HomeMy WebLinkAbout4/19/2000 - STAFF REPORTS (2) DATE: April 5, 2000
TO: City Council
FROM: Parks and Recreation Manager via-Director, Department of Facilities
PALM SPRINGS BIKE & HOTROD WEEKEND
RECOMMENDATION: '
That City Council sponsor the Palm Springs Bike&Hotrod Weekend, produced by
Road Shows, Inc., and adopt a resolution suspending certain regulatory
ordinances during the 2000 event.
BACKGROUND:
On February 24,2000, Recreation Division staff received a completed Special
Event Application from Road Shows, Inc. This application indicated a desire by
Road Shows, Inc. to conduct a motorcycle and hotrod show with related
entertainment and exhibitions staged along Palm Canyon Drive in the city's Central
Business District from October 20 through October 22, 2000. Road Shows, Inc.
(RSI) requested the City's cooperation in staging the event but did not request any
direct financial support from the City to produce the event.The RSI application was
introduced to the Parks and Recreation Division by way of contacts in the Palm
Springs Police Department, who had participated in similar events in the past.
Shortly thereafter, on February 28, 2000, Recreation Division staff received
another proposal and Special Event Application from Paul Casey Productions
(PCP) This application requested City financial support and sponsorship for the
4' Annual Palm Springs Bike Weekend. This event, scheduled from October 13
through October 15, 2000, was proposed as a motorcycle-only show with related
entertainment venues along Palm Canyon Drive in the Central Business District.
In October 1999, the 3f'Annual Palm Springs Bike Weekend, sponsored by PCP,
was held on Palm Canyon Drive and necessitated closure of the street for the
entire weekend. This event, although popular and well attended by the public,was
improperly planned and managed by the promoter, according to post-event
evaluations conducted by staff members of the Special Events Planning Team and
the Palm Springs Police Department. Additionally, there was a significant level of
dissatisfaction from several downtown merchants, specifically those located in the
300 and 400 blocks of North Palm Canyon Drive, concerning the manner in which
the event was staged and conducted and how concerns were addressed
throughout the event. An extensive list of these concerns and issues was
presented to the promoter, PCP, during the post-event review meeting conducted
on October 19. 1999.
As two similar events were being proposed for consideration by the City and due
to the wide variety of concerns expressed by the Main Street merchants group Ahlir
after the 1999 Palm Springs Bike Weekend event, staff felt obligated to discuss
both proposals and their future with the Main Street group before proceeding
further. Due to an extensive agenda on March 2, time ran short and the Main ,.
Street group decided to hold a special meeting the following week on March 9 to
better review each proposal.
At the March 9 meeting, each event producer made a brief presentation to the
Main Street group regarding their particular event and their ability to produce their
events as proposed. Staff asked the Main Street merchants to provide specific
comments as to whether or not they supported having either event in the Central
Business District and, if so, to what extent the street should be closed to
accommodate each venue.
Main Street merchants voiced support for both concepts in general based upon
their impression that past events had grown to be quite popular among the local
and tourist communities, and it was acknowledged that there seems to be a great
potential for growth of this type of event for Palm Springs and all of Southern
California The Main Street block captain representing the 300 to 400 block of
North Palm Canyon said there was a lack of support in her representative area for
a street closure and recommended to the Board of Directors that any street closure
be held south of Amado Road. Additionally, the block captain representing the
southern portion of South Palm Canyon Drive,from Baristo Road to Ramon Road,
indicated that merchants in that location do support a street closure and asked that
this be considered during the approval process. Further discussions at this meeting
related to a significant level of dissatisfaction regarding how PCP had conducted
the 1999 Bike Weekend event and to what degree merchants in the 300 to 400
block of North Palm Canyon Drive were upset with management of the event.
After extensive discussion, the Main Street Merchants Association voted to
endorse and recommend approval to the Parks and Recreation Commission that
an event of this type be conducted in the Central Business District, limit the street
closure to that area south of Amado Road and extend the closure all the way to
Ramon Road, if possible. Additionally, Main Street requested that a certain level
of consideration and support be given to PCP's promoter for development of his
2000 event, as Main Street felt he had been instrumental in initially developing a
motorcycle-theme event for the City of Palm Springs.
Subsequent to Main Street's March 9 meeting, each event producer requested an
opportunity to make a presentation to the Parks and Recreation Commission at the
earliest possible date. On March 15, at its regularly scheduled meeting, the
commission received information from representatives of both RSI and PCP
regarding their respective events. The commission reviewed staff reports and the
post-event evaluations from previous events held in 1997, 1998 and 1999 that
were produced by PCP and weighed the content of that information against the
merits of both proposed events for 2000 made by PCP and RSI.
The Parks and Recreation Commission voiced understandable concerns regarding
the fact that commission requests for post-event information specific to the financial
accountability of the Palm Springs Bike Weekend held for the last three years had
gone unaddressed by PCP. Information specific to charitable contributions, event
income and expenses, event management, and requests for financial support from
the City had never been made available by PCP as requested by the commission
on two occasions.These issues, coupled with the fact that PCP is again requesting
City financial support for the 2000 event, were not viewed favorably by the Parks
and Recreation Commissioners.
a eta.
Staff presented the commission with a brief event analysis for each of the two
proposals under consideration and highlighted the visible differences between
them for the commission's appraisal in conjunction with the evaluation performed
specific to each promoter. The notable differences were as follows:
• The City's hard costs for each event.are estimated to be $20,000 each. RSI is
offering to pay all costs in advance, while PCP is requesting a full waiver of all
City hard costs.
• RSI represented that it will manage the event with full-time company staff,while
PCP indicated a reliance upon volunteers as for previous events.
• RSI is proposing an event inclusive of motorcycles and specialty hotrods for a
one-day closure of Palm Canyon Drive, while PCP is proposing a motorcycle-
only event and a two-day street closure along Palm Canyon Drive.
• RSI included a $10,000 deposit for services with its application; PCP did not
submit a deposit of any type with its application.
Based upon all available information provided to the Parks and Recreation
Commission at its March 15 meeting, the commission, by unanimous vote (7/0),
recommended that City Council approve City sponsorship of the event as proposed
by Road Shows, Inc. for October 20 through October 22, 2000,
In addition to the Parks and Recreation Commission's recommendation, staff is
requesting that if City Council approves the attached Minute Order and Resolution,
the promoter, RSI, provide City staff, within sixty (50) days after the event, a
complete accounting of all income and expenses associated with the event to
ensure that all charitable contributions and event expenses are paid as pledged by
RSI. Staff is also asking that RSI implement a system, to the best of its ability, that
will capture location and number of room nights used by event participants,
exhibitors and other attendees through its registration process. RSI will be asked
to make this information available within the sixty (60) -day period as previously
mentioned.
APPROVED BY:
VICKI OLTEAN, Parks and Recreation Manager OTT ES ELL, Director
Parks and Recreation Divisions Department of Facilities
APPROVED. ��YL
Interim City Manager
ATTACHMENTS:
1. Minute Order
2. Resolution — -- --
MINUTE ORDER
SPONSORING THE PALM SPRINGS BIKE & HOTROD
WEEKEND FROM OCTOBER 20THROUGH OCTOBER 22, 2000,
AS PRODUCED BY ROAD SHOWS, INC.
I HEREBY CERTIFY that this Minute Order, sponsoring the Palm Springs Bike & Hotrod
Weekend from October 20 through October 22, 2000, as produced by Road Shows, Inc.,
was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof
held on the 511 day of April, 2000.
BY: PATRICIA A. SANDERS
City Clerk
a �
RESOLUTION NO.
OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS,
CALIFORNIA, TEMPORARILY SUSPENDING CERTAIN
REGULATORY ORDINANCES TO FACILITATE THE 2000 PALM
SPRINGS BIKE & HOTROD WEEKEND.
WHEREAS the City of Palm Springs designated the Palm Springs Bike & Hotrod Weekend
as a City-sponsored event; and
WHEREAS the City Council desires to facilitate the staging of the City-sponsored event to
maximize revenue production, and
WHEREAS the City Council finds that certain regulatory ordinances, which are generally
deemed desirable and necessary, may, nonetheless, impede the conduct of special events;
and
WHEREAS the City Council finds that in holding special events, the public interest and the
benefits derived therefrom outweigh the temporary public inconvenience; and
WHEREAS the City Council has enacted Ordinance #1310 authorizing temporary
suspension of regulatory ordinances,
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Palm Springs,
California, as follows.
Section 1. A That the Palm Springs Bike & Hotrod Weekend is a special event beneficial
to the community and its visitor-oriented economy.
B. That the dates of the 2000 Palm Springs Bike & Hotrod Weekend are from
October 20 through October 22.
C. That Road Shows, Inc. and BR Entertainment are the event promoters,
along with their construction and concession personnel and staff.
D. That the venue of the Palm Springs Bike&Hotrod Weekend is Palm Canyon
Drive in the Central Business District.
Section 2, That the following ordinances are hereby temporarily suspended for the special
event designated in Section 1 above: Sign Ordinance, Zoning Ordinance, and
Noise Ordinance.
Section 3. That the regulatory ordinances designated in Section 2 above shall remain in
full force and effect except as to the event dates and persons or organizations
as designated in Section 1 above.
ADOPTED this 5' day of April, 2000,
AYES:
NOES:
ABSENT:
CITY OF PALM SPRINGS, CALIFORNIA
By
City Clerk Interim City Manager
REVIEWED & APPROVED AS TO FORM
DATE: April 19, 2000
TO: City Council
FROM: Director, Department of Facilities
SUPPLEMENTAL REPORT RE PALM SPRINGS BIKE & HOTROD WEEKEND
Palm Springs Bike Weekend
RECEIVED BY DATE COMMENTS
Recreation Staff 05/14/97 Application received.
1 0/2 3-2619 7 Event took place. City absorbed cost of
street closure. PSPD absorbed considerable
in-house costs. Promoter was charged
$3,500 for PSPD services; failed to pay
charges in timely manner and City, in May
1998, filed suit in Small Claims Court.
Promoter settled out of court prior to court
date.
S.E.P.T. 10/28/97 Event reviewed. Event understaffed; needs
more volunteers or paid workers.
Coordination with vendors handled poorly
and created confusion; matter was not
addressed during event in a timely manner.
City Manager 02/12/98 Letter received from promoter re City
sanctioning, waiver of City services fees,
and requesting financial support for
advertising.
Finance Dept. 03/02/98 Promoter made a donation of$1,500 to
Palm Springs Dog Park. Check returned for
insufficient funds.
Recreation Manager 03/05/98 Memo from promoter re bike weekend
advertisement proposal; requested $39,000
based on staff evaluation.
Parks & Recreation 03/11/98 Promoter requested event sanctioning,
Commission Promoter did not appear. Commission voted
Meeting 7/0 to support the event but deny request for
sanctioning and any financial support
requested.
Finance Dept. 03/26/98 Donation check to Palm Springs Dog Park
redeposited.
OMB 05/21/98 Out-of-court settlement received from QA
promoter for 1997 event (6 months after
event) for City services rendered.
Recreation Staff 05/22/98 Application received for 1998 event.
SUPPLEMENTAL REPORT RE PALM SPRINGS BIKE & HOTROD WEEKEND
DATE: April 19, 2000
PAGE: Two
RECEIVED BY DATE COMMENTS
City Manager 06/04/98 Letter sent to promoter. City agrees to
provide street closures around Spa Hotel &
Casino; support for police, fire and street
maintenance; limited advertising through
City.
Parks & Recreation 06/10/98 Received 2nd request for event sanctioning.
Commission Promoter failed to appear. Commission
Meeting voted 4/0 to support the event but deny
request for sanctioning and any financial
support requested.
Recreation Manager 07/07/98 Letter from promoter re City Manager's letter
of 06/04/98.
Parks & Recreation 07/08/98 Received 3rd request for event sanctioning.
Commission Promoter made presentation; asked for City
Meeting sanctioning and $8,700 in in-kind services.
Promoter was asked to provide commission
with a budget, balance sheet and past
attendance records. Motion made to
recommend that City Council sanction the
event but that no funding be granted since
no funds had been allocated; motion failed
for lack of a second.
Recreation Manager 07/20/98 Letter sent to promoter re his attendance at
the September 9 Parks & Recreation
Commission meeting.
Parks & Recreation 09/09/98 411 request for event sanctioning. Promoter
Commission made presentation. Commission again
Meeting asked about the financial information
requested at 07/08 meeting. Promoter
stated that he was not asking for any funds.
(Promoter had previously requested $8,700
in City in-kind services.) Commission voted
8/0 to recommend that City Council sanction
the event, but that no funding be granted for
that year's event since no funds had been
allocated. Promoter was informed that if he
intended to request funding for the next QA*\
event, he would need to provide
documentation and financial records from
the 1998 event by January 1999.
SUPPLEMENTAL REPORT RE PALM SPRINGS BIKE & HOTROD WEEKEND
DATE: April 19, 2000
PAGE: Three
RECEIVED BY DATE COMMENTS
Recreation Staff 10/01/98 Facility Use Application received for use of
Frances Stevens Park for 1998 event.
City Council 10/07/98 Approved a Minute Order and adopted a
Resolution sanctioning the 1998 Bike
Weekend event; no funding was approved.
10/15-18/98 Event took place. City Manager waived
$1,080 in rental costs for Frances Stevens
Park . Promoter charged $5,257 for City
support services (streets, fire, police). PSPD
absorbed considerable in-house costs for
additional police services (over$5,000).
S.E.P.T. 10/20/98 Event reviewed. Promoter did not properly
plan, stage or conduct event activities. Lack
of volunteer staff, poor coordination with
vendors, slow response to issues raised by
City staff and PSPD. Much better planning
required on part of promoter.
Dept. of Facilities 04/25/99 Letter from promoter re 1999 event
Director sanctioning and City support of in-kind
services.
Parks & Recreation 06/16/99 Promoter made presentation; requested
Commission $10,000 in in-kind services for police, fire
Meeting and street personnel and waiver of$9,000 in
facility rental fees for Sunrise Plaza and
Pavilion. Commission voted 4/3 to waive
facility rental fees of Sunrise Plaza and
Pavilion in an amount not to exceed $9,000
and not grant the request for $10,000 in in-
kind services.
City Council 07/21/99 Approved a Minute Order and adopted a
Resolution sponsoring the 1999 event by
waiving rental fees of City facilities in an
amount not to exceed $5,350. ��
SUPPLEMENTAL REPORT RE PALM SPRINGS BIKE & HOTROD WEEKEND
DATE: April 19, 2000
PAGE: Four
RECEIVED BY DATE COMMENTS
Recreation Staff 10/06/99 Application for use of Palm Canyon Dr. Due
to construction on Palm Canyon Dr., event
initially planned for Sunrise Plaza.
Downtown construction finished early and
event relocated to Palm Canyon Dr. Once
the change was made to downtown, initial
plans received from promoter and
operations manager were unacceptable;
asked to resubmit more detailed plans.
(Promoter did submit plans but they lacked
any details for S.E.P.T. to effectively
evaluate.)
10/15-17/99 Event took place. Promoter paid $7,541.50
for streets, fire and police services. PSPD
absorbed over $10,000 in in-house overtime
and staffing costs.
S.E.P.T. 10/19/99 Event reviewed. Promoter not present. Many
negative comments (see attached).
S.E.P.T. 10/26/99 Event reviewed with promoter. An extensive
list of concerns was addressed by PSPD,
PSFD and other City staff. (S.E.P.T.
comments are attached.) PSPD presented
promoter with an extensive list of over 30
comments and complaints from downtown
merchants, vendors, event participants, and
City staff. Promoter was advised that several
items, as discussed, would not be tolerated
by City staff and PSPD in the future if event
was allowed to continue. Promoter was
instructed that only 3 security companies
would be approved for event, per PSPD
Commander McCracken.
Recreation Staff 10/28/99 Promoter provided with listing and contacts
for approved security companies (see
attached).
aAY
SUPPLEMENTAL REPORT RE PALM SPRINGS BIKE & HOTROD WEEKEND
DATE: April 19, 2000
PAGE: Five
RECEIVED BY DATE COMMENTS
Recreation Staff 02/29/00 Application received for 2000 event (see
attached review of application).
APPROVED:
MICHELE CIRON SQ6TT MIKES'ELL
Event Coordinator Director
Recreation Division Department of Facilities
APPROVED: 16 �L
Interim City Manager VICKI OLTEAN
Manager
Parks and Recreation Division
ATTACHMENTS:
1. Review- S.E.P.T. Meeting dated October 19, 1999
2. Memorandum from Michele Cirone to Paul Casey dated October 28, 1999
3. Memorandum from Michele Cirone to Scott Mikesell dated March 10, 2000
Review-PS Bike Weekend
S.E.P.T. Mtg. - 10/19/99
1. The promoter must improve his operational plan. Poor layout for vendors,little organization. Promoter
must ensure that proper floor plans are used and adhered to and that City staff recommendations and
requirements are followed. Vendors must be tightly monitored and load-in access area kept clear of
obstructions.
2. Promoter must provide private security staff, such as Staff Pro, who handle event management.
Promoter lost his volunteers, and his paid staff was insufficient to handle the number of problems
encountered during the event. The promoter will hire a licensed,bonded security company to be pre-
approved by PSPD for any future events. The minimum staffing requirements for the event will be
established by PSPD.
3. Promoter will stick to the established event schedule and will discuss any proposed changes with City
event staff and PSPD prior to any changes. Many events were late and off-schedule, which caused
dissatisfaction among attendees.
4. The location ofthe beer garden must be re-examined for future events.The physical structure used to
designate the beer garden must be secure,however be physically appealing. Therewillbeno use ofchain
link fence permitted.
5. The promoter must have sufficient professional event staff to assist with the event, from vendor
placement to handling merchant problems, to handling electrical needs.
6. The placement of the stage must be re-addressed. This year's location and direction was poorly
planned.
7. Staffrecommends that the promoter provide 3 sets of portable bleachers to be used for the arenas in
areas such as the Slow Bike Race. The setup this year, did not allow for adequate viewing.
8. The promoter must establish clear vendor guidelines for setup and takedown. Slow movement on the
part of the vendors caused a late re-opening of the street and additional overtime costs.
9. PSPD must increase staffing both at the event,and at the bars downtown following the dinner hour.
High visibility and a pro-active stance will be taken for the coming year.
10. Promoter must provide additional lighting for the street.The event site is very dark at night and creates
safety problems for vendors and spectators.
11.The promoter and his staffmust adhere to the parking plan for bikes established for the event by SEPT.
a)4(.0
MEMORANDUM
Date: October 28, 1999
To: Paul Casey
From: Michele Cirone
RE: Listing of Private Security-Event Management
Good Morning Paul. Here is a listing of three private security companies for you to check out.
Please note that PSPD will need to approve any company you select and will determine the
number of private security guards needed.
Staff Pro - Contact Cory Meredith- (562) 596-5949
Elite Show Services- Contact Gus Kontopuls - (619) 574-1589
Executive Starr Productions - Contact Nick Mahan - (714) 777-4157
Hope this information helps....
cc: Commander Mike McCracken
4aAl
MEMORANDUM
Date: March 10, 2000
To: Scott Mik�esselll
From: Michele Cirone
RE: Application Reviews: PS Bike Weekend
Roadshows PS Bike &Hotrod Weekend
The following is a review of the two Special Event applications received for Bike Shows for Fall 2000:
PS Bike Weekend Application - Oct. 14 - 15, 2000
Promoter: Paul Casey- Application Received 2/29/2000
1.No home phone or cell phone number listed for Paul Casey. Incomplete.Written confirmation from
Mike Smith to serve as on-site contact to be required prior to further planning.
2. Projection for City costs needs to be re-examined. Promoter is asking for City to pick up the costs
of City in-kind services. Estimated City costs: $20,000.
3. It appears that 2 people have filled out this application-two styles of handwriting evident.
4. Alcohol to be served by VFW Post? Which VFW Post? Not acceptable as written.
5. Description oftrashmanagement for the event appears to be reaching for straws. Appearstobemore
of a wish list than a concrete plan. Too vague.
6. Security Company- not acceptable. Did not follow directions of Commander McCracken from
previous reviews. O'Linn Security was not one ofthe choices CommanderMcCracken gave Promoted
to look at for event management and security. Commander McCracken was very specific in telling
Promoterwhich agencies would be considered as acceptable event security. My suspicision is that O'Linn
Security was chosen by Promoter because of price.
7. Map -Not acceptable. Does not indicate stage and what the"boxes" are on his rendering. No
indication of port-a-pot locations, stage, trash, etc. Application clearly spells out the need for this,
Promoter failed to complete this. Street closure and barricade details at intersections not described
adequately.
8. On supplemental paperwork a company is named:PIC Productions. Who is PIC Productions?
9. Hilton Hotel is listed as the Host Hotel. The rate is$100.00 per night and higher, based on double.
occupancy. This does not appear to be a fixed rate for an event. Please note the letter written to the GM
at the Hilton was dated Feb. 27, 2000. This letter was just very recently written by Promoter..
ROADSHOWS PS Bike and Hotrod Weekend - Oct. 20 -22, 2000
Promoter: Roadshows, Inc. and BR Entertainment; Application Received 2/24/200
1. Event Applicants will be managing the show themselves and serve as on-site contacts for the event.
Acceptable.
2. Do not know who "BG" is listed in their media package.
3. Failed to describe their staging and assembly setup, although their map and layout is complete.
Applicant has indicated the times needed for load-in and street closure. Vendor spots need to be further
detailed, as do the details for barricade closures at Amado, Andreas and Tahquitz.
4. Number of portable toilets must be increased; 55 gallon trash cans to be used.
5. Security program to be coordinated with Commander McCracken.
6. Promoter is not asking for City in-kind services. Estimated cost of event to be determined.
Based on last year's attendance and problems, City estimate is S20,000.
7. No host hotel listed.
If you have any questions regarding this review, please see me. Thanks.
aril