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HomeMy WebLinkAbout9/15/2004 - STAFF REPORTS (16) DATE: September 15, 2004 TO: City Council FROM: Director, Department of Parks and Recreation 2004 HOT 'N' DRY FIREWORKS SHOW RECOMMENDATION: That City Council adopt a Resolution suspending certain regulatory ordinances to allow for a brief fireworks show to occur on the Prairie Schooner Parking Lot from approximately 9:00 p.m. to 9:05 p.m. on Thursday, September 23, 2004. SUMMARY: Suspension of certain regulatory ordinances is required to facilitate and allow special events to occur within the community. City Council enacted Ordinance #1310,which authorizes the temporary suspension of regulatory ordinances.Staff is recommending that City Council adopt a Resolution suspending the City's Noise Ordinance and Noise Nuisance Ordinance for the 2004 Hot'n' Dry fireworks show at the Palm Springs Hilton Resort on Thursday, September 23. All City costs associated with the event are being paid in advance by the promoter based upon staff estimates gathered by the Special Events Planning Team (SEPT) at its meeting on September7. BACKGROUND: The Palm Springs Hilton Resort recently recruited Hot'n' Dry, Inc. located in West Hollywood, California, to hold its annual convention here in Palm Springs. Hot 'n' Dry is a group of sober gay men who advocate and support an alcohol-free lifestyle through education and support of its membership. Hot 'n' Dry, Inc. will be hosting its annual convention at the Palm Springs Hilton Resort this year from September 23 through September 26. The convention features four days of activities, including meetings, a tennis tournament and various other social functions. The promoter estimates that there will be 1,100 room nights attributable to this year's sold-out event. The event kicks off on Thursday evening with a fireworks display priorto a feature film showing within the courtyard area of the hotel.The fireworks display is planned for a brief five-minute period. Staff met with a representative of the Palm Springs Hilton Resort on September 7 to review the event and provided input and guidelines needed to make the fireworks display safe within the Prairie Schooner Parking Lot. The Chief Administrative Officer of the Agua Caliente Band of Cahuilla Indians has supplied a letter of support for this event, a copy of which is attached and included in"a copy of the promoter's Special Event Application. SEPT indicated that the promoter will be required to notify surrounding area residents, specifically those located at the Plaza Villas, Deauville, the Wyndham Hotel, and the Palm Springs Convention Center, through written notification. Additionally, the promoter will be required to coordinate a citywide general notice to the public through the City's Director of Public Affairs and the local newspaper to inform the citizens of the activity. 2004 HOT W DRY FIREWORKS SHOW DATE: September 15, 2004 PAGE: Two City staff and SEPT will work with the Palm Springs Hilton Resort and the promoter to finalize plans, evaluate the proposed venue, and develop an operational plan. The final details of the operational plan will be worked out with SEPT over the coming days. SEPT has received an approved Pyrotechnics Application and Permit from the Palm Springs Fire Department, along with the appropriate insurance indemnifying the City of all liability. The promoter will be required to pay all costs to produce the event based upon estimates generated through the event evaluation process. Members of SEPT participating in this evaluation include the Police Department, Fire Department, Parks and Recreation, Risk Management, and Public Works. The promoter's responsibilities will be outlined in an agreement to be executed by the City Manager on behalf of the City. The terms and conditions of this agreement are being finalized by staff and will be presented to the City Manager upon completion. The agreement will fully identify the responsibilities of both the promoter and the City and any additional requirements needed to produce the event as determined through the SEPT evaluation process. S TT MIKESELL, Director epartment of Parks and Recreation City Manager 1 ATTACHMENTS: 1. Copy of Special Event Application 2. Resolution ❑ COMMERCIAL(For-Profit Organization) ttd NONCOMMERCIAL(Nonprofit Organization) e �! • Sponsoring Organization: r J 4 �� -�—:"In — Chief Officer of Organization(Name): �l r M 1 — Sponsoring Organization's Address: ` Q` Street by V0tUVWVCV ---- - City y/ State Zip Code Sponsoring Organizations Business Phone Number: • Applicant(Name): yy'� • Applicant's Address: `=""— �"" '�• Street City State Zip Code Business Phone Number: ( � ) I ^ Evening Phone Number: Cellular Phone Number. ( 32 ) � ` ' 25Z FAX Number: Web Site Address: • � nG�W�I• G'©yN E-Mail Address: r List any Professional Event Organizer or Event Service Provider that is authorized to work on behalf of the Sponsoring Organization to produce this event' Name:_fY_A0 S G?i�111.( 5 g�+z �v�� } Up�7/� f(n �,c� K 57 Address: t ` o Street City f State a Zip Code • Phone Number: (�) I G l& 11 C,�j� FAX Number: • State License Number: 4 7 , Expiration Date: Contact Person"On Site' Day of Event: apv fl,0 iii fff (NOTE:This person must be in attendance for the ����V,r�fioon of the event and immediately available to City officials.) Cellular Phone Number: (� � �) L4o® Pager Number: ( ) 'REQUIRED: Obtain a written communication from the Chief Officer of the Sponsoring Organization,which authorizes the Applicant or Professional Event Organizer to apply for the Special Event Permit on its behalf. r • y� I v I _ s.S IXA3 Page 2 s fir-s� ,E'"'�'W Knn Type of event: ❑ Run ❑ Walk ❑ Street Festival ❑y^ Bike Tour ❑ Parade `s ,tee �Other(specify, — — -- — - [ I _F—C /ew/_S Event Title:• Event O _ ' - 16 Location, Potal Anticipated Attenda nEvent Dates: ce:CjI fVj R' ? 3 ( Participants) ( S© Spectators)_ e • Web Site Information: —_--E-Mail Address: � ��, " UG�q • �6U Actual hours open to the public or"advertised"event hours: Date: Time: AM/PM to AM/PM Date: Time: AM/PM to AM/PM Date: Time: AM/PM to AM/PM History: Has this event taken place before? Yes No If yes, Where? When? What was the previous attendance? Please provide a reference name and phone number regarding the prior event: • Name: Phone Number: —_ — What changes do you anticipate with this event? i Will this event be promoted, advertised or marketed in any manner? ❑ Yes & No If yes, what is total dollar amount to be spent on: Print: $ Radio: $ Television: $ nternet: $ Will there be any live media coverage during your event? ❑ Yes No If yes, please explain: i Page 4 t i `�— - Are admission,entry or vendor participant fees required? ❑ Yes IH No If yes, explain: Public admission fees: $ y per person Vendor fees: $ _per booth Number of vendors: How many of these vendors are for profit? _ — How many of these vendors are nonprofit?* (*Nonprofit vendors are required t have proof of 501 C 3 exemption) Participant entry fees: $ per person Are there hotel room nights associated with the event? I Yes ❑ No If yes: Total number of room nights allocated: Host Hotel(s): iAtwj". $`�=�� t k4 pp-\/ tit//� Participating Hotels, $ Total estimated gross receipts, including tickets, product and sponsorship sales,from this event. Explain how this amount was computed. Indicate amount per item. $ Admission fees $ Product fees $ _ Sponsorship $ Participant entry fees $ Other(Please specify:) $— Total estimated expenses for this event. $ Advertising $ Lodging cost $ Wages, salaries ', $ City services (police, fire, street closures, etc.) $ Insurance $ Business license fee $ Other(Please specify:_) Is the organization a"tax-exempt, nonprofit'organization? /Yes ❑ No If yes,attach a copy of the IRS 501 C tax exemption letter providing proof and certifying your current tax-exempt, nonprofit status. IRS 501 C tax exemption letter obtained: I $ Projected amount of revenue the Nonprofit Sponsoring Organization(s)will receive as a result of this event. Specify the organization(s)to receive funding: 3 t — l u Pace o" 3 3 i • Willa staging/setup/assemblyI catioaee ired? Sr/Ye s ❑ No 4? If yes,begin day/date:— ,-y_- ,p Starttime: j� 'D rr r�_ -OPM Location:—fEPrP/'^1 • Description of the scope of the setup/assembly work:_ i 11 • Ifyes,dismantle daydate: � Completion time: • List street(s)requiring closure as a result of this event.Include street name(s),day,date and time of closing and time of reopening: Indicate how this closing/reopening will be handled: ❑ City of Palm Springs to handle(cost to be specified) ❑ Event to handle per Cal Trans standards List street(s)requiring the posting of"No Parking"signs.Indicate days,dates,and times needed and an explanation of necessity for "No Parking"zone. (NOTE: "No Parking"signs will be posted twenty-four(24)hours in advance of required days,dates and times. Cost for the posting of"No Parking"signs will be specified upon review of the application by City staff. Page 3 4' Private Security: Is there a professional security organization hired to handle security arrangements for this event? p' Yes ❑ No If yes, please list: A1,M 5&4 r Security Company: Security Company's Address: Street/P. O. Box City State Zip Code Security Director(Name): WRA Security Director's Phone Number: ( -x ) Security Company's State License Number: Interior Venue (Private Security): r� On-site contact person (Security Supervisor): _`J,/F W Any searches prior to entering? ❑ Yes t�NN0 Bottle and can check? ❑ Yes [iY No Metal detectors? ❑ Yes No How many security guards at each entrance? • Number of identifiable security guards inside the venue: Parking Lot Patrol (Private Security): Security Company: Contact Person (Security Supervisor): Number of security guards patrolling the parking lot: Lighting: If this is an evening event, please state how the event and surrounding areas will be illuminated to ensure the safety of the participants and spectators. (If required, show a separate site map which details street lights, portable lights, and other illuminating devices.) Medical: Indicate what arrangements have been made for providing first-aid staffing: 14-7 Page 16 k Are there any musical entertainment features related to your event? ❑ Yes ZNo If yes, name of act: Contact person's name: a Address: Phone number: How many stages and bands and what type of music? No.of stagesNo. of bands • Type of music: • Will sound amplification be used? ❑ Yes ❑ No If yes: Start time: — AM/PM Finish time: AM/PM • Will sound checks be conducted prior to the event? ❑ Yes ❑ No If yes: Start time: AM/PM Finish time: AM/PM • Describe sound equipment that will be used: Will any inflatable, hot air balloons or similar devices be used? ❑ Yes No If yes, please describe: If yes, has the FAA been advised? ❑ Yes ❑ NNo Will fireworks, rockets or other pyrotechnics be used: Yes ❑ No If yes, name and phone number of pyrotechnic company: 19YW -W07-�U- ,�_4 • Describe(indicate dates, times and lloc�atiolns for launching and taalllo`utt'areasG),{W LIrKE� pm .f311 0 U l2 0OpQ,4 ti Has permit been issued? ❑ Yes ❑ No Will there be any type of open flames used(i.e., bonfires, etc.)? ❑ Yes ❑ No • If yes, describe: • Has permit been issued? ❑ Yes ❑ No Will any signs, banners,decorations or special lighting be used? ❑ Yes t/No • If yes, describe: Will any lasers be used? ❑ Yes ❑ No If yes, have you obtained a variance letter for operation? ❑ Yes ❑ No (NOTE: Additional permits maybe required as indicated by staff. These include,but are not limited to,Conditional Use Permit Land Use Permit,and Fire Department permits.) Page 78 INSURANCE Applicant must provide insurance at the following minimal limits: $1,000,000 combined single limit. This Certificate of Insurance must name the City as an additional insured throughout the event duration, including setup and breakdown. The Certificate of Insurance, including limits of insurance, must be received by the Special Events Coordinatorby to finalize this permit. HOLD HARMLESS The Applicant will, at its sole expense, provide the City with evidence of insurance for general liability and Workers'Compensation benefits for accidents or injuries which occur or are sustained in the course of carrying out this contract. The Applicant agrees to indemnify, defend and save City harmless from any and all liability, claims,damages or injuries to any person,including injury to Applicant's employees,and all claims which arise from or are connected with the negligent performance of or failure to perform work or other obligations of this contract, or are caused or claim to be caused by the negligent acts of the City, its agents or employees, and all expenses ofinvestiga ddefendi ainstsame. Applicant Signature: _ Date: / T r ADVANCED CANCELLATION NOTICE REQUIRED If this event is canceled, notify the Special Events Coordinator at (760) 323-8276. I certify that the information contained in the foregoing application is true and correct to the best of my knowledge and belief,that I have read,understand and agree to abide by the rules and regulations governing the special event under Palm Springs Municipal Code,and that I understand that this application is made subject to the rules and regulations established by the City Council and/or the City Manager of the City Manager's designee. I agree to comply with all other requirements of the city, county, state and federal governments and any other applicable entity which may pertain to the use of the event premises and the conduct of the event. I agree to abide by these rules and further certify that I, on behalf of the organization, am also authorized to commit that organization and, therefore, agree to be financially responsible for any cost and fees that may be incurred by or on behalf ofthe event to the City of Palm Springs. Name of Applicant(PRINT): Title: DATE: Signature of Applicant/Sponsoring Organization DATE: Signature of Professional Event Organizer Page 20 AGUA CALIENTE BAND OF CAHUILLA INDIANS OPERATIONS August 27, 2004 Mr. Aftab Dada General Manager Palm Springs Hilton 400 E. Tahquitz Canyon Way . Palm Springs, CA 92262 --- Dear Aftab: I'm glad to inform you that the Tribal Council has approved your request to use the Prairie Schooner parcel on Thursday, September 23, 2004 from 4:00 p.m. to 10:00 p.m. This is to hold your fireworks event for the group staying at the Hilton during that time. The Council understands that all the necessary permits are being handled and that the Palm Springs Fire Department has approved the event as proposed. Please let me know if there is any further assistance needed. We look forward to a successful weekend for all. Sincerely, effrJ eY PP C. Pe le Chief Administrative Officer AGUA CALIENTE BAND OF CAHUILLA INDIANS JCP:tm 707 EAST TAHQUITZ CANYON WAY, SUITE 6, PALM SPRINGS, CA 92262 T 760/325/3400 F 760/883/1906 AGUACALIENTE.ORG Fireworks Ambassadors to tine W(Wel James R.Souza Pwsident September 1, 2004 Fire Marshal Carl Thibeault Palm Springs Fire Department Fire Prevention Department 300 North M Cielo Road Palm Springs,CA 92262 Dear Mr.Thibeault: Please find enclosed our Application for Permit to conduct a fireworks display for Hot&Dry on September 23, 2004.The certificate of Insurance covering the same, our check in the amount of $120.00 to cover the permit fee and a diagram of the firing site are also enclosed. If standby firemen fees apply, please bill them directly to: Hot & Dry, 1201 I arraba0#106,Wag F W"crod,G 90069 If you have any questions or need further information please telephone our office at (909) 874-1644. We would appreciate a copy of the permit after it has been approved. Thank you. Sincerely, P)tro slam Ia- *m Wrm Carina Herrera Customer Service Representative /ch Enclosures P.O. Box 2329 9 Rialto.CA 92377 0 Phone: (909) 874-1644 or(888) 477-PYRO 9 Fax: (909)355-9813 Application for Permit -- Public Fireworks Display We, Pyro Spectaculars, hereby make application for permit to conduct a display of fireworks by the California State Health and Safety Code,and agree to comply in every particular with the law pertaining thereto as set forth in Part 2 of Division 11,Division 12. and other applicable sections of the Heaah Safety Code, and the Rules and Regulations adopted by the State Fire Marshal. Sponsoring Organization:112LRL Dry ___ _ Address: 1201 Lafrabee 0106,West Hollywood, CA 90089- T Person in charge of display: Jeff Martin Liti1:119"2 (909)792-WaT Location of display: Palm Springs Hilton-East Spa Casino overflow parking lot 400 E.Tahquftz Canyon Way Palm Springs, CA Andress R.I El Segundo Dates of display: Thursday,September 23,2004 Time of display: Approximately 9:00 PM Pyrotechnic Operator in charge(license number): Jolt Martin LIo0:119542 (909)7924887 Type of Display: jo Aerial ❑ Low ravel [) Set Piwas ❑ Devices []Manuel Electric hVh Levsl Aeitel(APPnixi mA*2W-1,0001ert) . 150 -3"Single Break Aerial Shell(s) 50 -4"Single Break Aerial Shell(s) Description of storage facilities and location on grounds: Delivarsd to site on date of display Insurance/License — Workers Compensation: State Compensation Insurance Fund Date: 10M412003-10114121104 Public Liability Insurance: $1,000,000.00 (Certificate attached) General Public Display License No. 672 issued by State Fire Marshal Pyro Specta ulars . ApplicanCs Signature C/G/1 �M-i^ Applicant's Address PO Bo 32g,Rialto,CA 62377 A►PRO9AL FOR PERMIT PERMIT FOR PUBLIC DISPLAY OF FIREWORKS to be held(date) is hereby Granted Denied --.`--_ Signature Title DRAYi'ON INSURANCE BROKERS, INC. 2500 CENTER POINT ROAD,SUITE 301 POSTOFFICE BOX%067 BIRMINGHAM,ALABAMA=13 BIRMINGHAM,M ADAMA 3UW 7FA.RPHONE: 00) 64-9% PAX' P05) RS!-" CERTIFICATE OF INSURANCE NO. 451996 We wrtify Ihr itWnance as ovOind below is a9'arded the Named Loved urckrpaEcy CAM0002771-19 isTaW by Admiral Insnrmm Co1apery. NAML•DINSURED Pym Sp6amslar,hs. PPA Spectaculars Pyro Events,lm North Amricer Fuexwrki Co.,aw.(NAFCO) Arno Pyratods in.Inc. San Diego Fcewurks P.O.Box 2329 pYtO Spatw.uhn Cmada,Inc. Rialw,CA Ncria 92377 PERIOD Jammry 13,2004 To Jmuary 12.200T BM drys b4twim COVERAGE Camnaaial Orval Umbility. Covering against*&)epl liability oflhc Named Land for Bodily WWy and hgxny Dump"mod by,or arisiog Srq the pvW*Liw far,The firing of wIW clearme foRovnng fittwmU display(.)A"below. LIMITSOF A)Each Ooeure,oe S1.000.000 LIABILITY B)General A,rpepde $2,000.000 C)Pwdues a Comp"Opemuwu Aggregate SI.000,000 The sddeiuu ormest:am ow kmwrd does not serve toinaeaae(he limit offiability. Aggepte lmtits ilnwa maylambeenndu bIpsidcla". R is card"des,is a000rdana wild,and subject lo,the tarns oftlw sbow poficN 16e following SPONSORS AND PROPERTY OWNERS AND LICENSING AUTHORITIES ass,included"Additional hwvegsj,but only in respect of the Icpl liability ofsudr Additiwul Lourod(s) far Bodily Wwy ad Property Duveg-caucd by the operations ofthe Named Insured in connection with the firing of Thefaewords ditpla)(a) Tsmadbelow Theiuuraou aff" dany Additional baaasddoesaot indudc owerap ferny"myordamar ari.i,g6w thcAiluleofauh Additional Inaued to fuVll its obligrsioca specified in its contrsct with the Nand Insured, NAME a.ADDRESS OF INSURED SPONSORS PROPERTY OWNERS,LICENSORS Hot$Dry 1201 Larrabee N 106 West Hollywood,CA 90069 ADDITIONAL INSt7RED(S): Hot&Dry,and City of Palm Springs,and Spa Casino Resort,and Agus Caliente Band of Cahuilla Indians,and Hilton Hotel Palm Springs,and their officers,agents,and employees when acting in their official capacity as such. DISPLAY LOCATION DISPLAY DATES) Palm Springs Mon,Overflow Parking Lot September 23,2004 Palm Springs,CA This instnance applies automatically if The described display is fired on any Alumsfive dde beasuse,deaoarllrion on the dau Awwn due to vac_.. orcd=c&Teri however,IN NO EVENT WILL COVERAGE APPLY TO BODILY INNRY OR PROPERTY DAMAGE SUSTAINED AFTER January 12.2005. This crrsif,...u ml m irwurua policy addwa sot of my way amend,eatad w alorthe oovenge afforded"the Policy Wed ahnen. r6tpa tirculua catow ingihe Tenm aariusiwss and owtdium of wit policy"rL Ad kho W insured a nCrsod to the policy dormrt in the Pxaecsiwt or the Named Inured. Shadd the above described policy be"xelled bdbm the expira<Lon date*e'm4 the iaWag oompanY will mail 30 days'priw wrhw mtioe wdso above nu and AMtioml lrwrc4 DRAYTON INSURANCE BROKERS,INC. August 26,2004 DATE OF ISSUE R7.STRINGER, PRESIDE ens tunutarA t.WVWAnal AAt R666 Spa Casino Condos Condos j., __.e._._.e-----------------e______.600'-._e_.__..__________e_____________._________.illp. J r Spa casino overflow Parking Lot 4 r j Spa r sfno nverildN Parking lot 7 � 1 J i l 'i i i r 400' I r Not S Dry Palm Springs Hilton Aerial Firing Site Plot Plan xxxxz r �- r � N Palm Springs Hillon Party in pool area zzxxxzz W E i � S i Spa casino werfiow Spa casino overnow L ' Parking Lot Parking Lot i Covered Parking Lot i i i rig r 1 r Office 6uilldings i r r i CDF/SFM Attn: Fins Engineering PRE-DISPLAY REPORT Coordinator P.O. Box 944246 Sacramento, CA 94244-2460 COMPANY_Pyro Spectaculars ADDRESS 3196 North L.oeust Ave., Rialto, CA 92377 PUBLIC DISPLAY LICENSE NO. 672 Pursuant to Title 19,California Administrative code,we submit the following: Sponsoring Organization: Hot a Dry Location of display: Palm ings Hilton-Eset Spa Casino overflow parking lot,Palm Springs Date of Display: Thursday,September 23,2004 Time of display: Approximately:9:00:00 PM 1. Name and License number of Pyrotechnic Operator who will supervise the display. Jeff Martin 11.I0:1195-02 (NO)792-6887 2- Name and License number of Wholesaler who will supply display material: Pyro Spectaculars W-144 3. Particulars of display: _ _... Category Qty 2"-6"Single Break 26 If We agree to be responsible for compliance with any provisions noted on the permit which is granted for this display. Pyro Spectaculars Date Monday,August 30,2004 _ Signature NOTE:Thin kkmwon k a t ado smmt or Ppo SPeat"oaks.h k pmW W fmm merpmpi. m by ew UnNom,Tmde Swrek Ad(CMI Cod"3126-3426.11)and i m ompt born divebau,e a W the Callor,ga Public Remnk AA(Oo,ermrwa Code 525W) I4 tr TOTAL P.06 /� RESOLUTION NO. 2/0 -;(, OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, SUSPENDING CERTAIN REGULATORY ORDINANCES TO ALLOW FOR A BRIEF FIREWORKS SHOW TO OCCUR ON THE PRAIRIE SCHOONER PARKING LOT FROM APPROXIMATELY 9:00 P.M. TO 9:05 P.M. ON THURSDAY, SEPTEMBER 23, 2004. WHEREAS the City of Palm Springs is in support of the 2004 Hot'n' Dry event at the Palm Springs Hilton Resort from September 23 through September 26; and WHEREAS the City Council desires to facilitate the staging of events 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 2004 Hot 'n' Dry event is a special event beneficial to the community and its visitor-oriented economy. B. That the dates of the 2004 Hot 'n' Dry event are from September 23 through September 26, with the brief fireworks display taking place on September 23. C. That Hot 'n' Dry, Inc. of West Hollywood, California, is the event promoter. D. That the venues of the 2004 Hot 'n' Dry event are the Palm Springs Hilton Resort and the Prairie Schooner Parking Lot. Section2. That the following ordinances are hereby temporarily suspended from 9:00p.m. to 9:15 p.m. on September 23 for the brief fireworks display designated in Section 1B above: Noise Ordinance and Noise Nuisance Ordinance. /�05 Section 3. That the regulatory ordinances designated in Section 2 above shall remain in full force and effect except as to the fireworks display on September 23 from 9:00 p.m. to 9:15 p.m. and persons or organizations as designated in Section 1 above. ADOPTED this 151" day of September, 2004. AYES: NOES: ABSENT: CITY OF PALM SPRINGS,CALIFORNIA By City Clerk City Manager REVIEWED&APPROVEDAS TO FORM