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SPEV 2018-0008 Fall for Art (05.31.2018) 78-495 Calle Tampico La Quinta, CA 92253 760.777.7000 May 31, 2018 CASE NUMBER Special Event Permit 2018-0008 ACTIVITY/EVENT Fall for Art November 3rd - 4th, 2018 (10:00am – 4:00pm) 79120 Blackhawk Way La Quinta, CA 92253 (La Quinta Park) APPLICANT Mr. Gideon Cohn La Quinta Art Association 78365 Highway 111, Suite #300 La Quinta, CA 92253 APPROVAL The Design and Development Department has reviewed and approved Special Event Permit 2018-0008, pursuant to LQMC Section 9.100.130 (Special Events – Nonresidential), based on the following Findings: A. The event will not be detrimental to the health, safety and general welfare of the community in the area of the proposed event. B. There is adequate area to conduct the event and to accommodate the anticipated attendance. C. Sufficient parking will be provided for the anticipated attendance. D. Food service operations, medical facilities, solid waste facilities, sewage disposal methods and potable water service have been provided. E. Fire protection plans and facilities have been provided to the satisfaction of the fire marshal. F. Security plans and facilities have been provided to the satisfaction of the sheriff. G. Public roadways providing access to the event are capable of accommodating the anticipated traffic volumes in a reasonable and safe manner with minimal disruption to local traffic circulation. This approval authorizes the applicant to conduct the event pursuant to compliance with all conditions of approval of this permit. The applicant must obtain any permits, as may be required below, in order to physically set up the event. This decision may be appealed to the Planning Commission, provided the written appeal and filing fee of $1,505.00 are submitted to this Department within 15 calendar days (June 15, 2018). Please contact this office should you wish to file an appeal, and we will assist you in that regard. CONDITIONS OF APPROVAL Completion/confirmation prior to start of the event: 1. The outdoor event is approved for November 3-4, 2018, from 10:00am – 4:00pm. The total number of event participants, including staff, security and guests, shall not exceed 1,100 on-site at any given time. The applicant is required to maintain a count of all event participants on-site at all times during the event. The event count shall be maintained by event staff at the main entrance and made available upon request by the Police Department or City Staff. 2. The applicant shall obtain all other applicable permits, if required, from the appropriate agencies (i.e. Fire Department, Building Division, Sheriff’s Department, etc.). Applicant shall obtain a Fire inspection permit. 3. Applicant shall provide a vendor list to Planning Division no later than 30 days prior to event (October 3, 2018). 4. All vendors, including artists, shall obtain a City Business License. Vendors should begin process of obtaining licenses 60 days prior to event (September 3, 2018) in order to give City Staff proper amount of time to review and process licenses. 5. The serving of food and alcoholic beverages during the event shall be subject to the rules and requirements of the Riverside County Health Department and State of California Alcoholic Beverage Control, respectively. 6. Applicant shall provide finalized site plan for proposed signs to Planning Division no later than 30 days prior to event. Site plan shall include, at a minimum, proposed location(s) of signs, number of signs, sign rendering, material, and dimensions. Proposed signs may require additional Sign Permit and/or Encroachment Permit application. 7. The applicant shall provide notification of the event to all properties within 500 feet of event site and/or surrounding Home Owners Associations (HOA’s). Notification shall include date, time, event scope, and contact information. Proof of notification shall be provided to the City of La Quinta Planning Division by October 30, 2018. Completion/confirmation during the event: 8. The set-up and operation of the event shall be consistent with the attached exhibits and event information on file. 9. Security personnel shall be easily identifiable to the public by the provision of uniformed personnel. All designated private security personnel must be licensed by the State of California and possess a valid private security license. 10. Certain areas providing access to the event area are public and, as such, general public access may not be denied or restricted in any manner that extends beyond the limits of this event as approved. 11. The applicant shall conform to the City’s Noise Ordinance (Municipal Code Section 9.100.210) and specifically the following noise limitations during the event: Before 10:00pm: Sixty-five decibels (65 dB(A)) After 10:00pm: Fifty decibels (50 dB(A)) If the noise consists entirely of impact noise, speech or music, or any combination thereof, each of the noise levels specific above shall be reduced by five dB(A). 12. Portable generators shall be shielded to prevent accidental contact with guests. Extension cords shall be ground-secured to prevent tripping. Any lighting shall be directed away from surrounding roadways and surrounding residential properties. No spot or searchlights are permitted. 13. Surrounding roadways and intersections shall remain readily accessible for passage of emergency response vehicles and private vehicles. There shall be no queuing of vehicles along all surrounding roads for the purposes of dropping off for, picking up for, or entering the event. 14. Roadways/traffic aisles to structures and activities in and around the event will be maintained accessible to emergency vehicles at all times. Parking monitors shall wear light-colored clothing and reflective vests as needed. Flashlights shall be used after dusk. 15. The event is subject to spot inspections by the Police Department and/or City staff to ensure compliance with the conditions of this letter. 16. No fireworks, or open flame, or any other device emitting flame or fire or creating a glow capable of igniting combustibles shall be permitted. 17. All tent and temporary member plans shall meet the requirements of the California Fire Code. Tents and temporary membrane structure having an area in excess of 400 square feet shall obtain a permit by submitting plans to the Riverside County Fire Department. 18. All extension cords shall be over current protected and or ground fault interrupter protected. No additional taps are to be in any device. (NO octopus, 2 way, 3 way taps, cube adapter or multi-plug extension cords). Quad boxes are approved if wired with 12/3 gauge wire or greater. All extension cords shall be of 12/3 gauge wire or greater with approved connectors. 19. Generators and internal combustion power sources shall be separated from tents/canopies by a minimum of 20 feet and be isolated from contact with the public. 20. LP-Gas containers shall be located outside and adequately protected to prevent tampering, damage by vehicles or other hazards. Equipment such as tanks, valves, tubing and other related components shall be approved. 21. At least one 40BC or Class K type fire extinguisher shall be provided for each kitchen with a deep fat fryer, power generator, transformer, cooking operations and at locations where flammable or combustible liquids are stored or dispensed. 22. Location of concession stand utilized for cooking shall have a minimum of 20 feet of clearance from other concession stands, cooking tents, outdoor cooking, and rides. 23. Electrical heating, cooking equipment, and extension cords shall be of a grounded type, and approved for exterior use upon inspection. 24. Operations such as warming of foods, cooking demonstrations and similar operations that use solid flammables, butane or other similar devices which do not pose an ignition hazard, shall be approved upon inspection. Completion/confirmation after the conclusion of the event (if necessary): 25. The event sites used shall be left clean and in its original manner after the event. Temporary trash receptacles shall be provided in and around the event areas. All event areas shall be left free of debris at the end of each day’s activities, and after the event concludes. 26. Any damage to public hardscape caused by this event shall be repaired as directed by the City Engineer. This includes but is not limited to sidewalks, curb and gutter, landscaping, and pavement especially within the surrounding public streets. FINAL ACKNOWLEDGEMENT/CONTACT INFORMATION By holding this outdoor event, the applicant agrees to indemnify, defend and hold harmless the City of La Quinta (“the City”), its agents, officers and employees from any claim, action or proceeding to attack, set aside, void, or annul the approval of this temporary use permit. The City of La Quinta shall have sole discretion in selecting its defense counsel. The City shall promptly notify the applicant of any claim, action or preceding and shall cooperate fully in the defense. The City may elect to add Conditions to this application request to mitigate any problems that arise not previously addressed herein. The City of La Quinta reserves the right to revoke, suspend or void this permit at any time. If you have any questions before, during, or after the event, please contact the following: CARLOS FLORES Design and Development Department 760-777-7069 GABRIEL PEREZ Design and Development Department 760-777-7062 KEVIN MERIDETH Code Compliance Division 760-777-7034 DAVID SMITH La Quinta Police 760-863-8803 1 Fall for Art / attachment “A” 2018 Fall for Art is an annual Community Event organized and produced by the La Quinta Art Association (LQAA). The LQAA is a nonprofit 501(c)(3) organization of all volunteers. This event is a collaboration of professional artists and the educational system. 2017 was the first year for the event, which was sponsored by the City of La Quinta and One West Bank. The LQAA works closely with La Quinta City Community Services to make this event possible. In its first year the event benefitted the Desert Sands Educational Foundation (DSEF). This outline will define the guidelines submitted by the La Quinta Art Association. 1. Event Location: La Quinta Park / 79120 Blackhawk Way, La Quinta, Ca. 92253 2. Date(s) of event: Saturday November 3rd and Sunday November 4th,2018 3. Event hours: 10am-4pm 4. Admission to Event: Free 5. Layout of Event: (see map, attachment B) 6. Description of Exhibits: Artist booths will be designated for 45 professional artists for the purpose of retail sales. Artists will be juried for quality of work and booth display by the LQAA. Single Booth spaces will measure 12’ x 12’. Artists may opt for double (12’ x 24’) or quadruple spaces (24’ x 24’). Some of these exhibitors will use EZ-up type tents. Tents will be required to be staked and/or weighted for safety purposes. Other exhibitors will consist of information booths, student art activities/exhibits, and raffle/auction activities. Emergency Services (e.g. Fire Dept., Police Dept.) will be invited to participate with Vehicles and/or Booths with tables. All exhibitors sign a participation form with the LQAA, holding harmless the LQAA and the City of LaQuinta. 7. Event set-up (prior): LQAA will mark the booth spaces the evening of Friday November 2nd. A temporary fence will be installed by the LQAA to completely define the area/section of the park that will be dedicated to the functions of the event. The temporary fencing shall consist of woven fabric type fencing with stakes (See picture, attachment C). The fencing shall not at any time prevent any handicap access that currently exists in the park. Fencing will be removed by the LQAA on the evening of November 4th; at the end of the event. 8. Event set-up (day of): Exhibitors will begin setting up their displays at 6am on Saturday November 4th. The use of carts will be required. No vehicles will drive on to the grassy areas, besides non-profit organizations such as Police Department, Fire department, other non-profit such as Old Town Artisan Studio vehicles. All exhibits will be completed and in place prior to the opening to the public at 10am. Exhibitors will park at the far end of the Park’s parking lot, furthest from the event. 9. Volunteers: There shall be a minimum of 6 adult volunteers during the hours of event (10am -4pm). In addition to the 6 volunteers, there shall be named an event supervisor to oversee all the activities of the volunteers. Additional volunteers will be from invited group(s), such as the Boy Scouts, etc. All 2 volunteers will be identified with the use of event badges. The duties include, but are not limited to the following: a. Monitor the Parking Lot b. Greet the public at the entrance gate(s). c. Maintain an Information Booth (identified as the LQAA) d. Assisting artists and other exhibitors, as needed. e. Stroll the aisles for general observation of activities. 10. Food and Beverage: There shall be at least 2, and no more than 4 Food and /or Beverage Vendor Booths. They may be self-contained trucks or pop-up type. They shall be licensed to prepare and sell food and/or beverages. LQAA will secure a Health Permit for the event . LQAA will also secure a Fire Permit for the event. All Food and Beverage Vendors will be subject to an inspection by the Health Dept. and the Fire Dept. No alcoholic beverages will be served. 11. Refuse: LQAA shall provide adequate disposable type trash cans and be responsible for their removal from the park. 12. Entertainment: LQAA acknowledges there is no available electricity to the event. There will be no stage constructed to accommodate any performers. A flat/open area will be designated to accommodate any performances at the event. Sufficient space shall be reasonably considered for audiences to gather to view the performers. Entertainment may occur at various times and will include performances by such groups as School Bands, School Choirs, etc. LQAA reserves the right to engage strolling type performers. 13. Raffle/Silent Auction: A raffle/auction, which shall benefit the Educational System will be conducted. The participating artists at event will donate an art item to be available through the purchase of raffle tickets or by the act of bidding. The Desert Sands Educational Foundation will be invited to return to Fall for Art and set up and manage all activities of the raffle/auction. A specific space(s) shall be designated for these activities. 14. Security: The LQAA will provide Night Security for the event, the night of November 3rd through the morning of November 4th. A licensed Security Company will provide one officer for each of two shifts to span from 4pm Nov 3rd – 7am Nov 4th. LQAA and The City of La Quinta are not held responsible for any damage, theft, etc. 15. Signage (at Park): (4) Fall for Art Vinyl Banners shall be in place at the event the day(s) of the event. The banners are 3’ x 6’. Banners shall be secured to the existing perimeter fencing of La Quinta Park. 16. Signage (off-site): LQAA shall secure an encroachment permit to install 2 signs at Adams and Blackhawk Way and 2 signs at Hwy 111 and Adams. These signs will be placed on private properties with the consent of the owner, or on City property in compliance with all guidelines put forth by the City of La Quinta. The signs will be free-standing. Arrows on signs will point to the event. The 20”x24” Foam core directive signs will be placed and removed each day of event. 17. Insurance: LQAA shall provide adequate event insurance and name the City of La Quinta as “additionally insured”. 18. Attendance: The attendance for the 2017 Fall for Art is estimated at less than 250, including the exhibitors. The estimated attendance for the 2018 Fall for Art is no more than 750 per day of event, including exhibitors. 19. City Business License: All required exhibitors, including the Professional Artists, shall provide proof of a current/valid business license with the City of La Quinta. The LQAA Secretary will require a copy to 3 be on file. A complete list of licensed exhibitors will be made available to the City of La Quinta by the LQAA.