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CC 2013-03-26_08.g. TUP - Amgen TourMEMORANDUM TO: CITY COUNCIL FROM: BY: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT MATTHEW DOWNING, ASSISTANT PLANNER SUBJECT: CONSIDERATION OF TEMPORARY USE PERMIT NO. 13-001 REGARDING STREET CLOSURES FOR THE AMGEN TOUR OF CALIFORNIA BIKE RACE ON THURSDAY, MAY 16, 2013 DATE: MARCH 26, 2013 RECOMMENDATION: It is recommended the City Council adopt a Resolution approving Temporary Use Permit 13-001 for the Amgen Tour of California Bike Race on Thursday, May 16, 2013. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: There is no direct funding impact as a result of this event. Event organizers are required to reimburse the City for the costs of police, fire, maintenance and other City services used to conduct this event. Based on additional staffing needs expected for these departments, reimbursement is anticipated to be $1,200 -$2,500. BACKGROUND: The Amgen Tour of California is an annual cycling race event that includes world renowned riders and professional cycling teams that covers approximately 750 miles of California's roadways. This year marks the Amgen Tour's eighth consecutive year, and it will be held May 12-19, 2013 (Attachment 1). The Amgen Tour previously passed through the City in 2006. During that time, residents, business owners, and members of surrounding communities lined the Tour's route to experience the race and cheer on the cyclists. Pictures of cyclists racing through the Village on East Branch Street have been used in Amgen Tour marketing and promotional materials. ANALYSIS OF ISSUES: Project Description On Thursday, May 16, 2013, Stage 5 of the Amgen Tour of California Bike Race is scheduled to pass through the County. The race starts in the City of Santa Barbara and ends in Avila Beach. According to event organizers, the riders will be in the City for approximately 5 -15 minutes. This period of time is anticipated to be between 2:30 PM Item 8.g. - Page 1 CITY COUNCIL CONSIDERATION OF STREET CLOSURES FOR THE AMGEN TOUR OF CALIFORNIA BIKE RACE ON THURSDAY, MAY 16, 2013 MARCH 26, 2013 PAGE 2 OF 3 and 3:00 PM depending on the speed of the riders throughout this stage of the Tour. These time estimates are fairly accurate given the event organizers' past experiences. Course Route The race is planned to travel through a large portion of the City (Attachment 2). Riders will enter the City at Valley Road from Highway 1 and the course through the City is as follows: 1. Valley Road north to Fair Oaks Avenue; 2. Right turn on Fair Oaks Avenue, travel east to Traffic Way; 3. Left turn on Traffic Way, travel north to West Branch Street; 4. Right turn on West Branch Street, continue on Branch Street through the Village to the Branch Street/Corbett Canyon Road/Huasna Road intersection; 5. Left turn onto Corbett Canyon Road, follow Corbett Canyon Road northeast; 6. Exit the City on Corbett Canyon Road. Traffic Control The control of traffic is an important part of the event's success. Due to the large number of riders participating in the tour and the amount of support vehicles needed to facilitate the event, the closure of City streets along the course route is necessary. The event organizers have completed a traffic management plan (Attachment 3) that outlines the personnel and course closure methods used to control traffic along the course route. Additionally, the Arroyo Grande Police Department will utilize additional personnel to help control traffic and people during the event, including volunteers and staff from other agencies. Type 1 barricades tied with yellow caution tape will be placed across intersections adjacent to the race's route through the City to block vehicles from entering into the course. In the Village, the barricades and caution tape will be placed on both sides of Branch Street. This will prohibit street parking in the Village on race day and will provide community members a safe area to view the event. School Dismissal Due to the race's schedule through the City, there is a potential for conflicts between street closures and the release of schools, namely Paulding Middle School and Arroyo Grande High School. Staff and event coordinators have been in contact with Lucia Mar Unified School District regarding the release of students on race day. Fortunately, the High School is scheduled to have a minimum day on the day of the race. Arrangements have been made with Paulding School to release students a half hour early to clear the area before the race arrives. Business Notification Businesses will be notified in advance. Signage will be placed to warn customers of closures. Staff has coordinated with the Village Improvement Association, which is Item 8.g. - Page 2 CITY COUNCIL CONSIDERATION OF STREET CLOSURES FOR THE AMGEN TOUR OF CALIFORNIA BIKE RACE ON THURSDAY, MAY 16, 2013 MARCH 26, 2013 PAGE 3 OF 3 planning entertainment activities to encourage the crowds to remain in the commercial area following the race. ALTERNATIVES: The following alternatives are provided for the Council's consideration: Adopt the attached Resolution; Modify as appropriate and adopt the attached Resolution; Do not adopt the attached Resolution; Provide direction to staff. ADVANTAGES: The event will provide community members and others the opportunity to participate in a unique, international event that only briefly passes through the City. The event will draw attention to the City as a result of the race being televised on the NBC sports network and generate activity in the Village commercial area. DISADVANTAGES: The full closure of streets along the course route will impact traffic and circulation patterns through the City for a brief period on race day. The closure of street parking along Branch Street can be an inconvenience to businesses in the Village area. This impact, however, is anticipated to be offset by the increased number of visitors to the Village to view the race. ENVIRONMENTAL REVIEW: In compliance with the California Environmental Quality Act (CEQA), the Community Development Department has determined that this project is categorically exempt per Section 15304 (e) of the CEQA Guidelines regarding minor temporary uses of land. If the Council does not think that this determination is appropriate, project approval shall not be considered. PUBLIC NOTIFICATION AND COMMENTS: A condition of approval has been developed, which will require the applicant to notify property owners and businesses located within the area of street closures and/or restricted parking. In addition, the Agenda was posted in front of City Hall on Thursday, March 21, 2013. The Agenda and report were posted on the City's website on Friday, March 22, 2013 Attachments: 1. Letter from the event organizers 2. Road closure map 3. Traffic management plan Item 8.g. - Page 3 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING TEMPORARY USE PERMIT CASE NO. 13-001; RELATED TO STREET CLOSURES FOR THE AMGEN TOUR OF CALIFORNIA BIKE RACE; APPLIED FOR BY AEG CYCLING LLC WHEREAS, on January 9, 2013, a Temporary Use Permit application for the short-term closure of various streets was received to allow the Amgen Tour of California Bike Race to pass through the City of Arroyo Grande; and WHEREAS, event organizers will be responsible for costs associated with traffic control, cleanup, and payment of all related fees and costs for use of City property and City employee time related to the event; and WHEREAS, the City Council has considered Temporary Use Permit Case No. 13-001 and its request to close various City streets on May 16, 2013, in accordance with the Municipal Code of the City of Arroyo Grande; and WHEREAS, the City Council finds, after due study, the following circumstances exist: FINDINGS FOR APPROVAL Temporary Use Permit: 1. The operation of the requested use at the locations proposed and within the time period specified will not jeopardize, endanger, or otherwise constitute a menace to the public health, safety or general welfare due to the use of dedicated California Highway Patrol officers and volunteer marshals. 2. The use of City streets are adequate in size and shape to accommodate the bike race and will not be a material detriment to the use and enjoyment of other properties located adjacent to and in the vicinity of the event. 3. The proposed site is adequately served by streets or highways having sufficient width and improvements to accommodate the kind and quantity of traffic that the bike race will or could reasonably be expected to generate. 4. Adequate temporary parking to accommodate vehicular traffic to be generated by the use is available throughout the City. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande hereby approves Temporary Use Permit Case No. 13-001 and the closure of the following City streets to through traffic and parking, with the above findings and subject to the conditions as set forth in Exhibit "A", attached hereto and incorporated herein by this reference: 1. Valley Road from the City limits to Fair Oaks Avenue; 2. Fair Oaks Avenue from Valley Road to Traffic Way; 3. Traffic Way from Fair Oaks Avenue to West Branch Street; Item 8.g. - Page 4 RESOLUTION NO. PAGE 2 4. Branch Street from Traffic Way to Corbett Canyon Road; and 5. Corbett Canyon Road from E. Branch Street to the City limits. 6. "No Parking!Tow Away" shall be enforced along Branch Streets between Traffic Way and Huasna Road during the event. 7. "No Parking!Tow Away" shall be enforced on Fair Oaks Avenue and Traffic Way near the Fair Oaks Avenue!Traffic Way intersection. On motion by Council Member following roll call vote, to wit: AYES: NOES: ABSENT: , seconded by Council Member the foregoing Resolution was adopted this 26 1 h day of March 2013. , and by the Item 8.g. - Page 5 RESOLUTION NO. PAGE3 TONY FERRARA, MAYOR ATTEST: KELLY WETMORE, CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY Item 8.g. - Page 6 RESOLUTION NO. PAGE4 EXHIBIT "A" CONDITIONS OF APPROVAL TEMPORARY USE PERMIT CASE NO. 13-001; THE AMGEN TOUR OF CALIFORNIA BIKE RACE General Conditions 1. This Temporary Use Permit (TUP) allows the Amgen Tour of California Bike Race to pass through the City of Arroyo Grande by utilizing various public streets for approximately 30 minutes on May 16, 2013. 2. The use shall be in substantial conformance with the application materials submitted to the Community Development Department. 3. The event organizers shall agree to defend at his/her sole expense any action brought against the City, its agents, officers, or employees because of the issuance of said approval, or in the alternative, to relinquish such approval. The applicant shall reimburse the City, its agents, officers, or employees, for any court costs and attorney's fees which the City, its agents, officers or employees may be required by a court to pay as a result of such action. The City may, at its sole discretion, participate at its own expense in the defense of any such action but such participation shall not relieve applicant of his/her obligations under this condition. 4. To the full extent permitted by law, the event organizers shall indemnify, defend and hold harmless the City, its agents, officers, and employees from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorney's fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, this Temporary Use Permit except liability arising out of the proven sole negligence of the City. Police Department Conditions 5. The event organizers shall fully reimburse the City for costs associated with the event, including paid personnel and equipment costs. 6. The event organizers shall provide three (3) electronic message board signs to alert residents of the event and related street closures a minimum of five (5) days prior to the event. 7. The event organizers shall provide an adequate amount of yellow caution tape necessary to close streets and provide a pedestrian barrier in the Village. 8. The event organizers shall provide fifty (50) yellow/orange traffic vests to identify individuals charged with closing down arterial streets along the course. Item 8.g. - Page 7 RESOLUTION NO. PAGE5 9. "No Parking/Tow Away" restrictions along Branch Street in the Village and near the intersection of Fair Oaks Avenue and Traffic Way shall be enforced from 7:00 am on Thursday, May 16, 2013 until the conclusion of the event through the City. 10. All temporary "No Parking/Tow Away" signs shall be posted a minimum of 48 hours prior to the event (by 7:00 am, Tuesday, May 14, 2013). 11. The event organizers shall be responsible for coordination with Caltrans regarding the event's impact on State facilities in the City. 12. The event organizers shall coordinate with the South County Area Transit (SCAT) to ensure the event's impact on public transportation is minimized. Public Works Department Conditions 13. The event organizers shall notify all property owners, tenants, and businesses along the route and in obstructed neighborhood "islands" of the event two weeks prior to the race. 14. The event organizers shall provide "No Outlet" signs to be placed in neighborhood "islands". Community Development Department Conditions 15. The event organizers shall provide a $1,000,000.00 comprehensive general liability insurance policy naming the City as additional insured by May 1, 2013. Item 8.g. - Page 8 AMGEN. &J.f TOUR of GJ( V CALIFORNIA Event Overview ATTACHMENT 1 The 2013 Amgen Tour of California is a professional style bike race modeled after the Tour de France. The race is governed by the same international cycling federation, we follow the same rules, and we have the same teams and riders as the Tour de France. The principal difference between the two events is that the Amgen Tour of California is a shorter event: 8-days vs. 21- days. The race consists of 16 teams -each with eight riders. The 2013 race will have eight point-to-point road stages. Each stage is between 20 and 125 miles in length. The race begins in Escondido on May 12th and concludes in Santa Rosa on May 19th. The 2012 Amgen Tour of California drew over two million spectators along the 750-mile route and quickly became the largest sporting event in the history of California. We will broadcast HD live TV coverage on every stage for 2013 to more than 200 countries. We will also being streaming live video on the Internet for the entire race. The race is self-contained. Aside from the 128 professional racers, we also have approximately 100 vehicles that travel within the race. This includes the California Highway Patrol (CHP}, team cars, medical support, mechanical support, race officials, motorcycle marshals, TV crews, etc. The entire race moves as one entity at an average speed of approximately 26 MPH. From the lead CHP car to the follow CHP car, the distance is approximately 1 1/.2 miles. It takes the race about five minutes to pass any given spot on the road. We require total road closure that is managed by the CHP. There are four elements to the closure: cross traffic that flows across the course at an intersection, traffic moving the same direction and ahead of the race, traffic moving the same direction and behind the race, and traffic moving towards the race. CHP/Police will allow cross traffic and traffic turning onto the course and heading away from the race until approximately 5-10 minutes before the race reaches the intersection but will prevent cars from turning onto the road heading into the race. Traffic moving the same direction and ahead of the race will be allowed to flow until the race is approximately 10 minutes behind the traffic. Traffic that is behind the race will not be allowed to pass. Traffic that is moving into the race will be stopped approximately 20 minutes before the race reaches any given point. Traffic management is variable based on the type of road, the amount of traffic, and the type and number of opportunities where traffic can be pulled off the road for a short period. Where there are roads that are divided by medians, traffic will be allowed to flow on the side opposite the race. It may sound slightly onerous, but it is not as bad as it sounds. CHP has been able to perfect this type of closure and has worked closely with local PD and the sheriffs. For the 2011 event, that took place over eight days and 820 miles of roads, there were very few complaints with the way the traffic was managed. The entire 750 miles of the route has been reviewed and approved by both Caltrans and CHP. As it has for the past seven races, California Travel and Tourism is a key supporter and sponsor of the 2013 Amgen Tour of California. Drawing two million spectators raises a lot of eyebrows ... and concerns. The vast majority of these crowds came in three areas: start cities, finish cities, and various long and steep climbs the riders encountered. Aside from some isolated areas, there are relatively few spectators Item 8.g. - Page 9 AMGEN. ~TOURot ~./!J CALIFORNIA along the course. Many people would watch from their driveway, but it was rare to find more than a few hundred in one location. We will be utilizing the same road closure and crowd control plans that have been effective the past six years. We saw little to no trash along the route for the 2012 Amgen Tour of California. The fans along the way were well behaved and took whatever trash they may have generated with them when they left the area they were viewing the race. We also have a crew that follows the race to collect our signs and any obvious trash that was left by a spectator. Amgen Tour of California and The City of Arroyo Grande This will be the Amgen Tour of California's second visit to Arroyo Grande in its eight-year history. The route is part of Stage 5 on May 16 1 h. The race will begin in Santa Barbara and finish in Avila Beach. The race will enter Arroyo Grande northbound on Valley at 2:36pm. It will continue on Fair Oaks, Traffic Way, E. Branch, Hwy 227, and depart on Corbett Canyon at 2:45pm. The race will cover the 3.5 miles in less than 10 minutes. While the times are approximate (based on average speed), they should not vary by more than five minutes. Item 8.g. - Page 10 ..-: N t-z w :!!: :::c: 0 ~ t- <( arrollAve ~ ~rove Pntarv l'OO VJ w ~ tn m 3 $!! aza ~nter ~FueC1tf;f. Certer E:G ''111 ('J;o:jlfe Arroyo Grande Fair Oaks Ave lhe Pike (/) I ~ Halcyor. f :l :u Q. • Terra De Oro Part Slrother Park Item 8.g. - Page 11 ATTACHMENT 2 Scope Amgen Tour of California Traffic Management Plan ATTACHMENT 3 The 2013 Amgen Tour of California will be held May 12-19th over 750 miles of California roadways. The race will feature 128 cyclist plus various support vehicles and staff. These athletes and vehicles will travel along the course in a "caravan" ender the escort of the California Highway Patrol (CHP). The "bubble" of this escort is expected to be 10-20 minutes as it moves along roadways. See the attached caravan diagram for more information on the quantity and location of vehicles. Course Information See the attached course logs and maps for specific route information, including intersection and arrival information. This log will be updated to show the positions of volunteer marshal locations at intersections along the route. Public Information and Notification Citizens along the route will be notified through a combination of fixed signage warning of road delays, and a public awareness campaign. The contract public relation company contracted by the event organizers will issue press releases and contact local media in the 2-3 weeks before the event and continue through event day. Traveling Marshal (80 total) Traffic Control Staffing Traveling Marshals receive extensive training and travel with the event throughout the week. These marshals are divided into groups of 8-10 and take positions along smaller side roads to assist law enforcement. In addition these marshals are deployed in areas where there might be a routing or safety concern (turns, entrances to divided sections of road, steep downhills, etc.) Each marshal group will deploy on a set section of road ahead of the arrival of the race. Immediately after the passage of the race, the marshals will be picked up and leapfrog to another position further down the route using and alternate route. On most cases the marshals will makes two of these jumps per day, effectively doubling their numbers. Marshals are equipped with cones, safety vests and flags. In addition their vehicles are equipped with brooms, shovels and patch material in case of repairable road conditions. Marshals also receive PR training in order to work with local residents and road users Item 8.g. - Page 12 who may be inconvenienced. While these course marshals are well versed in supporting law enforcement personnel, they have not received traffic control training. Therefore, they will not perform any traffic control duty. Their primary role will be crowd control and "flagging" the riders at any tum along the course. At all of these turns, CHP will be on site and will have already closed the road. Motor Marshals (20 total) The race's Motorcycle Marshals work closely with the California Highway Patrol to assist with security along the route. The marshals are deployed in teams and assigned to the lead patrol cars. They are responsible for assisting with the closure of any drives or parking lots not manned by any other staff. These marshals have the ability to rapidly deploy and quickly move back into position once the front of the race has passed. In addition motor marshals are able to communicate to both the command car and other race staff any obstacles or dangerous situations along the route. California Highway Patrol -Entourage (10 total) The California Highway Patrol (CHP) will be providing a police escort utilizing the same units throughout the event. These units will be deployed both ahead of and behind the race itself as part of the race caravan. The mobile units will work with fixed-post officers and race marshals to provide security along the route. Six to seven units will be staggered between five and ten minutes in front of the event. The exact spacing will be determined based on road type and terrain in coordination with local area commanders. All additional units will be placed at the rear of the entourage to prevent traffic from passing the race. These units will also protect vehicles and competitors who are outside the main group. See the attached caravan diagram for more information on vehicle locations and functions. California Highway Patrol -Fixed Units (Varies by Stage) The California Highway Patrol (CHP) will provide fixed post traffic control ahead of the race. These units will work to secure intersections ahead of the race in conjunction with race marshals. Item 8.g. - Page 13 Marshal Control General Traffic Control Guidelines Race Marshals Race marshals are positioned on smaller side roads that do not require the full-time presence of a law enforcement officer. In general these are smaller rural roads and non- signalized intersections. These marshals work with the advance fixed post CHP units to ensure that all roads are controlled as the race passes. Side roads are controlled by Type 1 barricades or a similar device. The purpose of the marshal is to control traffic once the lead elements of the race reach a position. Once the lead law enforcement unit in the race reaches a location, traffic is not allowed to move towards the race. Depending on location traffic may be allowed to move away from the race or cross the course during this time. While these course marshals are well versed in supporting law enforcement personnel, they have not received traffic control training. Their primary role will be crowd control and "flagging" the riders at any tum along the course. At all of these turns, CHP will be on site and will have already closed the road. Once the lead elements of the race have passed a location and the race grows closer, traffic at intersection will not be allowed on course until the race passes. Once the final law enforcement vehicle passes a location, all intersections are reopened and traffic flows as normal. As the race expands and contracts, law enforcement and marshals vehicles are redeployed to fill any of the small gaps and keep side traffic or traffic pulled off the road from interfering with the race. Law Enforcement Control Law Enforcement will handle traffic control in different ways depending on the terrain and road type. In the case of short sections of road, traffic at intersections controlled by CHP will not be allowed to advance towards the riders as the race is inbound. This is especially important in areas with no shoulders, steep descents and limited site distances. In these cases traffic is held or diverted as a race enters the far intersection on a stretch or roadway. This has the advantage of providing the race with a clear path of travel while not forcing people to pull off of on a non-optimal shoulder. Item 8.g. - Page 14 Contingency Plans Weather The Amgen Tour of California is generally considered a "Rain or Shine" event; however there are instances that would cause the neutralization, delay or stoppage of the event. Delay The event start may be delayed due to extreme circumstances, usually in the vicinity of the start area. Although generally avoided due to the careful planning of the timeline it is an option. Relocation of Start/Remote Start In the case of an incident such as a landslide, riders and staff may transfer via auto around the obstacle and start/restart the race on the other side. This has the advantage of continuing the event. The start would take place at the same time the race would have passed on the original route, thus preserving the timing of the event. Detour In the case of an incident affecting a short portion of a roadway, the race may be detoured around if a safe and feasible route is available. Many times in these cases the race is neutralized and restarted once on the other side of the obstacle. Neutralization In the case of a limited closure, the race may be neutralized and restarted once the obstacle has been cleared or the delaying circumstance has passed. Cancellation In some cases the safety of the riders and/or staff is so extreme or the damage to roadways and infrastructure is so extreme that the event must be cancelled. This is a last resort option. Other Emergency Situations In the case of emergency situations (house fire, medical emergency, etc.) the CHP Incident Commander (IC) should be notified immediately. The CHP IC will consult with event organizers to determine the appropriate course of action. Item 8.g. - Page 15 It may be decided to use the same actions as for a weather emergency with modifications based on the particular situation. Item 8.g. - Page 16