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Home My WebLink About2000-10-03; City Council; 15875; Special Events Ordinance And The Village Merchants. . -4 CITY OF CARLSBAD - A&A BILL T AB# &, vs TITLE: Request by the Village Merchants to Give Presentation on MTG. -@+?@P ossible Amendments to the City of Carlsbad Special Events \o - 3 - 00 Ordinance DEPT. CM DEPT. HD. - - CITY All-Y. @ ClTYMGRq RECOMMENDED ACTION: Receive presentation from Village Merchants regarding possible amendments to the City of Carlsbad Special Events Ordinance ITEM EXPLANATION: The City Council provides an opportunity for citizens and organizations to have an item placed on a City Council Agenda by submitting a letter to the City Manager. Attached is a letter (Exhibit 1) from the Village Merchants (Steve Oggel, Richard Jones, Sharon McAnally, David Price, and Louise Manganelli) to the City Manager, requesting the opportunity to make a presentation to the City Council on possible amendments to the Special Events Ordinance. FISCAL IMPACT: Unknown at this time. EXHIBITS: 1. Letter to Ray Patchett, City Manager, from Steve Oggel, dated June 21, 2000. 2. Chapter 8.17 of the Carlsbad Municipal Code (Special Event Permit) 3. Map of Carlsbad 5000 Course (on file with the City Clerk's Office) 4. Memo from City Manager to Council regarding request by Village Business for continuance (dated August 14, 2000) 5. Letter to Joe Garuba from Diane Scheer (CVBA) dated September 12, 2000. ,,/ - ‘- 2% EXHIBIT #I June 21,2QOO The Mayor and City Council city of Carl&ad 1200 Carlsbad Village Drive Carl&ad, CA 92008 RE: Special Events in Carlsbad Village D&r Mayor Lewis and Council Members The undersigned constitute the Committee that was formed at the recommendation of the Council for the purpose of proposing changes to the presentation of special events in the Village of Carlsbad. At present, those events are governed by the Special Event . Permit Procedure outlined at Chapter 8.17 et seq. Of the Carlsbad Municipal Code (copy attached). This Committee represents the residents, businesses, property owners and churches that are involved in the Village of Carlsbad. Although the nine (9) events that are presently scheduled are deemed generally to be positive, they have several negative impacts. The principal negative impact is the closure of streets and the prevention of citizen’s access to residences, businesses and churches. Many businesses and all churches depend heavily on activities on Sundays. In addition, many interested parties believe that some of the events have gotten to a size that are uncontrollable. Accordingly, the Committee has met on numerous occasions and reswly makes the following suggestions. These suggestions are as follows: 1. Problem: Currently only City officials are represented on the Special Events Committee to make street closure decisions. No one working, living or owning a business in the affected downtown Village is being represented or considered on these impatant decisions, soh.Ition: Adding some representatives from the Village churches and merchants to the Special Events committee established in Municipal Code 8.17.040, Page 242, would give representation fkom the area in the Village being greatly affected. 2. Problem: Having more than 6 events in the downtown Village area creates a negative financial impact. Solution: Place a limit so that no more than 6 events are permitted annually in the downtown Village area. h Page 2 3. Problem: Saturday events are devastating to the economy in the downtown Village area. Solution: Eliminate Saturday events and avoid events during peak business seasons. Sunday events only. 4. Problem: Require that permit applications be complete and in full detail and address all of the factors identified in Municipal Code 8.17040(b), page 242. Solution: Event promoter should provide maps, start time, finish time, plans to secure parking lots for business and churches. 5. Problem: Ensure that there is a North, South, East and West street access to businesses, residences and churches on events occurring on Sundays. Solution: State, Roosevelt, Jefferson, Pine and Carlsbad Village Drive should be left open; refer to maps for details. 6. Problem: Solution: application. No enforcement of start and fkish times. Ensure the events are terminated in accordance with the permit 7. Problem: No advertising and promotion of the downtown Village. Solution: A minimum of $2,000 or 5% of Special Event gross revenue (whichever is greater) to be paid to the Carlsbad Village Business Association to promote the Village. 8. Problem: Church members cannot find parking and merchant customers also cannot find parking when individuals participating in the special events are taking up the downtown parking. Solution: For events with 12,000 spectator or participants or more, the promoter will provide and pay for stafIing to protect private parking areas so churchs and merchants will have parking available. 9. Problem: Merchants and residence are not aware of special events until days of the event. Solution: A Master Calendar of ail Special Events will be completed and available for public review by November 1 for each succeeding calendar year. 10. Problem: All members of the Special Events Committee will review and critique each event within ten ( 10) working days after its occurrence. Solution: Checking with merchants, residences and churches for any problems. * -< 3, e h Page 3 We are submitting two (2) maps, one (1) for the Carlsbad 5000 and one (1) for the San Diego Marathon. These simplify and greatly reduce the negative impact put on the Village area. By sending a copy of this letter to the City Manager and City Attorney, we are requesting that this item be placed on the City Council’s Agenda for the earliest meeting available. If these suggestions can be adopted, particularly participation in the Special Events Committee activities, we believe the need for any further work by this committee or one more formally appointed would be unnecessary. Thank you for your attention and we look forward to working with the City staff and others to effect these positive changes. Sincerely yours, Louise Manganelli Enclosures: Two (2) Maps Chapter 8.17 Special Event Permit of the Carlsbad Municipal Code - 2 pages Cc (w/enclosures): Carlsbad Village Business Association Ron Ball, City Attorney Ray Packite, City Manager P 8.17.060 817.070 817.080 817.090 a17mo 817.110 8.17.120 817.130 . 8J7.140 8.17.150 817.160 8.17.170 Chapter 817 SPECIAL EVENT PERMIF Special event defined.. Permit required. InWfkence with special event. special events committee, Pennit application fh special event. . Procedure fix processing special event permit application. Pernrit-Notice of granting or &USd. special event calendar. Surety and insuran~ Staff and equipment cost I-ttCOvm. Reconsideration of application. Submission of alternate upon denial. Consideration of late application. Suspension or revocation of -. Authority. Penalties tir violation. Severability. l *biroay:onk 126l~md6043. 8.17.010 Special eveut defined. %pt3c&d event? means any organked activky, in&ding, but not limited to amusemart attraaions, athletic Walt& cadfak -9 fJoncms, public a, exhibitionS, exhibits, fairs, fimmks dis- plays, fundraising eve man&on runs, parade% rodeos, SidewaIk sales, surfing meets or contest6 runn&eventsincMing1OKruns,tmdeshows, u&o= walk&mm or any other events (not ~~ormbtfd)whicbresults inorrequiresany modificationt0trafiiCflowpattemsOrbraffiC~- 8.17.010 ingreguhitiorlsorwhemtheexpected~ exceeds one thousand people. The location for events‘ where movement is invoWd inchrdes its assembly area, route and dispersing area ‘special event” does not include activities at parks or recm- anon facilities, libraries or other centers for which a specific permit process or facilities use regulations exist. When the special event involves activity whichispmtectedbytheFirstAmendmenttothe U.S. Constitution or Article I, Section 2 of the Cali- fornia Constitution then only the defmite objective guidelines of this chapter and any other chapter of this code applicable to the special event shall apply Whidlstandards~: (1) The conduct of the special event will not substantially intexmpt the safk and orderly move- ment of other traffic contiguous to its locatiom (2) The conduct of the special event will not rapire the diversion of so great a number of police officersofthecitytoproperlypolicethelocation andtheareascontiguoustheretoastopreventthe normal police protection to the ciQq (3) The conduct of such special event will not requixe the diversion of so great a number of ambu- lances as to prevent normal ambulance service to portionsofthecityotherthanthattobeoccupied bytheproposed location and areas contiguous there- to; (4)Tlleconductofthespecialevt!ntwihnot interfen with the movement of firesghting equip ment en route to a fire or v@h.other proper fire protection of areas contiguous to such locations; (5) The conduct of the special event is not rea- sonably likely to cause injury to persons or property, to provoke disorderly conduct or create a . (6) The ‘special evemt where movement is in- volved is scheduled to move from its point of origin to its point of termination expeditiously and without unreasonable delays em route; (7)lhespecialeventisnottobeheldforthe sole purpose of advertising any produc& goods or event, and is not designed to be held purely for pmfi~(Ord. NS-56 9 4(patt), 1989) -8.17.020 8.17.020 Permit required. No person or entity shall organ@ sponsor, pro- mote, produce, direct, condud, manage, institute or carry on any special event without first obtaming a pennitfromthecity.Apermitisrequiredifthe applicant desires to reserve snd preempt public use of a portion of public property for a temporary period. No person or entity shah promote, advertise, encourage or solicit attendance or othenvise partici- pate in any way in a special event for which no pexmit had been issued, or for which such permit has been suspended or revoked. (Ord. NS-56 8 4 @art), 198% 8.17.030 Interference with special tweak No person or entity shall knowingly join or par- ticipate in any special event in violation of any of the terms, conditions or regulations of the permit issued therefor, or knowingly join or participate in any special event without the consent and over the objection of the permittee, or in auy manner inter- fere with the orderiy conduct of such event (OnI. M-56 B 4 (part), 1989) 8.17.040 special eventscomlnittee. A special events committee shall be formed as follows: (a) There is established a special events commit- tee composed of the assistant city manager, cornmu- nity development director, public works director, fire chief, police chief and risk manager or their designated representatives. The police chief or his designated represemauveshah chairthe committee. (b) The special eventscommittee is charged with making recommendatkms to thecity manager re- garding the approval of an application for a special events permit. The factors which the special events committee shah consider before making a recom- mendationare:thesaMyoftheevenkthenumber ofeventsheidinthesameama,thevalueofthe eventtoamaresidentsand~,theinconve- niencetoarearesideasssndbusinessesnotpartjd- patinginthcevent,thedh@htopublictransit andtrafiicflow,theabiliofthecitytoadequately stafftheever&andotherimpactsarisingfiomthe (cubbd II+@ 242 special event considered necessary and appropriate in the opinion of the committee. (Ord. NS-452 8 1, 1998: Ord. NS-56 5 4 @art), 1989) 8J7.050 Permit application for special event. (a) Applications for a permit to hold a special event shall be made on forms provided by the city and approved by the special event committee. (1) A traffic connol plan consistent with Califor- nia Department of Transportation star&n& must be submitted with any application which involves any traffic or parking variances. This plan shall in&de the location of all traffic control personnel and a description of theiitraining. (2) The application shall corm&r all other infbr- mation specified by the special event committee. (b) An application for a permit for a special event shah be fled with the chief of police not less than sixty days before the date proposed for holding a special event This time limit shall be waived when the application involves exercise of federal or state constitutionally guaranteed rights. (1) Events which require approval liom other jurisdictions or authorities will require concurrent application, review and approval. (2) Applications for a special event permit may not be filed prior to October 1st of the year pmced- ing the event Applications for a permit received between November 1st and November 30th will be reviewed in compliance with Section 8.17.080 of this chapter., (c) Applications fbr a special event permit shah be accompanied by a non&undable processing fee of twenty-five dollars.- (d) Events sponsored by the city shah beexempt fromthep~fee.Appkntsseekinganyfee or deposit varianceshall make a written request at the time the application is filed. The request for fee variance shah include. .4lI~llS~ . -. 1000 TO: FROLI: RE: hIa>.or ien.is COULI~ \lembers Ci&&$Tnager AAgenda Item = 11 ASe nda (t1111 -.--- \Ve h3i.e received a TLone call from the 1Yllage Business .I\ssociation requesting a postponLL- =-=nt of -Agenda Item 711 regarding their Presentation on the Possible Amendments to the Special Events Ordinance. We n-iii schedule this item for September 19. 2000 to allow this group to be prepared. cc: CiI!. Attome! City Clerk SEP-12-2000 12:49 PM DIFSNE AND LARRYlSCHEER 760 967 9010 - Carlsbad Village Business Association (CVBA) P. 0. Box 1460 Carlsbad, CA 920 18 Web: http:&ww.cvba.com (760) 433-5598 September 12,200O City of Carlsbad Ofice of City Manager Attn: Joe Garuba 1200 C&bad Village Drive Carlsbad, CA 92008 Dear Mr. Garuba, The C&bad Village Business Association is requesting a date, at your earliest convenience, to present recommendations from our Special Events Committee to the City Council. Thank you for your help in scheduling this presentation. P-01 Diane Scheer U’b&r Sign:@ HZ %r t Pd. &%&Lay ‘b&4 St: Lr.*m ?b b&m sip:@ B’met S3nQltna tn E% ta-e &% / f I qcws 25 brtvwap*z4m Ji?4 w ’ _‘_” ’ NC.?6 z : 3 M;, r-4 s4fie tis SD 0 = tra4’fr.L LClllY t PbUd mid- Datwcu\ edqc ad untt-of rG.m$ an (Q88Y IJn es, kScn F. aauph*ts- - - -.--- ‘h Mar. Carlsbad Vi llage Business Assoc (Cv=Y P. 0. Box 1460 Carlsbad, CA 92018 Web: http://www.cvba.com (760) 433-5598 September 27,200O Mayor Lewis and Members of the City Council City Hall 1200 Carlsbad Village Drive Carlsbad, CA 92008 Au Rf#%iV@-Aganda kc&n 8 232 For the Information of the: CITY COUNCIL AsSLafLCAJQC~ Date1 0 4 City *a$ Dear Mayor and Council Members, Last April, a group of business owners in the Village brought to your attention the need for some changes in the way special events are structured in the core area of the Village. When the economy was poor, the merchants in the Village asked for special events in the hope that they would bring shoppers into their stores. Over the years, the success of these events has created problems of traffic circulation and parking conflicts in privately owned lots. Following the suggestion of Mayor Lewis, the CVBA appointed a committee which is made up of four business owners - Steve Oggel, Neiman’s - Sharon McAnally, Don’s Country Kitchen - Richard Jones, Carlsbad Self Service Car Wash - Louise Manganelli, Village Natural Foods, and Dave Price, a member of Carlsbad Community Church. After having several meetings, the committee came up with suggestions for alleviating some problems that are associated with some or all of the events. The committee has met with city staff and sponsors of some events and the feeling is that most of the problems can be lessened or eliminated. The CVBA appreciates your courtesy and time in addressing issues that affect the business owners in the Village. Sincerely, Diane Scheer Executive Director September 26,200O Just to notify you that there have been some changes made to the original Draft Letter. We have clarified the proposed Solution in No. 2 and eliminated No. 7. The CVBA Board and the Special Events Committee have agreed upon verbally with Elite Racing, at a recent meeting, that if they make the changes that they propose in the Carlsbad 5000 for Kids and the protection of our Churches parking lots, we will have solved several problems. At this time we do not have an approved map. Special Events Committee September 2 1,200O The Mayor and City Council City of Carlsbad 1200 Carlsbad Village Drive Carlsbad, CA 92008 RE: Special Events in Carlsbad Village Dear Mayor Lewis and Council Members: The undersigned constitute the Committee that was formed at the recommendation of the Council for the purpose of proposing changes to the presentation of special events in the Village of Carlsbad. At present, those events are governed by the Special Event Permit Procedure outlined at Chapter 8.17 et seq. Of the Carlsbad Municipal Code (copy attached). This Committee represents the residents, businesses, property owners and churches that are involved in the Village of Carlsbad. Although the nine-(g) events that are presently scheduled are deemed generally to be positive, they have several negative impacts. The principal negative impact is the closure of streets and the prevention of citizen’s access to residences, businesses and churches. Many businesses and all churches depend heavily on activities on Sundays. In addition, many interested parties believe that some of the events have gotten to a size that are uncontrollable. Accordingly, the Committee has met on numerous occasions and respectfully makes the following suggestions. These suggestions are as follows: 1. Problem: Currently only City officials are represented on the Special Events Committee to make street closure decisions. No one working, living or owning a business in the affected downtown Village is being represented or considered on these important decisions. Solution: Adding some representatives from the Village churches and merchants to the Special Events committee established in Municipal Code 8.17.040, Page 242, would give representation from the area in the Vihage being greatly affected. 2. Problem: Having more than 9 events in the downtown Village area create a negative financial impact. Solution: We ask that if a “Sponsor” decides to drop an event, that no new event be scheduled to replace it, and that the reduction to a maximum of six events occurs by attrition. Page 2 3. Problem: Saturday events are devastating to the economy in the downtown Village area. Solution: Eliminate Saturday events and avoid events during peak business seasons. Sunday events only. 4. Problem: Require that permit applications be complete and in full detail and address all of the factors identified in Municipal Code 8.17040(b), page 242. Solution: Event promoter should provide maps, start time, finish time, plans to secure parking lots for business and churches. 5. Problem: Ensure that there is a North, South, East and West street access to businesses, residences and churches on events occurring on Sundays. Solution: State, Roosevelt, Jefferson, Pine and Carlsbad Village Drive should be left open; refer to maps for details. 6. Problem: No enforcement of start and finish times. Solution: Ensure the events are terminated in accordance with the permit application. . 7. 8. Problem: Church members cannot find parking and merchant customers also cannot fmd parking when individuals participating in the special events are taking up the downtown parking. Solution: For events with 12,000 spectator or participants or more, the promoter will provide and pay for staffing to protect private parking areas so churches and merchants will have parking available. 9. Problem: Merchants and residence are not aware of special events until days of the event. Solution: A Master Calendar of all Special Events will be completed and available for public review by November 1 for each succeeding calendar year. 10. Problem: All members of the Special Events Committee will review and critique each event within ten (10) working days after its occurrence. Solution: Checking with merchants, residences and churches for any problems. - Page t We are submitting two (2) maps, one (1) for the Carlsbad 5000 and one (1) for the San Diego Marathon. These simplify and greatly reduce the negative impact put on the Village area. By sending a copy of this letter to the City Manager and City Attorney, we are requesting that this item be placed on the City Council’s Agenda for the earliest meeting available. If these suggestions can be adopted, particularly participation in the Special Events Committee activities, we believe the need for any further work by this committee or one more formally appointed would be unnecessary. Thank you for your attention and we look forward to working with the City staff and others to effect these positive changes. Sincerely yours, , i&&.i-: j,- /a: Ldc:i& David Price 7 9 &9g il”, Louise Manganelli Enclosures: Two (2) Maps Chapter 8.17 Special Event Permit of the Carlsbad Municipal Code -- 2 pages Cc (w/enclosures): Carlsbad Village Business Association Ron Ball, City Attorney Ray Pachette, City Manager Sedions: 8.17.010 ?u7320 817.030 8J7.040 8.17.050 817.060 8J7.070 817.080 817.090 a17.100 ai7.110 ai7.120 ai7.m 817.140 ai7.150 ai7.160 817.170 Chrpter a17 SPECIALEVENT . PERMIT Special evemt defined. Permit required. IntedWnce with special event. special events co- Permit application for special evenL Procedure for pnrcessing special event permit applicati~ Pemit4Uotice of granting or special eve!mt calendar. Surety and insurane staff and equipment aBst -=JY. Reconsidemtion of appliation. Submit&m of alternate upon denial. Consideration of late application. Suspension or revocation of P-c Authority. Penalties Ibr violation. Severability. l priahirroy:old&1261md6043. 817.010 specirl event defined “special t3fexf means any organized activ&, includirrg,butn0tlimited0amusau~aUra&ms, athletic events, cami* -=sw fixmats. prrbuc (.iame& exhibitious, cxhibl~. fail& elewolks dis- plays, hndrais& evaI& marathoarrms,parades, rodeos,sidcwalksalts,sllrfingmeeeSar~, Naning events illdud@ IOK nms$ tlxle shows, . triathlons, walkabm or any other malts (not ~~tJiHemd)wllichrcsllltsinorreqrrirtsany B modifhticm to traffic flow pttems or traffic pa&- 8.17.010 ing regulations or where the qxcted atrahmx excec!dsonethowmdpeople.Thelocationfor evcms when movancut is involved includes its assembly ~~t8, routi and dispe&g area. “special cvaf’docsnotinc1udeactivitisatparksorrecre- ation facilities, libraries or otkr enters fix which aspccificpcnuitp orfacilitiesuseregulations exist wlml the special cvf!alt involves activity wllichlspIlotectedbytbePixstAmaldmellttotilc U.S. C0ns&.ution or Axticle I, Section 2 of the Cali- farnia Constitution then only the definite objective gui&lincs of this chapter and any other dqter of tlliswdeapplicabletothcspecialcvcrltshallapp1y Whidl-UC: (1)lIKxmdu~0fulcspbcialcvaltwillnot substantiallyintcmqtthcsakandor&rlymove- maxt of oliertniffic wntiguous 60 its locat& (2)ThccOnd~ofthespecialcv~willnot rcquiethcdivusionofsogrcatanumkofpo1icc ofkegs of UE city to properly police the loca¶ion andtbcarc!ascontigwusllle~astoplrMrenttht n0nnalpoliceprotcdiOntotbecity; (3)Thcconductofsuchspecialcv~willnOt requ&thcdiversiOnofs0gmatanumbcrofambu- 1i3llCCSZiStOpnventIlOHlUll~bUlaIlWSC~CCtO portionsofthccityotlK!xthanffiattobcocalpied bythcpropOsedlocationandareascontiguoustkc- to; (4)Thecondndoftfiespecialcv~willnot interfere with the movcmtnt of fuefi@ting equip- mentcnr0utet0afireor.with’otherpx0pcrfirc pro~onofarcascoatigtroostosuchlOcat.ions; (!5)Theconduct0ftheqccialevcntisnotrca- sonab1ylikdymcauscinjurytopcrsonsorproperty, topr0vokcdisofderlyconductorcxcaka . (6) Tbe’special eva& whae movement is in- volved is scheduled to move from its point of origin to its point of termination cxpcditious1y and without unreasonable delays en ro\lte; QThcspecialevaktisnottobchclclforthc sole purpose of advertising any pxtxlucC goods or eva&andisnotdcsigfWtobehcldpwelyfor profit (ONI. NS-56 0 4 (part), 1989) 8.17.020 - - 8.17.020 Permit required No person or entity shall organi% sponsor, pro- mote, produce, direcG Condllct, manage, institute or carryonanyspecialeveatwithoutfirstobtaiWga pennitikomthecity.Apermitisxequindifthe applicant desires to rese~c and preempt public use of a portion of public property for a tanporary period. No person or entity shall promote, advertise, encourage or solicit aU&ance or otherwise par&i& pateinanywayinaspecialeventforwhichnc pamit had heen lssud or for which such permit hasbeentsuspededorrevo3red((Oni.NS-S6#4 @art), 1989) 8.17.030 IntedereIMX with special event. No person or entity shall howingly join or par- ticipate in any special event in violation of any of the km conditions or ngulations of the pennit issued the&or, or hmwWyj0in or participate in anyspecialeventwithouttkconsaltandoverthe objection of the permittee, Or in any manner inkr- fexe with the oxderly condti of such event. (OId NS-56 Q 4 @art), 1989) 8.17.040 Specidevents committee. Aspecialeventscommitteesballbeformedas follows: (a) mre is established a special events commit- teecomposedoftheaSsistantcitymanager,commu- nity dcvelopmmt director, public works dhctor, fire chief, police chief and xisk manager or their designated qmsenb&ves. ‘2be police chief or his designated mveshall chair&e committee. (b) Tbespecialeventsawmitkcis~edwitb makingrecommendatioxBbthecitymanagerre- gardingtheapprovalofauapplicationforaspecial CVWtSpCllllit~factorsWhi~thCSpeCi.alWUltS commi&e shall consider before makiqg a recom- mendationare:thesafetyoftheevaIGthemunk ofeventsheldinthesameareqthevalueofthe eventtoarwxesikn&aud~thein#arva llialcctoarearesidentsgd-noted- patingintbeev&thedisnrpciontopublictransit andtrafficfhnv,theabiliioftkcitytoadequaWy stafftbeev~and~hpactsalisingfIlomthe speciai evelltwllsidered llewsmy andappropriak intheopinionofthc committee. (Oni NM52 5 1, 1998: Ord. NS-S6 9 4 (part), 1989) 817.050 Pemit application for special event. (a) Applications for a pexmit to hold a special event shall be made on forms provided by the city and approved by the special event committee. (1) A trafW contml plan consistent with Califor- niaDepartmentofTmnqorWonstand&smustbe submitted with any application which involves any traffic or paking variances. This plan shall include thelocationofalltrafficcontrolpezsonnelanda descliptionoftbeir~ (2) The appblia shall contain all other inhr- mation specified by the special event committee. (b) An appliion for a permit for a special eventshallbefiledwiththechiefofpolicenotless thansixty~ysbeforethedateplloposedforholding aspecialeva&Thistimelimitshallbewaived when the application involves exacise offederalor state constibltionally gWuanWd rights. (1) Events which qllire approval from other jurisdictions or authc&ies will xequire m applicati~ xeview and approval. (2) Applications for a special event permit may notbefiledpriortooctoberlstoftheyearpIeced- ing the event. AppUations for a permit xeceived between Nwember 1st and November 30th will be reviewed in compliance with Section 8.17.080 of this chapter, (c) Applications tir a special event permit shall beaccompaniedbyanomhndableprocessingfee of twenty-five dollars. (d) Events sponsored by the city shall be exempt fmmtheprocahgfee.Ap~ii~seddnganyfee ordepositvaxianceshallmakeawri~requcstat the time the application is filed The request for fee variance shall hhlde ccubbd 11-00 242 _---_.- ----- .+SLlG&E Plant --A------__ -__._- +$@?J- -.-- - & 2- GIR R 1 A@? / kQ>- : :.’ :., . :, ‘. : -. - - -- -..e. -- .-.-.- - ,5w.- -.- - - -- _- ‘5 So&g 2: PLANT .’ i . ..‘. II I 3-m16,zom (alp not +e sraiej <g,- --- - / - * a i P’ t 25’&f&sign _A Bi’ laliukr edqc Bt CurndrmF b&AtLW 45, Grml twetv B cm-3 .s 7MMwaq?rM, criwenefi ’ ?& 2+7’oQS+ b&V 5 FE r &&J~bttb- *iw ~cT*gn~p _~_ -_&-_--I- --- hi@?5 : M: -4 $QCd ,.\ t 17?"/2 Y*' .-. . \ \ s; ./- nwRo,te w ct.awp 09 Qo& - All Receive For the Information of the: CITY COUNCIL CARLSBAD CIRCULATION SYSTQ$(!i;~m$f& SELECTED PROJECTS Cannon Road 0 LEGOIAND Drive to Faraday Avenue - one lane each direction completed August 2000. Ail construction completed December 2000. $19,324,000 construction cost from LEGOLAND Drive to El Camino Real. l Faraday Avenue to El Camino Real - tentative completion late 2001. Coastal Commission issues need to be resolved and if not resolved, completion date will change with new date unknown at this time. l Reach : 3, El Camino Real to future College Boulevard. Construction by developer, tentative completion 2002-2005. Construction estimate $9,200,000. l Reach 4, future College Boulevard to east city Urnit. Completion estimated in 5-10 years. Funding, right-of-way, environmental issues and design need to be completed. $11 ,OOO,OOO Faradav Avenue l Cannon Road to current terminus of Faraday Avenue located westerly of College Boulevard is Under construction. Completion August 2000. Con&&ion cost $5,500,000. l From Orion Street to Melrose Drive in Vista. Funding must be secured. Construction may be completed in three years to five years. Construction cost estimate $1 O,OOO,OOO. l Cartsbad Village Drive to future Cannon Road will be built by McMillan Company. EIR is being processed. Road is tentatively scheduled to be completed 2002. Construction estimate $17,000,000 for College/Cannon. l Cannon Road to El Camino, Real constructed by private development. Construction start three to five years. $8,500,000 l Barricade on Coll8ge Boulevard north of Tamarack Avenue will be removed when the College/Cannon connection to El Camino Real is completed or as otherwise determined by the City Council. Palomar Airport Road 0 Eastbound Number 3 lane to be COnstrwt8d from El Camino Real to Melrose Drive. Additional eastbound left-turn lane to be constructed at El Fuerte Street. Construction started May 2000. Completion January 2001. Construction cost estimate $1,009,156. Poinsettia Lane l Missing segments betw88n Aviara Parkway and El Camino Real in various stages of design, environmental assessment and obtaining financing. 0 Reach C, Blackrail Road to Zone 19 start construction by 2005 due to financing issues. Construction estimate $2,291,000. 0 Reach E, east of Cassia Road to Lohf Property start construction by 2005 due to financing issues. l Reaches F and G, across Lohf property and continuing to El Camino Real, tentative completion of construction Summer 2001. 0 Reaches E, F, and G construction cost estimate $?,487,000. Ranch0 Santa Fe Road 0 Phase I, La Costa AvenU8 to approximately Questhaven Road. Start construction 2001. Construction cost estimate $18,771,500. l Phase 2, approximately Questhaven Road to Melrose Drive. Start construction 2001. Construction cost estimate $11,524,000. l Ranch0 Santa Fe south, Qlivenhain Road to south city limit. Private d8v8lOpm8nt to construct. Construction 2001-2002. Construction estimate $3,109,000. Mehs8 Drive l Palomar Airport Road to south city limit of Vista. Construction by private development. Estimated construction completion in three to five years. $5,000,000 CITY OF CARLSBAD GRANT FUNDING CIRCULATION PROJECT SUMMARY The following is a list of City projects which will receive Federal funds: ,, .: PROJECT ‘. :, ; I. Ranch0 Santa Fe Road Realignment AMOUNT SOURCE $2,000,000 STP Regional $2,250,000 TEA-21 High Priority $5,821,600 HBRR Melrose Drive $3,000,000 STP Regional Coastal Rail Trail $5,824,000 CMAQ $600,000 TEA @I,51 3,500 TEA-21 Pavement Management $893,159 STP CVD Signal Timin -TOTAL;:, ‘+fl’:& ’ $12,000 CMAQ i : ” ,^ : :f $16,090;259 September 29,200O MEMORANDUM FROM: Sgt. Kelly J. Cain For the Information of the: CITY COUNCIL, Asst.C~C~C~ Date IO- tCity Manage iziL2 TO: City Council RE: City Council Briefing - Special Events Committee and the Advisory Citizen’s Group VIA: Chain Of Command BACKGROUND: Merchants and business owners, particularly in the Village area, have expressed concerns and complaints regarding the issuance of Special Event permits allowing the closure of streets and the alteration of parking in their immediate neighborhoods. Over the past several months, the City Staff responsible for the examination and issuance of Special Event Permits have been dealing with the merchants in an attempt to examine their concerns and find reasonable middle ground, which would both allow the issuance of events and the ability to possibly adopt or amend them to better serve the merchants. a On February 24, 2000, City Staff members from Police, Engineering, Housing and Redevelopment and the Manager’s Office met with members of the Village businesses at a meeting which had been orchestrated by Lori Rosenstein . At this meeting, we discussed the procedures for the Committee’s approval or disapproval of permits, we received information from the merchants and we, as City Staff, generally opened a more effective dialogue with the merchants. cl April 4, 2000, Members of the Carlsbad Village Business Association (C.V.B.A.) provide comment to the City Council at the weekly Council meeting. At this event, the C.V.B.A. gave a letter to the Mayor and Council outlining their concerns and possible recommendations. They agreed, as a group, that the “events benefit the City as a whole and the Village for some specific businesses.” Also, they concluded “one kind ( of event) benefits one kind of business and hurt others financially.” Recommendations were; 1. All promoters meet with a C.V.B.A. committee at least 60 days prior to each event. 2. No new, two day street closure events. 3. No new Saturday events. 4. No more than one closure a month. 5. 5% of gross receipts to C.V.B.A. for Promotional Fund. At this Council meeting, the Mayor agreed that there may be a need for a Citizen’s advisory committee, but the formal agenda was not introduced and the details were not announced. a April 6,2000, Members of the C.V.B.A. addressed a letter to my of&e, indicating that they had formed a committee, “ . ..as directed by the Mayor”. This committee would be comprised of five members of their group and would make recommendations to the CityofCarlsbad, through my office. o June 21, 2000. The first draft of the recommendations from the C.V.B.A. group was dropped off at the Police Department and copied to the Mayor and Council. In brief synopsis, the listing called for; 1. Add representatives from the merchants and churches to the cities Special Events Committee. 2. Limit 6 events annually in the downtown Village area. 3. Eliminate Saturday events. 4. Provide maps, parking plans, route plans, etc., to businesses and churches. 5. Maintain open roadways, particularly State, Roosevelt, Jefferson, Pine and Carlsbad Village Dr. 6. Terminate events at specified time. 7. 5% Gross revenue sharing with C.V.B.A. 8. Promoter pay for staffing to protect interests of private property owners. 9. Master Calendar of Special Events. 10. Provide review and critique to merchants and businesses. P August 1, 2000, The City Manager and I met with the C.V.B.A. group and the above listed requests were examined. The Manager went through the list, specifically addressing each item and the process by which the C.V.B.A. had developed them. The Manager was direct with the group, telling them that they were not the ‘designated’ group which the Mayor and Council had called for at the prior Council meeting and told them that that group would have to be selected through the agenda process. Q September 21, 2000, I received a copy of the updated list of concerns and comments from the C.V.B.A. As the chair of the Special Events Committee, I would like to address the issues described within the letter and provide a feedback to the Council regarding how the staff develops and processes the permits. To begin with, the first paragraph details that the C.V.B.A. committee was formed at the recommendation of the Council.. .this issue has already been addressed in this document and it is still up to the Mayor and Council to form the advisory group through the agenda bill process. I have advised the members of the C.V.B.A. and other city Staff that I regard these comments as I would any other concerns or inquiries from a citizen of Carlsbad. The second paragraph continues with the declaration that the C.V.B.A. “ represents the residents, businesses, property owners and churches that are involved in the Village of Carlsbad.” I would have to argue that this is a very sweeping generalization. The paragraph also adds that the “ principal negative impact is the closure of streets and the prevention of citizen’s access to residences, businesses and churches.” During the past two years, I have handled all of the Special Events permits and we have NEVER denied access to businesses, citizens, or church-goers. Granted, some may assume that they have no access, due to barricades, road closures, etc., but the events are always planned so that the pedestrian and vehicular traffic can be metered in and out of the course. During the marathon, the 5000 and the Street Faire, the areas become congested and traffic does become difficult, however, we instruct the officers and volunteers to hold persons at the barricades and let them into the venue for businesses, residential access, etc. when the event allows for it. During this year’s marathon, I gave my personal cell phone number to a number of merchants and instructed them that the course could be negotiated when the officers working the event felt they could move vehicles on it safely. I received 4 telephone calls during the race, all from the same merchant. All of the calls dealt with vehicles not being able to access the north/south route across Grand Ave., but when the officers at the scene were asked, they advised that they instructed vehicles to wait for a proper crossing and the vehicles chose to leave. All of the road closure event sponsors are required to provide closure information to the affected areas, business or residential. Marathon personnel provide door hangers prior to the event and in the past two years, I have received one complaint from a resident who resides along the route and this complaint was based upon misinformation that a race volunteer had disseminated. Now to address the listed recommendations. 1. Adding some representatives from the Village churches and merchants to the Special Events committee. This recommendation is troubling to me, as I have witnessed that the merchants have little ability to agree among themselves, let alone on a committee involving various interests. From the organizational standpoint, I would feel that the merchants would not evaluate the interests of the hotels, restaurants, tourist destinations, etc. which gain positive revenues from the events. Finally, the City Staff is best suited, as experts in their respective fields, to review and discuss the liability, safety, value, inconvenience, accessibility, etc. of each particular event from an overall standpoint. 2. Maximum of 6 events to occur by attrition. In discussing this issue as a City Staff, we have been reminded that the City Attorney’s office that the issuance of Special Events may sometimes fall under certain parameters of the first amendment’s guarantee of free speech and social comment. I would continue to argue that each event needs to be evaluated on it’s own merit. Indeed, in the last two years, we have added the Arts & Crafts Bazaar at the request of the C.V.B.A., which seems contradictory to the assertion that there are too many. During the meeting with the Manager, the C.V.B.A. could not divulge the formula or process by which they argued for ‘6’ events. When pressed, they said that they had ‘picked’ the number. 3. Saturday events are devastating to the economy in the downtown area. Currently, the only Saturday road closure is the Carlsbad 5000, which closes traffic until around 1100 or 1200 a.m. At the onset of our conversations with the merchants, we installed a ‘moratorium’, informally, as a Committee and do not allow the processing of any Saturday events in the Village. 4. Require that the permits are ‘in full detail’. Promoters do currently provide maps, start ‘. times, finish times, parking plans, etc. During the course of the road closure for the past marathon and 5000, I personally delivered the route maps to merchants who requested the information. I provided information to the businesses along State, indicating that their parking and handi-capped zones could still be accessed through the barricades, as the events allowed. 5. Ensure access to businesses, churches and residences. As previously mentioned, we do not prevent any person from accessing their homes or businesses. The safe flow of - events is of primary concern and pedestrians and vehicles may be effected by waiting periods, but access is available. 6. No enforcement of start/finish times. The majority of events which I have dealt with have been extremely punctual. For those events where the roadway is not opened in a timely manner, there have been citations issued by officers for lack of responsiveness. For the most part, I would find sponsors reasonable and accommodating. Occasionally, events may provide an exceptional reason why the road could not be opened, as in the world record 5000 meter run turned in this year at the Carlsbad 5000, but these exceptions are dealt with in a reasonable manner by the event staff and the Police on scene. 7. Omitted. 8. Merchant and church parking is taken by participants. This recommendation requests that events of 12, 000 or more should provide staffing for private lots. During the course of these events, private parties are directed by City staff and through the vehicle codes that they may enforce their own property rights, provided that the property is properly signed. I would remind the staff that the marathon and the street faires both provide plentiful off-site parking for their events. 9. Merchants and residences are not aware of special events. Currently, the only events which are closing city streets are annual events, Sponsors are required, as previously noted, to notify residential areas and businesses along the affected areas. The sponsor of the Antique Faire went so far as to walk the entire closure area and personally notify the merchants and businesses. 10. Special Events review and critique. This is an on-going and cumulative process. I have solicited input from merchants and businesses before, during and after events and feel that the staff has moved toward resolution of some of the difficulties. SUMMARY As City Staff, we have moved in the right direction. At the meeting with the merchants in February, we learned, first hand, that the merchants were not organized, nor in agreement. Indeed, the interests of the antique dealers were not the same as the interests of the restaurants, nor were those the interests of the hotels/motels, etc. I would agree with the C.V.B.A. that the events have positive and negative impacts from business to business. Since the dialogues began, we have amended the route of the marathon, moving it out of the downtown area as much as possible. We have changed the traffic control plan of the La Dolce Vita, the fundraiser, to accommodate the ingress/egress of a merchant and customers on Roosevelt. We have no longer accepted any applications for events in the downtown area, nor have we allowed any more Saturday road closures. We have also began to see more of the event sponsors, such as the Elite Racing personnel ( who coordinate the 5000) attending business meetings and groups to discuss impacts. I have learned that the 5000 is now considering the movement of the children’s races to attempt to accommodate the merchants more fully. I would welcome an advisory panel of citizen’s and merchants, but would feel that the permitting process would be more effectively coordinated by staff members if the comments and suggestions were solicited from members of the entire community of Carlsbad. I would hesitiate to establish a group solely from the Village area, as I feel a number of other interests are not met through their commentary. As previously noted, by the C.V.B.A. and Staff, their interests are difficult to agree upon. September 26,200O TO: CITY MANAGER FROM: HOUSING AND REDEVELOPMENT DIRECTOR REVISED REPORT ON SPECIAL EVENTS FROM THE VILLAGE BUSINESS ASSOCIATION Attached for your information please find a copy of the revised report from the Village Business Association’s Special Event Committee. This is the report to be presented to the City Council on October 3,200O. As I noted on the attached copy of the report, the most significant revision is related to the request to require 5% of the event proceeds to be given to the Village Business Association. This item has been entirely deleted from the report. The other revision relates to item #2 and the attempt by the Committee to clarify their request to limit the total number of events to be held within the Village on an annual basis. If you have any questions regarding the attached report, please contact my office at x2935. b . UNTAIN c: Police Department - Sgt. Cain Management Analyst - J. Garuba Management Analyst - L. Rosenstein . %ep-26-00 03:22P _- 760 7Tl 1186 P-01 Septr=mber 21? 2000 The Mayor and City Council City of Carl&ad 1200 Cadsbad Village Drive Carlsbad, CA 92008 . Cbswe OF St&= ‘1 even+ ” RE: Special Events in Carlsbad Village Dear Mayor Lewis and Council Members: The undersigned constitute the Committee that was formed at the recommendation of the Council for the purpose of proposing changes to the presentation of special events in the Village of Clarkbad. Al present, those events arc governed by the Special Event Permit Procedure outlined at Chapter 8.17 et seq. Of the C&bad Municipal Code (copy attached). This Committee represents the residents, businesses, property owners and churches that are involved in the Village of G&bad. Although the nine+) events that are presently scheduled are deemed generally to be positive, they have several negative impacts. The principal negative immt is the closure of streets and the prevention of citizen’s accc’ss to residences, businesses and churches. Many businesses and all churches depend heavily on activities on Sundays. In addition, many interested parties believe that some of the events have gotten to a size that are uncontrollable. Accordingly, the Committee has met on numerous occasions and respectllly makes the following suggestions. These suggestions are as follows: 1. Problem: Currently only City officials are represented on the Special events Committee to make street closure decisions. No one working, living or owning a business in the affected downtown Village is being represented or considered on these important decisions. Solution: Adding some representatives from the Village churches and merchants to the Special Events committee established in Municipal Code 8.17.040, Page 242, would give representation from the area in the Village being greatly affected. 2. Problem; Having more than 9 events in the downtown Village area create a negative financial impact. Solution: We ask that if a “Sponsor” decides to drdp an event, that no new event be scheduled to replace it, and that the reduction to a maximum of six events occurs by attrition. I I * ‘ Sap-26-00 03:22P - 760 -1 1186 P-02 3 . . Problem: Saturday events are devastating to the economy in the downtown Village area. sohltion; EIimirx& Saturday events and avoid evc3t.s during peak business seasons. Sunday events only. 4. Pddcm: Require that permit applications be complete and in full detail and address all of the factors identified in Municipal Code 8.17040(b), page 242. s01llti0n: Event promoter should provide maps, start time, finish time, plans to scctm pafking lots for business and chirches. 5. Problem: Ensure that there is a North, South, East and West street access to businesses, residences and churches on events occurring on Sundays. Solution: State, Roosevelt, I&&on, Pine and Carlsbad Village Drive should be lefl open; refkr to maps for details. 6. Problem: Solution: application. No enforcement of start and fSnish times. Ensure the events are terminated in accordance: with the permit 7. 8. Problem: Church members cannot find parking and merchant customers also cannot find parking when individuals participating in the special events are taking up the downtown parking. Solution: For events with 12,000 spectator or participants or more, the promoter will provide and pay for stafling to prot& private parking arcas so churches and merchants will have parking available. 9. Problem: Merchants and residence are not aware of special events until days of the event. Solulion: A Master Calendar of all Special Events will bc completed and availabJe for public rcviow by November 1 for each succeeding calendar year. 10. Problem; All members of the Special Events Committee will review and critique each event within ten (10) working days afbx its occurrence. solutiolK Checking with merchants, residences and churches Tar any problems. 1 •se~-z6-oo 03:221+ 760 m 1186 P-03 We are submitting two (2) maps, one (1) f’or the Carlsbad 5000 and one (1) for the San Diego Marathon. These simplify and greatly reduce the negative itupact put on the Village area. Ry sending a copy of this letter to the City Manager and City Attorney, we are requesting that this itetn be placed on the City Council’s Agenda for the earliest meeting available. Tf these suggestions can be adopted, particularly participation in the Special bents Committee activities, we believe the need for any further work by this conunittec or one more fmaily appointed would be unnecessary. Thank you for your attention and we look forward to working with the City staff and others to cffed these positive changes. Sincerely yours, I,ouise Manganelli +losures: Two (2) Maps Chapter 8.17 Special Event Pexmit of the Carlsbad Municipal Code - 2 pages cc (w/ellclosures): Carlsbad Village Business Association Ron Ball, City Attorney Ray Pachelte, City Manager - MEMORANDUM April 3,200O FROM: SGT. KELLY J. CAIN TO: SPECIAL EVENTS COMMITI’EE SUBJ: TOTAL LISTJNG OF SPECIAL EVENTS PERMITS, PROCESSED DURING CALENDAR YEAR, 1999 This list represents the total of those Special Events Permits which were submitted to the Carlsbad Special Events Committee for review. Listings are by month and date and include the expected participation by citizens / non- citizens, as estimated by the event organizer on the original application. 0 - In combining the total numbers of the anticipated spectators/participants of these events, I found that in excess of 398,000 persons would be drawn to the City of Carlsbad for these events, over the course of the year. 0 - In total, 44 permits were reviewed: 19 involved full or partial road closures and 10 of those involved the full or partial closure of ‘Village’ streets and/or Carlsbad Boulevard. ( Those events underlined have partial or complete road closure on their route.) January- l 16* & lrh, San Diego Marathon. Saturday and Sunday. Expected draw 12, 000 over the two day period. February- l Znd-2Sti, World Golf Championships. Monday through Sunday event at La Costa Resort. Estimated attendance over the week, 80,000. March- l 6*, Carlsbad Youth Baseball Opening Day, Saturday. Poinsettia Park. 1,500 estimated in attendance. l 19420*, Iegoland Grand Opening, Official Ceremonies. Friday and Saturday. 56,000 guests anticipated each day. l 2O*, Pinnfund Multinle Sclerosis Walk, Saturday. Cannon Park through flower fields area. 1,500 walkers anticipated. Partial closure of Cannon Road, near Carlsbad Boulevard. -. l 2p & 28*, Carlsbad 5000. Saturday and Sunday. Village area and Carlsbad Boulevard. Estimated attendance for Saturday / Sunday, 10 and 15,000, participants and spectators. April- l lo*, Olivenhain Municinal Water District, 40* Anniversarv. Olivenhain and Ranch0 Santa Fe Roads. Saturday. Partial lane closure of transition lane. Estimated attendance, 200. l 24*, March of Dimes, Walkamerica. Saturday. Legoland Lot. 2,500 walkers estimated in attendance. May- * 2”, Carlsbad Villape Faire. Sunday. Village area. Estimated annual attendance, 60- 70,000. l 8*, Skate Park Dedication. Saturday. Orion Way, adjacent to the Safety Center. Anticipated 2,000 participants. Partial closure of Orion Way. J une- lth-13&, Seabreeze Softball Tournament. Friday through Sunday. Calaveras Community Park. 1,000 + participants and spectators. l2&, VW Festival. Eagle One parking lot, Landau Court. Saturday. 150-200 entrants expected. Granted Minor Special Event Permit by Planning/Building. lrh, Carlsbad High School, Grad. Night. Thursday. Calaveras Park. Estimated attendance at 90% of graduating class, or 520 students. l@‘, La Costa Canyon High School, Grad. Night. Friday. La Costa Canyon High School. Also estimated attendance at 500 +. 259 through August 28 *. T.G.I.F. Jazz in the Park Concert Series. Friday afternoons, various locations. Estimated attendance throughout is 2,500-3,000 per concert. $Y- M l Block Pam 300 Redwood. Private domain, estimated attendance is 50 persons, This event has been approved, traditionally, but will no longer be allowed by the committee, due to the private closure of a roadway. l Fireworks Display, Private function, Tierra De1 Oro. This permit was reviewed, but fell outside the domain of the Committee due to the fact that it was a private affair, including a small party and also due to the fact that the presentation was held on a barge, off-shore. . l ‘* l Fireworks Display. Aviara Resort. 750 expected attendance, including guests and residents. Partial closure of Batiquitos Drive. l July, cont’d.- l 109 Seaside Celebration / Carlsbad Triathlon. Saturday and Sunday. Carlsbad Boulevard closed between Pine Avenue and Poinsettia Lane. Sponsored by the City Parks & Recreation Department, this event expects 10,000 in attendance, annually. l 189 Neighborhood Surf Fair. Sunday. Scheduled for the parking lot of Dominic’s Restaurant, 264Carlsbad Village Drive, this event was not granted a permit due to the fact that the Committee felt this event was a ‘strictly for profit’ event and substantially impacted the downtown area without bent$t for others. l 24* & 25*- Thai Festival. Saturday and Sunday. Scheduled for Holdiay Park, the sponsor of this event was told that the volume did not qualify for the permit issuance and he was granted the right of usage. . 31”- August 9 *- T.I.G. Tennis Classis. Saturday through Sunday. Held at the La Costa Resort. Estimated attendance through the match is 65,000. August- * l4* & 15&- Bodysurfine Contest and Expo. Saturday and Sunday. Pine Street beach and park. Estimated attendance at 500. Road closures of only three parking spaces for event organizers. l 28*- Brentwood Heights Block Partv. Saturday. Held on Dana Court, this event anticipates 100 persons. This event also requests the closing of a city cul-de-sac and will be referred to another venue for upcoming pewnits to be issued. l 284 24 Hour Fitness, Corporate Picnic. Saturday. Held at Stagecoach Park. This permit issued due to the estimated 1,300 attending. No road closures or amendments. September- l 12*- Terrv Fox 5K Run. Sunday. Road closure between the Aviara Resort and Gabbiano Lane, on Batiquitos Drive. Estimated attendance for this introductory event was 1,500. l l2&- Mexican Indenendence Dav. Sunday. Private venture, closing Chestnut for one block between Jefferson St. and Harding St. Estimated attendance was 100. l 15*- Carlsbad Chamber of Commerce, Business Expo. Wednesday. Held on the parking lot of the Company Stores, this events expects 2,000 annually. l 259 New La Costa Library Grand Opening. Saturday. Dove Lane library facility dedicated, with estimated l-2,000 in attendance. - - l 259 Walk to Cure Diabetes. Saturday. Initiates at Cannon Park, up the sea wall and back. No closures and anticipated walkers of 500. October- l”‘- Lancer Day Parade. Friday. Incorporates a downtown route, with road closures as the parade passes through. 250 participants. 1” - 31*- Pumpkin Station. Plaza Camino Real Center. Private property event which runs for approximately one month. No listed attendance. St 1 - 3 Iti- Holiday Pumpkin Patch. 6515 El Camino Real. Private property event, estimates 150 persons, daily. 2”4 Annual Rotary Oktoberfest. Saturday. Holiday Park. Annual attendance for this event is 5-6,000. 8*- Callawav Golf Emnlovee Gathering. Friday. Pasqual court is closed for a portion of the afternoon for this event, drawing an estimated 2,000 or less. 9* & lo*- M.S. Bav to Bay Bike Tour. Saturday and Sunday. Estimated 1,000 participants, with the function held at the Raintree Banquet Facility. Partial blocking of Raintree Drive for support staff. lo*- Village Art and Antique Walk. Sunday. No closures and this event granted a Minor Special Event, due to it’s relatively low impact on resources and pedestrian/vehicle right-ofway. 23d- Walk and Roll. Saturday. No closures for this Canine Companion event. Estimated attendance is 3-500 persons, reservation of McGee Park. November- l rh- Carlsbad Village Faire. Sunday. Road closures in the downtown area. Estimated attendance at 60-70,000. l l3*- Craiger’s Shopping Extravaganza. Saturday. Carlsbad Company Stores. Private property event draws approximately 1,000 persons to the site. l 16*- Sun Microsystems Par 3 Challenge. Tuesday. Four Seasons Resort. Private property event draws 2,500 persons annually. December- l 4&- Carlsbad Villape Arts & Crafts Bazaar. Saturday. Grand and Roosevelt. Christmas crafts event expected 15,000 persons at it’s debut. l 5&- Holiday Tree Liphting. Sunday. Partial closure of State and Grand, at the fountain. Estimated attendance at 500. - December, cont’d.- l l@‘- Carlsbad Christmas Bureau. Saturday. Boys & Girls Club. Partial closure of the parking lane for gift distribution, Tyler St. and Oak Avenue. Estimated 500 in attendance throughout the day. As a final note to this listing : a due to the concerns raised by the downtown merchants and by those of the Committee, itself, we have agreed to an “informal” moratorium on the acceptance of any additional events which would anticipate the closure of downtown/village roadways. Current requests are still being processed. 3 we, as a Committee and as representatives of the interests of both the City and it’s residents and merchants, recognize that the acceptance of any additional future events should be weighed against the positive and negative impacts on the City, it’s resources and personnel and upon the citizens and merchants who we serve. a we expect, through our recent dialogue with numerous merchants, that there should come a process by which the City and it’s Staff can communicate with these groups to enable the most effective, beneficial treatment and analysis of both the needs of the permit applicants and those effected by their impact. Sgt. Kelly J. Cain Traffic Supervisor Carlsbad Police Department Committee Chairperson - MEMORANDUM - April 20,200O FROM: Sgt Kelly J. Cain Special Events Chairperson TO: CITY COUNCIL CITY MANAGER SPECIAL EVENTS COMMllTEE VIA: CHAIN- OF- COMMAND SUBJ: ClTlZEN’S ADNSORY GROUP- SPEC-ML RIENTS Background: Over the course of the last year, the Special Events Committee has received complalnts from various downtown merchants, regarding the impacts that the Special Events road closures bring to their businesses. Specifically addressed were the Carlsbad 5000, the San Diego Marathon, the Street Faire and the Antique Faire. Merchants had addressed concerns to my office and to Lorl Rosenstein, in Housing and Redevelopment and had requested to be allowed to voice their concerns to City Staff. As a result of this, Lori had organized a forum at the Senior Center and had invited the business community and it’s representatives to attend and discuss the issues of Special Events with the Committee members. In this forum, several important points were brought forward: l This appears to be the first steps in the organization of the merchants into a cohesive unit, representing their unique, geographical interests to the City and Staff. l City Staff heard specific points of concern regarding the events, particularly those which impact the weekend sales traffic. Of particular concern was the closing of roadways on Saturdays, which is typically a high volume day. l City Staff was able to make the point to the merchants present, as did various members of the trades, service industries, restaurants, etc. , that there are numerous, varying interests within the limited community of the downtown area...the coordination of the events to please every concern and bring profd to every business seems unlikely. l City Staff, as a result of this meeting, established a moratorium on the processing of ‘further’ events in the downtown area until more information and critique were obtained. From this meeting, points and concerns were taken to the Cii Manager and Department Staff by Joe Garuba. A continuing communication occurred throughout the production of the Carlsbad 5000 and the Antique Faire. After these events, the members of the Business community solicited an audience with the Council and were able to address their concerns to the Mayor and Council at a Tuesday night meeting. From this meeting, the Mayor and Council mandated that a better form of communication be established between the impacted merchants and the City Staff. Mayor Lewis had recommended to the merchants present that there be established a small group of downtown h business persons who could avail themselves to the Committee and who could represent the cross interests of the varying groups in the downtown area. The following are my recommendations to better facilitate the processing of Special Events, particularly those which would impact businesses and residents by road closures: 1) Keep the Mayor’s recommendation that the businesses/citizens of the downtown area establish their own small group of interested persons who could review the impacts of the Events in the area and make pointed, structured comments to improve the flow of the events. 2) Provide a multitude of formats to allow the dissemination of the Special Events information, including; a) City of Carlsbad Web Site, b) Clty of Carlsbad Police Web Site . c) Local press d) Local radio e) Public Information Television f) Information distribution via Senior Volunteer Patrol, Business Liaison Ofgcer, Housing and Redevelopment Office, Traffic Division Supenrisor 3) I would recommend that the members of the Ciien’s advisory group be provided the opportunity to provide comment to the Committee regarding after-action reports on the Special Events and that this group be privy to comments from the Special Events Committee, such as minutes from the Special Events Committee monthly meetings. 4) A corroboration between the Cii Staff, the Special Events Committee and the Citizen’s group to evaluate the possibility of ‘profit sharing’ on Special events, advertising/fund raising for downtown effected businesses, etc. From these recommendations should come a better avenue of communication and commentary between those effected businesses and the Cii Staff. We recognbe that the positive nature of these events ls of major benefit to the City of Carlsbad and it’s residents, via the positive public relations and media representation, and we also realize that there is need to evaluate all of the positive and negative impacts. I have already received a commentary letter from the Cartsbad Village Business Association, C.V.BA., penned by Larry Scheer, which addresses these types of concerns. From this point forward, I expect for members of the Committee and members of the business communfty to begin to meet formally and coordinate a response to this issue. I will be in contact with the C.V.B.A. and attempt to facilitate this forum. Sgt. Kelly J. Cain Traffic Supervisor Committee Chair January, 2000 l 15*&16* March, 2000 . 25*& 26” April, 2000 0 2nd May, 2000 l 7ti July, 2000 l 3oti August, 2000 l 13& September, 2000 l 17” . 24’h November, 2000 l P December, 2000 l 3d CARLSBAD VILLAGE CALENDAR OF EVENTS Januarv - December, 2000 San Diego Marathon Carlsbad 5000 Antique Faire Village Faire La Dolce Vita Carlsbad Arts and Crafts Bazaar Fiesta De1 Barrio Antique Faire Village Faire Rotary Tree Lighting n . CARLSBAD VILLAGE SPECIAL EVENTS January 1,ZOOO - December 31,2000, l San Diepo Marathon - Sunday, January 16,200O (5:30 a.m. - 12:00 p.m.) This event also includes a 5K run and Kids Marathon Mile that takes place on Saturday, January 15, 2000. The Saturday event does not enter the Village. The Marathon route starts at Plaza Camino Real parking lot and includes Jefferson Street, Grand Avenue, Carlsbad Blvd., Palomar Airport Road, Cannon Road, Poinsettia, and La Costa Avenue. l Carlsbad 5000 - Saturday, March 25 & Sunday, March 26,200O Road closures for Saturdav’s event include: Carlsbad Blvd. from Carlsbad Village Drive to Christiansen (7:00 a.m. - lo:40 a.m.); Grand Avenue from Carlsbad Blvd. to Madison (6:30 a.m. - lo:30 a.m.); Carlsbad Village Drive from Carlsbad Blvd. to Madison (5:00 a.m. -11:45 a.m.); State Street fi-om Grand to mid-block between Laguna and Beech (7:00 a.m. - 9:30 a.m.); and Roosevelt from Grand to Carlsbad Village Drive (5:00 a.m. - 5:00 p.m.). Road closures for Sundav’s event include: Carlsbad Blvd. from Mountain View to Sequoia (5:30 a.m. - 12:45 p.m.); Grand Avenue from Carlsbad Blvd. to Harding (5:00 a.m: p- 12:1-5 p.m.); Carlsbad Village Drive between Carlsbad Blvd. and Jefferson (4:30 a.m. - 1: 15 p.m.); and Roosevelt from Grand to Carlsbad Village Drive (4:30 a.m. - 3:00 p.m.). l State Street Autiaue Fair&u&y, Apri1~2,2000 and Sunday, September 24,200O (8:00 a.m. - 4:00 p.m.) Road closures include State Street from Carlsbad Village Drive to Beech. Booths are placed in the middle of the street to provide greater visibility and access to adjacent businesses. l Viliape Faire - Sunday, May 7,200O and Sunday, November 5,200O (8:00 a.m. - 4:00 p.m.) This event is sponsored by the Carlsbad Chamber of Commerce. Road closures include: Grand fi-om Carlsbad Blvd. to Jefferson Street; Washington Street from Christiansen Way to Carlsbad Village Drive; State Street from Beech to Carlsbad Village Drive; Roosevelt fi-om Beech to Carlsbad Village Drive; and Madison from just north of Grand to Carlsbad Village Drive. l La Dolce Vita - Sunday, July 30,200O This event is a street festival featuring live Jazz, tastings of fine wine, microbrews, chocolate, and viewing of fine art, sponsored by the Boys and Girls Club. Proposed road closures include State Street between Carlsbad Village Drive and Grand Avenue and Grand Avenue between Roosevelt and the railroad tracks. l Carlsbad Arts and Craft Bazaar - Sunday, August 13,200O This event is sponsored by the Carlsbad Village Business Association and involves booth rentals for the sale of arts and crafts. This event does not include food vendors. Booths are placed in the middle of the street to provide greater visibility and access to adjacent businesses. Proposed road closures include State. Street from Grand to Carlsbad Village Drive and Grand Avenue from Roosevelt to the railroad tracks. l Fiesta De1 Barrio - Sunday, September 17,200O (1l:OO a.m. - 5:00 p.m.) This event includes arts and crafts, food and beverage vendors, community service booths, flower and produce stands, live entertainment consisting of music and dance. Proposed road closures include the 500-600 blocks of Walnut and the 3200-3300 blocks of Roosevelt. l Rotarv Christmas Tree LiPhting - Sunday, December 3,200O This annual tree lighting event involves road closures on Grand fi-om Roosevelt to the railroad tracks and State Street from Carlsbad Village Drive to Beech. Sh &ri2yJ II WhcL I! if 7;19-&x79 - CONCERNS REGARDING EVENT STREET CLOSURES IN THE VILLAGE AREA OF CARLSBAD CONCERNS 1. Streets being closed for long periods of time and not reopening at the time stated on the closure signs. 2. Having events that require street closures for both weekend days (i.e., the marathon and the 5K) 3. Allowing the street closures to limit access to the village through only one route (i.e., the marathon street closures). 4. Loss of income to businesses and businesses with food servers because of road closures from special events. 5. Having events over holiday weekends that require street closures. 6. Not receiving timely notices to merchants regarding dates of events and clear maps of street closures that can be provided to regular customers. 7. InsuBicient parking for event participants, this leads to parking for our businesses being utilized and our regular customers having no access to parking. 8. Events that have a large number of participants and then utilize a public parking lot for two days. (Parking is at a premium in the village especially on Saturdays.) 9. Customer complaints regarding inability to reach the village area because of street closures, especially the senior citizens. 10. Customers who are residents in village concerned because of lack of access to their property during street closures. 11 .That the San Diego Marathon is not called Carlsbad Marathon to help promote our city. POSSIBLE SOLUTIONS /4 . . hj-.$@ . 5. 6. Limit events to only 1 weekend day for closure. Place a limit on the total number of events that can take place in the village area which require street closures. Running events should be completed by 1O:OO a.m. Make the course for running events circular, rather than having it doubling back requiring closure for an extended period of time when there is no activity or spectators (i.e., the marathon). Not allowing closures to limit access to the village Hold the children’s events for the 5K and Marathon Have there be a joint fee for the race and entrance - the race. (If parking is a problem than use shuttle buses from the mall). Also if the main events can be started at Legoland, then possibly there could be childcare at Legoland for the racers for a fee. (More exposure to the Legoland Park) 7. Choosing weekend days that are non-holidays when it would increase the mrmber of people to the area. 8. Do not allow there to be outside food venders or beer gardens (except at the street faire). 9. Form a commission with city officiaIs and local merchants to review for special events should be submitted by a certain review of approval or decline. RUNPHILAUELPHIA FESTIVAL OF RACES : . . Hotline I 61tSi93-07~ dl.,, ,, .' .; 1:. _ ( : : ._ . . ., ,? . . ;. Web m ,- . vw.ph,i~~~~~~n.org :;:z ,: _- i ..;~:.‘~“.;~~ ,- ..: : ,‘: . . l...‘*.v .:., C’. ~~~~7:‘I.~ . . .,, ,.‘...:a I .,-.,: *’ \;,?:I Angus Smith President 215-986-2424 Mark Stewart Race Director 215-864-8225 March 30,200O Mr. Tim Murphy Elite Racing, Inc. $452 Oberlin Drive Suite B San Diego, CA 92121 Dear Tim: I am writing to congratulate you on another terrific Carlsbad 5000. The organization was again masterful, and I am amazed at how you are able to integrate sponsors, the community, elite athletes and every day.runners to create an exciting and thoroughly enjoyable weekend. I’d like to think that we do a pretty good job in Philadelphia putting on a road race, but I always leave Carlsbad knowing that there is so much more we can do. Here are some of the things that I found most remarkable this year: I am sure that State Street Research is thrilled with their relationship with the Carlsbad 5000. You have involved them in.every aspect of the event, but at the same time they do not overpower participants and,spectators with their presence. As a result, runners are left a very favorable impression, because of State Street’s commitment to the sport, its insistence on being a part of the event and not just a source of money, and its willingness to let the event be itself. That is a very difficult mix and one that is done effectively only with an unusual degree of trust between sponsor and event. However you do it, State Street benefits tremendously from your feel for what is necessary to get the sponsor the exposure it needs and wants and what would come off as too much. Your other sponsors, Chevrolet, Shea Homes, Washington Mutual, all were visible and enthusiastic. Each made a good impression with their respective involvement. PI-IL-A 1361094 v 1 P.O. Box 43111 Philadelphia PA 19129 4 . Mr. Tim Murphy March 30, 2000 Next of course is the community involvement. From the police officers who patrolled the course to the merchants in the town, as a visitor I got the sense that Carlsbad embraces the event. This goes a long way to making visitors feel welcome and contributes immeasurably to the success of the Carlsbad 5000. Next, and this is something that everyone remarks upon, is the enthusiasm of the crowd, especially for the Invitational. Those of us who had the privilege of running in the earlier races truly feel part of sornekhing special .t~hen the crowd begins to swell and the best athletes in the world follow the same path that we took earlier. There are many other aspects of the Carlsbad 5000 that I see as a race director, most notably the professionalism of your staff and the soundness of the operation. These are things that I think most runners take for granted, but I know better. So, as you can see, I am a great fan of the Carlsbad 5000 which is undoubtedly one of a handful of truly outstanding road races. What you do for your sponsors, your community and your runners is unsurpassed. Congratulations again! Very truly yours, M4k S. Stewart MSS/hmh PHL-A 1361094 v 1 From: Joe Garuba To: Kelly Cain Date: 3/l 4100 11:49AM Subject: Re: Special Events Kelly, thank you for keeping me in the loop. I will let the big guys know Joe a>> Kelly Cain 03/14/00 10:06AM >>> Joe, I just got off of the phone with Lori Rosenstein and wanted you to be kept abreast of what has been happening with the 5000. I have met with Peter Douglass, the coordinator from Elite Racing, and we have attempted to improve the access to businesses along State St. on Saturday. I have provided an additional volunteer and police officer at the northern barricade on State and will direct them to meter vehicles onto the course, allowing access to the businesses as we can. Keep in mind that the last race on Saturday which runs on State St. is scheduled for 0855, so we should have the roadway open by 0930. I do not find this very unreasonable. Also, I have received a complaint call from Dr. Bauer, the vet at State and Beech. She also complained about the closure and the frequency of closures, in general. She also promised attention of this matter to the Council. Lori and I have received calls from Richard Jones, who owns the car wash at 2608 State St., and he is very unhappy with the events continuing. I have left two messages with him, detailing our plan to attempt to improve the situation, but he is not pleased and may bring forward a complaint to the Council or Manager. I believe that it would improve the situation if you let the Council and City Manager know of the merchants concerns and of our efforts. We will be able to review the process and will be able to provide a more detailed report after our next Special Events meeting. Please remind the Council that the committee has informally placed the moratorium on downtown events and that the changing of the current events structure, courses, would impact further businesses or push the events into residential neighborhoods. We do say “no” to events and are aware of the complaints, etc. You understand, as you were at the merchants meeting, also. As a note, Lori has received calls from other businesses and restaurants who support the events and claim a benefit to their businesses, as a result. More into the mix. I know that this is late notice, but I wanted to attempt to provide a little of the “flavor” of what Lori and I have heard the past two days, in case these citizens desire to address the Council at the Council Meeting. Thanks, Kelly P.S.- I will probably attend tonight’s meeting, in case this issue comes up. ~arlshad village Qusiaess gSssociation p.0. Box1460,Carkn-5ad,CA92018-1460,(760)433-5598 - Fax(760).967-1010 April 4, 2000 Honorable Mayor Lewis and Distinguished Members of theCity Council: 1. The Carlsbad Village Business Association (which repiesents all of the business in the Village....not just the retail stores, but the service people, the auto shops, doctors, lawyers, CPA’s, animal grooming,’ car washes, architects, hair salons, restaurants, and all other businesses, regardless of their nature, does not wish to see any ation or abolishment of special events in the Village ose the streets!. a. All if these events benefit the City as a whole and the Village for some specific businesses. b. Each of these events affect different businesses differently. One kind benefits one kind of business and hurt others financially. Other events benefit other businesses and adversely affect a different kind of business. c. On the whole, each event benefits the entire city and affects some businesses directly, good or bad. 2. The problem then is to increase the value to those that benefit and decrease the adverse affect to those that get hurt. 3. There is no resolution to these problems. However, we must seek ways to make the problems more palatable and 1 .’ accept&e, particularly for those Ldsinesses that , are hurt by street closures. 4. Only you, the City Council, can help resolve these problems. 5. Following next, (#6), are recommendations for Ordinance Adoption. One Ordinance to cover all of them or a separate Ordinance for each, and then absolute enforcement. a. These should eliminate about 85% of all major business owners complaints in the Village b. These will directly and positively benefit the business owners. 6.: .~ A. All promoters, regardless of the frequency of their events are to meet with the CVBA special events committee at least 60 days prior to the event to try and resolve any special problems that may arise from the event. B. Absolutely NO NEW, not already approved and scheduled events to close the streets on both days of the week-end. C.. Absolutely NO NEW SATURDAY closures. D. Never more than one street closure per month. E. When times are designated for Barriers to come down and the streets to open, a severe financial fine for the promoter for each l/2 hour that Barriers are late in coming down. F. Each promoter must pledge and pay 5% of gross receipts to the CVBA Village Promotional Fund within 10 working days of thee end of the event. 1. This money will be used exclusively for the advertising of the Village and the businesses there to mediate the loss of revenue that some have during the event. This type of promotion will bring buyers to the Village when business may ’ be slack or there are no special events in progress. With enough and the right type of advertising, the Village can be a Special Event without street closures every week end. 2. This contribution must be from all Special Events, including the one the CVBA does (Arts & Crafts Bazaar) the 2nd Sunday of August, the Chamber of Commerce and the Street Faires, The Antique Faires, all of the Races, and all other promotions that close streets in the Village. It’s a small amount of the gross, and most of 3. All of F. THERE IS NO PANACEA, but we can mitigate our - the events put large sums of money in the promoters pockets, and there is nothing wrong with that, providing they help the Village recover from the shock of the event. the funds going into the Promotional Fund will be fully accountable and spent only for the intended purpose. No money goes to the benefit of anyone or anything other than advertising and promotion for the Village, which we consider from l-5 to the water and from Lagoon to Lagoon., problems with the aforesaid as a positive action to aid the businesses in the Village. 4 sarlsbad village Qusiness 95 ssociatioa i. 0. Box 1460, Carlsbad, CA 92018-1460, (760) 433-5598 April 6, 2000 Sgrt. Kelly Cain Carlsbad~Police Department 2560 Orion Way Carlsbad, CA 92008 Sgt. Cain, You have been doing an outstanding job as head of the Special Events Committee. To perform as well as you do within the City policy and the constraints placed upon you, it is amazing that the Special Events actually come off as planned and do it, for the best part, so smoothly. Your assistance to the Carlsbad Village Business Association has been incredible. We could have never made the accomplishments that we have made without your wisdom and guidance. We thank you! ‘- We are now enlarging our Board of Directors. We are bringing on the Board a few of the members of the splinter group in the Village in order to give them a better voice in our activities for them. As directed by the Mayor, we are now forming a “Special Events Committee” of 5 that will look at each Special Event and hopefully make some positive, doable recommendations for lessening the disaster that some business owners face on Special Event days. Some of these will be good, some bad! Some workable, some not! At least they will have a chance to do something, other than criticize. Their guidance and recommendations will come through the CV Business Association to the City and you. It is our total intention to help in any way possible to increase the benefits to those that gain on those Special days, and to try and minimize the bad effects on those that suffer. As said before, there is “No Panacea”, but - maybe working together we can reduce the actual and supposed deficits of a “Special Event. Please count on our total support to your personal and professional activities in all of these matters. We don’t want to get in you hair, we only want to help. Once again, accept our profound congratulations for a “JOB WELL DONE”. Most sincerely, ard of Directors cc: Mayor Lewis 2 The Mayor and City Council city of CarWad 1200 G&bad Village Drive Carl&ad, CA 92008 ’ RE: Special Events in Carlsbad Village Dear Mayor Lewis and Council Members The undersigned constitute the Committee that was formed at the recommendation of the Council for the purpose of proposing changes to the presentation of special events in the Village of Carlsbad. At present, those events are governed by the Special Event Permit Procedure outlined at Chapter 8.17 et seq. of the Carlsbad Municipal Code (copy attached). This Committee represents the residents, businesses, property owners and churches that are involved in the Village of Carlsbad. Although the nine (9) events that are presently scheduled are deemed generally to be positive, they have several negative impacts. The principal negative impact is the closure of streets and the prevention of citizen’s access to residences, businesses and churches. Many businesses and all churches depend heavily on activities on Sundays. In addition, many interested parties believe that some of the events have gotten to a size that are uncontrollable. Accordingly, the Committee has met on rmmefous occasions and respecdklly makes the following suggestions. These suggestions are as follows: 1. Problem: Currently only City officials are represented on the Special Events Committee to make street closure decisions. No one working, living or owning a business in the affected downtown Village is being represented or considered on these important decisions. SOhltiOlK Adding some representatives from the Village churches and merchants to the Special Events committee established in Municipal Code 8.17.040, Page 242, would gke representation from the area in the Village being greatly atkcted. 2. Problem: Having more than 6 events in the downtown Viliage area creates a negative Gnancial impact. Solution: Place a knit so that no more than 6 events are permitted annually in the downtown Village area. - . . Y *,. .’ page 2 . * 3. Problem: Saturday events are devastating to the economy in the downtown Village area. Solution: Eliminate Saturday events and avoid events during peak business seasons. Sunday events only. 4. Problem: Require that petit applications be complete and in full detail and address all of the fktors identified in Municipal Code 8.17040(b), page 242. Solution: Event promoter should provide maps, start time, finish time, plans to secure parking lots foF business and churches. 5. Problem: Ensure that there is a North, South, East and West street access to businesses, residences and churches on events occurring on Sundays. Solution: State, Roosevelt, Jefferson, Pine and Carlsbad Village Drive should be lefi open; refer to maps for details. 6. Problem: No enforcement of start and finish times. Solution: Ensure the events are terminated in accordance with the. pennit application. 7. Problem: No advertising and promotion of the downtown Village. Solution: A minimum of $2,000 or 5% of Special Event gross revenue (whichever is greater) to be paid to the G&bad Village Business Association to promote the Village. 8. Problem: Church members cannot find parking and merchant customers also cannot find parking when individuals participating in the special events are taking up the downtown parking. Solution: For events with 12,000 spectator or participants or more, the promoter will provide and pay for staffing to protect private parking areas so churchs and merchants will have parking available. 9. Problem: .Merchants and residence are not aware of special events until days of the event. Solution: A Master Calendar of all Special Events will be compieted and available for public review by November 1 for each succeeding calendar year. 10. Problem: All members of the Special Events Committee will review and critique each event within ten (10) working days asker its occurrence. Solution: Checking with merchants, residences and churches for any problems. .” C , ; NV 3 & ., -’ We are submitting two (2) maps, one (1) for the Carlsbad 5000 and one (1) for the San Diego Marathon. These simplify and greatly reduce the negative impact put on the Village area. By sending a copy of this letter to the City Manager and City Attorney, we are requesting that this item be placed on the City Council’s Agenda for the earliest meeting available. If these suggestions can be adopted, particularly participation in the Special . Events Committee activities, we believe the need for any further work by this committee or one more formally appointed would be unnecessary. Thank you for your attention and we look forward to working with the City staff and others to effect these positive changes. Sincerely yours, Louise Manganelh t- z-w Enclosures: Two (2) Maps chapter 8.17 Special Event Permit of the Carl&ad Municipal Code - 2 pages Cc (w/enclosures): Carlsbad Village Business Association Ron Ball, City Attorney Ray Pa&&e, City Manager From: Joe Garuba To: Ray Patchett Date: 2/25/00 3:43PM Subject: Special Permits Ray - I would like to update you on some of the developments surrounding Special Events. As you may remember, one of my goals for this year is to develop some standards for the issuing of Special Event Permits. After some preliminary review with members of the Special Events committee, we have decided to focus our efforts on the Village area. Over the past several months, we have noticed an increasing discomfort level with the merchants in their willingness to have special events occur in the downtown area. So, on to the good stuff. In an effort to begin the process to develop some recommendations for special events standards for the Village area, Lori Rosenstein hosted a Merchant Forum on Thursday, Feb. 24th at the Senior Center. This meeting was attended by several staff members, including Kelly Cain (we needed to make sure that we had some protection in case the crowd turned hostile), Bob Johnson, Lori, Debbie Fountain, and myself. More than 30 merchants attended the meeting. The meeting was designed to solicit some initial input from the merchants on their feelings regarding special events, and provide an opportunity for staff to update them on our intentions of reviewing the way we process special events in the village. After more than 2 hours of discussion with the merchants, staff developed a lengthy list of concerns and questions which we will be addressing among the Special Events team in the near future. Some of their major concerns deal with the timing of events, the types of events held, and the economic impact to the merchants from these events. So, based on the enthusiastic response we received, and the need to craft solutions that are acceptable to all of the stakeholders, I would expect us to conduct several more forum types of meetings, and try and develop some form of partnership for the creation, and buy-in of acceptable Special Event standards. If you have any questions, concerns, or advise on this matter, please let me know. Respectively Joe cc: Bob Johnson; Cindee Hollingsworth; Debbie Fountain; Frank Mannen; Kelly Cain; Lori Rosenstein