulatiorr and will abide by it. Big Ring Racing will abide by all other event logistics as outlined in the duties of conditions (Attachment B). The event is expected to draw approximately 1,500 spectators from the San Diego region, as well as from the South California area. Spectator admission is free to the public. The DeWalt 3rd Ave. Village Grand Prix CBR State Criterium Championships will promote Chula Vista's Third Avenue Village District in a positive light and generate additional commercial activity in the area. DECISION MAKER CONFLICT Staff has reviewed the property holdings of the City Council and has found no property holdings within 500 feet of the boundaries of the property that is the subject of this action. FISCAL IMP ACT Staff estimates it will cost $2,095.44 to provide Police coverage at the event (calculated at the Full Cost Recovery rate). An appropriation of $2,095.44 to the fiscal year 2008 Police Department Personnel budget will be required to offset the cost of the overtime based upon the group paying the fee for service. This will result in no net impact to the General Fund. No other city staff will be used in coordinating the event. 3-2 ,., MA Y 20, 2008, Item---2- Page 3 of3 A TT ACHMENTS A. Group/Organization Waiver and Release of Liability B. Duties of Big Ring Racing for the DeWalt 3rd Ave. Village Grand Prix CBR State Criterium Bike Championships Prepared by: Stephanie Kingston, Special Event Planner, Office a/Communications 3-3 ~2/~5/2~~8 15:20 519SS57189 PACKAGING SOLUTIONS PA.GE ~4/~4 A~dnfGBIV-t-A Pal;B 3 cf3 ~\(ft-. ~ GTYOf GlULA VISTA GROUP/ORGANIZATION WAIVER AND RELEASE OF LIABILITY ORGANIZATION:G~OUPNAME: <(51 ( )(/...)9 r...c;..O:C . I / EVENT NAME: "dw.f[..ow,..) CA<<.IA 0.s7'.<f f-I(~ Q~ ?, ;<cY7Jr ( ~ EVENT DATE' ON BEHALF OF THE ABOVE ORGANIZATION/GROUP, I expressly WAIVE, RELEASE and DISCHARGE the Cliy of Chula \jista~ it.s officers, agents~ and employees or any other per50n from any and afl LlA01LlTY for any death, dis~bility, personal injury, property damage, property theft or actions, including any alleged or actual r,egli'~ent act or omissions, regardless of whether suoh act or omission is aCTIve or passive which may accrue to myself or members of my organization/group or our heirs in connection with our participation in the above-described event. J fully understand and acknowledge that the CITf OF CHU~ VISTA is 'relying on my representation that I have authorization to sign this docum~nt ~nd that I wHI provid~ .a[1 membl?fS of my group :;:t completed copy of this \N~iver prior to our p3rtidpation I expressly INDEMNIFY AND HOLD HARMLESS the City of Chula Vista, Its elected and appointed officials, officers, agents and employees from any and all liabilities or claims made by me or my organization/group, my/our heir.=. and ~ny other individuals or entitles as a result of, or in anyway related to, or arising from, the event identified herein, any of my/our actions in conr:ection with my/our participation in this event except for those claims arising from the sole negligence or sols willful conduct of the City, its officials, officers, employees, volunteers or other representatives. Such indemnification includes liability settlements, damage awards, costs and attorney fees associated with any such claims, I hereby certify that I have read this document, understand its content, and am authorized to sign this document on behalf of all members of e gr up I represent DATE' i, . 6 gr' /) SIGNATU~~Y....4~ NAME: / ,4m 4reA- ( ~c:..---.. TITLE: ADDRESS: '.~'1ive:.....- 1M 0 f /f7<11-..J I'JJ; /f{,. ;('A,.1.<}- S,nJ ..L11-J0, C- c;7--l;ff I Return completed Special Event Application form, plus any additional attachments & information to: City oT Chula Vista. Offir;e or Communir::ations . 276 Fourth Avenu9, Chl.!la Vista CA 91910 . Tel: 619~691-5296 Fax: 619-409-5448 FomlS must be submitted at least 45 dsys prior to :;vent stan date. Incomplete forms will not ~e processeo'. 3-4 ATTACHMENT 8 DUTIES OF THE BIG RING RACING FOR DEWALT 3RD. AVENUE VILLAGE GRAND PRIX C8R STATE CRITERIUM CHAMPIONSHIP ON JUNE 8, 2008 1. Big Ring Racing shall provide for adequate traffic and crowd control, as determined by the City's Police Department. The Police Department and Big Ring Racing volunteers will marshal the route. 2. Big Ring Racing shall provide adequate traffic control equipment as determined by the Police Department and Public Works Street Division. The event sponsor will be responsible for renting or purchasing the equipment and delivering and removing it from designated locations. 3. Big Ring Racing shall post and remove "No Parking" signs along the event route 48 hours in advance of the race. 4. Big Ring Racing shall provide adequate litter control and trash receptacles during and after the event as determined by the City's Conservation Department. 5. Big Ring Racing shall notify all property owners and tenants (including businesses and residents) that will be affected by the street closure. The notification must be sent by first class mail at least seven days prior to the event date. 6. Big Ring Racing will be responsible for sound measures to insure that the noise generated by the event's activities does not reach an excessive level. Big Ring Racing will undertake the following measures in order to implement this condition: a. Big Ring Racing shall continually monitor noise levels of announcer booths, and other sound-emitting devices and will make adjustments as needed. 7. Big Ring Racing shall ensure that the alleyways between "E" Street and "G" Street, east and west of Third Avenue, shall remain open and unobstructed for the purpose of fire apparatus access in the event of an emergency. 8. Big Ring Racing shall ensure "E" and "G" Streets remain open to traffic in order to meet the requirements of the Fire Marshal and the Transit Division. 9. The Big Ring Racing shall provide, 10 days prior to the DeWalt 3,d Avenue Village Grand Prix CBR State Criterium Championship, evidence of general liability insurance in the amount of $3 million, in the form of a certificate of insurance and an additional endorsement page naming the City of Chula Vista, its officials, officers, agents, employees and volunteers as additional insured. The endorsement page must include name of the insured, policy number and policy period. 10. Big Ring Racing shall provide adequate portable toilets and trash receptacles along the race route and remove them after the event has concluded. 3-5 THE A TT ACHED AGREEMENT HAS BEEN REVIEWED ANTI APPROVED AS TO FORt\!! BY THE CITY ATTORNEY'S OFFICE AND WILL BE FORMALL Y SIGNED UPON APPROVAL BY THE CITY COlJNCIL }' U ' :_~~I ~ '" , , -I. " ........... cj!~ ,.. /<~ /-1 "- Ann Moore (I City Attorney Dated: , / . u9 :S/I ( Ou I ' Agreement between the City ofChula Vista and Big Ring Racing F or Dewalt Third A venue Village Grand Prix California Bike Racing (CBR) State Criterium Championship 3-6 ~.Y 15,2008 08:41A STEVE LANDRY MAY-l~-Z008 05:56 PM 000-000-00000 page 1 p, 02/04 AGREEMENT Between the CITYOF CHULA VISTA, a California munkipal corporation and BIG RrNG RACrNG for DEW AL T THIRD A VENUF VILLAGE GRAND PRIX CALIFORNIA BIKE RACING (CBR) STATE CRITERIUM CHAMPIONSHlP Recitals A. Big Ring Racing, in conjunction with the Third Avenuc Village Association (T A V A). plans to stage the Ikwalt Third Avenue Village Gnmd Prix California Bike RJicing (CBR) State Criterium Championships, a professional cycling event. on June 8. 200&. B. Big Ring Racing and TA V A wish to clo.., Third Avenue from E Street III G Street for this Special Event. Aareement 1. Big Ring R11cing' s Duties Big Ring R11cing shall pertonn each of the duties described in Attachments A and B, attached to this Agreement and incorporated into this Agreement by this reference. 2. Duties ofthe City City Communications Staff (Scam shall work closely with Big Ring Racing to fudlitate the planning and staging of this Special Event. Staff shall coordinate two meetings between various City Departm~'tlts and Big Ring Racing to discuss all logistics, requirements. concerns and i~sues of both the City and Big Ring Racing. 3. Term This Agrccm.:ut IS effective upon the "xecution of the Mayor "OQ expire. on December 31.2008. 4_ Tenninntion of Agreement If Big Ring Racing fails to fulfill, in a timely and propel' rnlilllller, MY of Big Ring Racing' 5 obligations or duties WIder this Agreement, or if Big Ring Racing violates any of the covenanlS, agreements or stipulations of this Agreement, City has the right to terminate this Agreement by giving at leu:;t five (5) days written notice to Big Ring Racing of the termination before the effective date of the termination. MAY 14,2008 OS:SOP 3-7 page 2 MAY 15,2008 08:41A STEVE LANDRY MAY-14-2008 05:56 PM 000-000-00000 page 2 P.03/04 .5. Assignabil ity Big Ring Racing shall not assign or transfer any interest in this Agreement without prior written eot1sent of City. 6. Independent Contractor Big Ring Racing and lit1y of the Rig Ring Racing's agents, employees or representatives are, for all purpo:le:l under this Agreement. independent contractors and :IhaII not be deemed to be employe". of City, and none of them shall be entitled to any benefits to which City employees are entitled includiog but not limired to, overtime, retirement benefits, worker's compensation benefits, injury leave or other leave benetit~. 7. In,uIlUl.ce Big Ring Racing represents that it and its staff and agent~ employed by it in connection with the Special Event are prolcct<:c.l againsl the risk of loss by the insurance coverage outlined in Attachmrnl B. Duties of Big Ring Racing, including naming the City, it officials, officers, agents, employees and volunleer as additional insured. 8. Hold HarTl1ks., Big Rin!! Racing agrees to defend, indemnify and hold harmless the City, it3 Elected and appointed officials, officers, agents and employees pursuant to the Group/Organization Waiver and Release of Liability e1<ccuwd by Big Ring Racing's Race Representative, 9. Notices All notices to be given pursuant to this A!;rcement must be in writing. All IlDtices to be sent to any party shall be deemed to have be<:n prop<:r1y given or served if personally served or deposited in the Uoited States mail, addressed to such party. posta&, prepaid, registered or certified, with return receipt requested, at the addresses identified in this Agreement as the places of husiness for each of lhe parties. 10. Entire Agreement/Amendments nus Agreement, together with Attachments A and B, the Group/Organization Waiver and ReleQSe of Liability, and any other written do<;umenl referred to or contemplated in this Agreement embody the entire Agreement and understanding between the partie.. Neither this Agreement nor any attachment or provision may be amended or modified except in writing exoouWd by each party to the Agreement. 2 MAY lq,2UU~ o):)op 3-8 page 3 MAY 15,2008 08:41A STEVE LANDRY MAY-14-2008 05:56 PM 000-000-00000 page 3 P,04/04 . ,11. Capacity of Parties Each signatory and party to this Agreement warrants and represents to the other party that it has legal authority and capacity and direction from il.~ principal to enU:T into this Agreem<:nl, and that all resolutions or other actions have been taken so as to enable it to enter intI) this Agreement. Dllted; City of Chula Vista By: Cheryl Cox Mayor Attest: Donna Norris, CMe Interim City Clerk Approved as to form: Ann Moore City Attorney DIlled:~.. . Big Ring Racing j:\At~y\f:LlSA\A(jREEM€NTS\Aard'A'l1V'.I'tI ft1t Sj1I!ciaI E\'cm With 8\& Rina as:;ing F J MAY 14,2008 05:50~ 3-9 p;lge 4 RESOLUTION NO. 2008- RESOLUTION OF THE CITY COlJNCIL OF THE CITY OF CHULA VISTA APPROVING THE CLOSURE OF THIRD AVENUe FROM "E" STREET TO "G" STREET ON JlJN"E 8, 2008 FROM 4:00 A.M. UNTIL 7:00 P.M. FOR THE DEWALT THIRD A VENU"E VILLAGE GRAt'lD PRIX CALIFORt'fLA. BIKE RACING (CBR) STATE CRITERIUM CHAMPIONSHIPS, APPROVING AN AGREEMENT BETWEEN THE CITY OF CHULA VISTA AND BIG RING RACING FOR THE SPECLA.L EVENT, AND APPROPRLA.TING $2,095 TO THE FISCAL YEAR 2008-2009 POLICE DEPARTMENT PERSONNEL BUDGET BASED UPON UNAJ'iTICIPATED REVENUES WHEREAS, Big Ring Racing is the event sponsor for the Dewalt Third Avenue Village Grand PIi'i. California Bike Racing (CBR) State Criterium Championships, a professional cycling event (Special Event); and WHEREAS, Big Ring Racing has requested the closure of Third Avenue from "E" Street to "G" Street on !tme 8, 2008 from 4:00 a.m. until 7:00 p.m. tor the Special Event; and WHEREAS, Big Ring Racing and the City of Chula Vista seek to enter into an agreement for the Special Event; and WHEREAS, this agreement provides the City with indemnification for claims arising from the Special Event and outlines Big Ring Racing's insurance requirements and its duties governing the operation of the Special Event. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City ofChula Vista as follows: I. That it approves the closure of Third A venue between "E" Street and "G" Street on June 8, 2008 from 4:00 a.m. until 7:00 p.m. for the Dewalt Third Avenue Village Gland Prix California Bike Racing (CBR) State Criterium Championships, a professional cycling event. 2. That it approves an Agreement between the City of Chula Vista and Big Ring Racing for the Special Event. 3-10 Resolution No. 2008- Page 2 J. That it appropriates $2095 to the Fiscal Year 2008-2009 Police Department persoIli1el.budget based upon unanticipated revenues. Presented by: Approved as to form by: 12 P el Director of Communications .- "/ / 1.:1 ./1 ~ /J~----../!o\ . A..t/'~-v iilln Moore City Attorney -< ([1'- 3-11