CITY COUNCIL: Resolution Approving Annual Closure of Certain Streets & Del Mar Parking Lot in Conjunction with the ''Run in the Name of Love' Event

Meeting Date: April3, 2012
Prepared by: Heidi Burch Assistant City Administrator


City Council
Agenda Item Summary

Name: Consideration of a Resolution approving the annual closure of certain streets and the Del Mar parking lot in conjunction with the "Run in the Name of Love" event, granting an exemption to Chapter 8.56 of the Municipal Code prohibiting sound amplification and authorizing staff to annually review and approve said events unless said events have substantive changes that require Council action.

Description: The event organizers for the "Run in the Name of Love" special event, scheduled this year on Sunday, June 17, have requested:

1) Approval in perpetuity of the street closures and the closure of the Del Mar parking lot for the event.
2) An annual exemption from Chapter 8.56 of the Municipal Code, the section governing the use of amplified sound to allow them to make public announcements during the event, beginning at 7:30a.m. on race day each year.
3) A waiver in perpetuity of all City costs associated with the event.

Overall Cost:
City Funds: approximately $3,400 annually; $765 in costs to the City for overtime and outside labor and $2,635 in fee waivers
Grant Funds: N/A

Staff Recommendation: Staff recommends approval of the request for street closures and the closure of the Del Mar parking lot and approval of an annual review for administrative approval of the event. Staff also recommends approval of an exemption of the City's sound ordinance beginning at 8:00 rather than the requested time of 7:30 a.m.

Important Considerations: The first "Run in the Name of Love" event was held on June 19, 2011. An exemption from the City's Sound Ordinance was granted for sound amplification beginning at 8:00a.m. This year, the organizers have requested starting the amplified announcements at 7:30a.m.

Fee waivers were not requested for last year's event. If waived this year, actual costs for police overtime and outside staffing must be taken from the Council discretionary fund and will be added to the Council2012/13 budget.

The event benefits the community in that it donates its profits to the Sunset Center "Classroom Connections" youth arts program and the Just Run! youth fitness outreach of the Big Sur International Marathon.

Decision Record: City Council approved the inaugural2011 "Run in the Name of Love" event at its meeting of June 8, 2010 and approved a one-day exemption from the sound amplification regulations to begin at 8:00a.m. on February 1, 2011 (Resolution 2011-6).

CITY OF CARMEL-BY-THE-SEA
STAFF REPORT

TO: MAYOR McCLOUD AND COUNCIL MEMBERS
THROUGH: JASON STILWELL, CITY ADMINISTRATOR
FROM: HEIDI BURCH, ASST. CITY ADMINISTRATOR
DATE: MARCH 19, 2012
SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA APPROVING THE ANNUAL CLOSURE OF CERTAIN STREETS AND THE DEL MAR PARKING LOT IN CONJUNCTION WITH THE "RUN IN THE NAME OF LOVE" EVENT, GRANTING AN EXEMPTION TO CHAPTER 8.56 OF THE MUNICIPAL CODE PROHIBITING SOUND AMPLIFICATIONAND AUTHORIZING STAFF TO ANNUALLY REVIEW AND APPROVE SAID EVENTS UNLESS SAID EVENTS HAVE SUBSTANTIVE CHANGES THAT REQUIRE COUNCIL ACTION

BACKGROUND
City Council approved the inaugural2011 "Run in the Name of Love" event at its meeting of June 8, 2010 and approved a one-day exemption from the sound amplification regulations to begin making announcements at 8:00a.m. on February 1, 2011 (Resolution 2011-6).

This year, the organizers have requested that the Council grant approval for the closure of City streets and the Del Mar parking lot, an administrative review and approval of the event annually, an annual exemption of the sound ordinance to being announcements at 7:30a.m., and a waiver of fees/costs in the amount of$3,400 each year. A public notice was published in the March 23 issue of the Carmel Pine Cone, posted at the three posting locations in the City and a notice was delivered to all property owners within a 500-foot radius (Attachment "A").

FISCAL IMPACT
Public Works staff members no longer work weekends and as this event occurs on Father's Day Sunday, the City will need to hire hourly personnel from a private contractor. Additionally, off duty police officers are required for street closures to insure the safety of the participants. Should
Council waive the cost of hiring outside personnel and overtime costs for police services, these
personnel costs must be taken from the Council Discretionary Fund.
The annual expense to the City would be approximately $765 for outside labor and overtime
expenses. The loss of annual revenue to the City would be an additional $2635.
RECOMMENDATION
Staff recommends Council approve the street closures and closure ofDel Mar, that an exception
to the sound ordinance be granted for sound amplification to begin at 8 a.m., and that the event
be subject only to staff review annually unless changes or issues warrant Council review or
approval.
48
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2012-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
APPROVING THE ANNUAL CLOSURE OF CERTAIN STREETS AND THE
DEL MAR PARKING LOT IN CONJUNCTION WITH THE "RUN IN THE NAME OF
LOVE" EVENT, GRANTING AN EXEMPTION TO CHAPTER 8.56 OF THE
MUNICIPAL CODE PROHIBITING SOUND AMPLIFICATION AND AUTHORIZING
STAFF TO ANNUALLY REVIEW AND APPROVE SAID EVENTS UNLESS SAID
EVENTS HAVE SUBSTANTIVE CHANGES THAT REQUIRE COUNCIL ACTION
WHEREAS, the City Council approved the inaugural "Run in the Name of Love" event
at its meeting on June 8, 2010; and
WHEREAS, the first such event occurred on Sunday, June 19, 2011 and proved to be
well organized and popular, with no public complaints; and
WHEREAS, the event requires the annual closure of certain City streets and the Del Mar
parking lot in conjunction with the event; and
WHEREAS, the event also requires an exemption from Chapter 8.56 of the Carmel-bythe-
Sea Municipal Code governing noise regulations throughout the City to allow the organizers
to make public announcements.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY
OF CARMEL-BY-THE-SEA DOES:
1. Approve the annual closure of streets and the Del Mar parking lot in conjunction with the
event.
2. Approve granting an exception from Chapter 8.56 ofthe Municipal Code for the purposes
of this special event, beginning at 8:00a.m. on the day ofthe race, to allow for public
announcements.
3. Authorize that the event be subject only to staff review annually unless changes or issues
warrant Council review or approval.
PAS SED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMELBY-
THE-SEA this third day of April2012, by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ATTEST: SUE McCLOUD, MAYOR
Heidi Burch, City Clerk
City of Carmel-by-the-Sea
Notice of Public Hearing
NOTICE IS HEREBY GIVEN to all persons bearing any interest in the matter that the
City Council of the City of Carmel-by-the-Sea, California, will conduct a Public Hearing.
SUBJECT: CONSIDERATION OF A RESOLUTION APPROVING THE ANNUAL
CLOSURE OF CERTAIN STREETS AND THE DEL MAR PARKING LOT IN
CONJUNCTION WITH THE “RUN IN THE NAME OF LOVE” EVENT,
GRANTING AN EXCEPTION TO CHAPTER 8.56 OF THE MUNICIPAL
CODE PROHIBITING SOUND AMPLIFICATION, THE WAIVING OF
CERTAIN CITY FEES, AND AUTHORIZING STAFF TO ANNUALLY
REVIEW AND APPROVE SAID EVENTS UNLESS SAID EVENTS HAVE
SUBSTANTIVE CHANGES THAT REQUIRE COUNCIL ACTION.
PURPOSE: The organizers of the Second Annual “Run in the Name of Love” event
scheduled for Sunday, June 17, 2012 have requested an annual exception
to the Ordinance prohibiting sound amplification. Public Noticing is
required. This request includes the use of sound amplification
equipment for announcements in the Sunset Center parking lot
beginning at 7:30 a.m., Father’s Day Sunday of each year.
DATE OF HEARING: Tuesday, April 3, 2012
TIME: 4:30 p.m. or shortly thereafter
PLACE: City Council Chambers, City Hall, located on the east side of
Monte Verde Street between Ocean and 7th Avenues.
Any court action pursuant to decisions made by the City on this proposed action may be
limited to issues raised at the public hearing described in this notice, or in written
correspondence delivered to City Hall at, or prior to, the public hearing.
ALL INTERESTED PARTIES are invited to attend said Public Hearing and express
opinions or submit evidence for or against the proposal as outlined above.
BY ORDER OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA.
Heidi Burch, City Clerk
Dated: March 15, 2012

Attachment "A" 49

Public Notice Location Map
\/ Roads
Parcels s
2012 Breakdown of costs

Attachment “B”
RUN IN THE NAME OF LOVE
Processing Fee $150 $150
Police Officer $75 per hour x 8 $600
Del Mar Parking Log Closure- ½ day $365 $365
San Carlos btwn 9th & 10th Closed-3 hrs
(omni will be placed across the street)
$365 $365
Scenic Rd. W/8th to Del Mar $365 $365
Traffic Cones $3 X 75-Approx. $225
No Parking Signs $3 X 50-Approx. $150
A-Frames $25 X 30-Approx. $750
Barricades $65 X 4-Approx. $260
Outside labor to breakdown event $16.50 X 5 hrs X 2 staffers $165
TOTAL AMOUNT $3,395