TO: City Council

CITY OF ENCINITAS CITY COUNCIL

AGENDA REPORT Meeting Date: August 21, 2013

VIA:

FROM:

Gus Vina, City Manager .tl ~ Lisa Rudloff, Parks and Recreation Director

SUBJECT: Major Special Events Review and Selection for Events Taking Place in 2014

BACKGROUND:

The new Encinitas Municipal Code Chapter 6.11 specifies that all Major Special Event Applications must be submitted to the City of Encinitas Parks and Recreation Department no later than Junel5, 2013 for proposed events taking place in 2014. The application deadline was adjusted by one month (due July IS, 2013) for this year only due to the constrained implementation timelines. City Council will review Major Special Event Applications as a part of the pennitting process and when approved by Council, pennits will be processed and issued by the Parks and Recreation Department.

Past Major Event applicants were sent informational letters to on April 24 and June 17. An infonnational meeting was held on August 8 regarding the new EMC Chapter 6.11 and proposed fees that would become effective January I , 2014.

ANALYSIS:

There are a total of twenty one (21) Special Events described in Attachment A compared to nineteen (19) events held last year. Four (4) are City sponsored Major Special Events that do not require Council approval, however they were added to illustrate the actual number of Major Special Events within the City. Of the seventeen (17) remaining applicants there is one (1) application that was approved by council on January 30, 2013 and one (I) is a new applicant. Six (6) events li sted below propose to close Pacific Coast Hwy 101 (PCH) in 2014. The potential impacts of closing PCH includes but is not limited to traffic, parking, negative impacts on business and neighborhoods and emergency access.

FISCAL AND STAFF IMPACTS:

There are no new fiscal or staff impacts anticipated in approving the proposed 2014 Major Special Events. At the September II, 2013 Council meeting staff will propose a special event

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fee schedule based on staff research and community input. An updated special event fee schedule will further reduce subsidy impacts to the City'S General Fund.

RECOMMENDATION:

It is recommended the City Council select Major Special Events for 2014.

ATTACHMENTS:

Attachment A - Proposed 2014 Major Special Events

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08/21/2013 Item #10A Page 2

Attachment A

2014 Proposed Major Special Events Summary (Events wit h 2,000+ Attendees)

February 2014 Major Events Host Organization/Event Organizer Event Dat es Event Locat ion Event Description

Cardiff 101 Main Street Association, Host Cardiff 101 Main Street is the event host and the Ca rdiff Kook Run,

3rd Annua l Ca rdiff Kook Ru n Organization, Priority 2 2/2/2014 PCH between C and Chesterfield Drive (PCH LLC, is t he event organizer of the Cardiff Kook Ru n 10 K/SK Fun Run.

Cardiff Kook Run, LLC Event Organizer closed between 7:30 am to 11:30 am). The event is held on Super Bow l Sunday between 8:30 am and

10:30 am. http ://www.cardiffkookrun.com/

Turnkey Operations f rom Austin, TX is the host and event organizer

PCH between Via De La Va lle in Del Mar and .25 of the CA 1020 Run which features a ten-mile coastal race route

1st Annual CalifornIa 10/20 (Approved by Council on 1- with 20 live bands. This fi rst t ime Rock-N-Roll running event takes

30-13) TurnKey Operations, Priority 5 2/16/2014 miles north of Chesterfield Drive (PCH closed

place w ithin the communities of Encinitas, Solana Beach and Del between 7:00 am to 11:00 am).

Mar. The event is held between 7:30 am (starts in Del M ar) and

1O:30am. http://www.caI1020.com/

April 2014 Major Events

Encmitas Egg Hunt City of Encinitas Parks and Recreation, Pnority

4/19/2014 Encinitas Commumty Park 1

The Ragnar Events, LLC from Kaysville, UT is t he host and event

organizer of the Ragnar Relay So Ca l Race featuring a overnight

3rd Annua l Ragnar Relay PCH through Encinitas (PCH is not closed during running re lay race from Hunt ington Beach to San Diego. Runners

Ragnar Events, LLC., Priority 5 4/ 15/2014 the event) . will enter Encinitas from Carlsbad and run south along PCH through

Encinitas between 2:00 am an d 11:30 am.

http ://www.ragnarrelay.com/race/sout herncalifornia

DEMA is the host and event organizer of the Apri l Street Fair located

31st Annua l Apr il Street Fair Downtown Encinitas Mainstreet AssOCiation,

4/26 - 4/27/2014 PCH between 0 and J Streets (PCH is closed in downtown Encinitas featuring live music, child ren's rides, and

Priority 2 between 4 am to 6 pm) . crafts and food vendors. The event is hel d between 9:00 am and

5:00 pm. www.encinitas101.com/ events/annual-apri lstreetfair

May 2014 Major Events

DEMA is the host and event organizer of t he Encinitas Cl assic Car

Nights. The event is held on the third Thursday of each month

15th Annual Encinitas Classic Car Nights Downtown Encinitas Mainstreet Association, 5/ 15, 6/ 19,7/17, 8/ 21 & PCH from 0 Street to J Street (PCH is not closed during the summer between 5:30 pm and 7:30 pm and features hot

Priori ty 2 9/18 during the events). rods, Woodies and other classic and vintage cars.

http://www.enci nitaslO1.com/events/rods-woodies-ciass i c-ca r-

show/

5k/ 1k route is starting on PCH at D street and Mult isports.com is the host and event organizer for the Encinitas

turn around is north of the State Ca mp ground Sports Festival that features outdoor family activities, fitness expo,

and back to Moonl ight State Beach for t he live music and vendor boot hs. Sat urday's events include a

9th Annual Encinitas Sports Festival Multisports.com, Priority 3 5/17 - 5/19/2014 finish. (PCH will be closed in both directions Paddleboard & Stand Up Pad dle Race. Sunday's events include an

between 7 am and 9 am ). The triathlon bike Open Water Swim and a Sprint Triathlon, Mini Sprint Triathlon and

course is on 2nd St & PCH (south PCH is closed Duathlon. The event begins Friday at 8:00 am and ends Sunday at

between 6:00 am and 10:00 am). 4:00 pm. www.multisports.com

The SDYS is the host and event organizer for the Memoria l Day

12th Annu al SDYS Memoria l Day Tournament San Dieguito Youth Softball, Priority 2 5/ 23 - 5/ 26/ 2014 Cardiff Sports Park Tournament that brings 50-60 teams from allover California to play

between the hours of 8:00 am and 9:00 pm.

http://www.sdyssoftball.com/ memorial day.php

08/21/2013 Item #10A Page 3

Attachment A

2014 Proposed Major Special Events Summary (Events with 2,000+ Attendees)

July 2014 Major Events Host Organization/Event Organizer Event Dates Event Location Event Description

Summer Sunday Concerts City of Encimtas Pa"ks and Recreation, Priority

July & Aug 2014 Moonlight State Beach 1

The ESL and Encinitas Rotary are co-host and event organizers of

Encinitas Rotary & Encinitas Soccer League, Leo Mullen Sports Park, Cardiff Sports Park, the Encinitas Rotary Cup Tournament. This tournament brings over

12th Annual Encinitas Rotary Cup Tournament Priority 2

7/11 - 7/13/2014 Encinitas Community Park & Ecke Sports Park

7,600 athletes and their families from around California to Encinitas.

Games are held between 7:30 am and 9:30 pm at all available sport

fields. http://www.rotarycup.com/register.htm

Switchfoot is the host organization and Mia Stefanko is the event

10th Annual Switchfoot Bro-Am Switchfoot, Host Organization, Priority 5

7/ 12/ 2014 Moonl ight State Beach (B street west of 3rd and organizer of the Switchfoot Bro-Am. The event features concerts

Mia Stefanko, Event Organizer C street west of 3rd are closed during event). and a surf contest . The event is held between 7:00 am and 5:00 pm. http://www.switchfoot.com/ switchfoot/ c/ bro-am

August 2014 Major Events

Newcastle Avenue between Birmingham Drive The Cardiff 101 Main Street Association is the host and event

and Chesterfield, Aberdeen Drive and Liverpool organizer of the Cardiff Dog Days of Summer. The event features

9th Annual Cardiff Dog Days of Summer Cardiff 101 Main Street Association, Priority 2 8/9/2014 Avenue between Newcastle Ave and San Elijo

over 200 vendors, dog contests, pet adoptions, agility course, doggie

Drive (roads closed 7 am to 6 pm). photo booth, and a large silent auction. The event is held between

10:00 am and 4:00 pm. http://www.cardifflO1.com/?page_id=7

Leucadia 101 Main Street Association is the host and event

Leucad ia Roadside Park and private parking lots organizer of the LeucadiART Walk. The free event is designed to

10th Annual LeucadiART Walk Leucadia 101 Main Street Association, Priority 2 8/ 24/ 2014 along PCH in Leucadia. (West Leucadia Blvd is increase public awareness of the diverse art culture and history in

closed from 8 am to 7 pm). Leucadia while enjoying the ambience of eclectic, "funky"

downtown Leucadia between 10:00 am and 5:00 pm .

http://www.leucadialO1.com/ Events.html

September 2014 Major Events

The San Diego Woodie Club is the host and event organizer of the

Wavecrest Woodie Gathering. The event features up to 300 wooden Moonlight State Beach Parking Lot & C Street bodied cars, music, food, memorabilia and is the largest gathering

35th Annual Wavecrest Woodie Gathering San Diego Woodie Club, Priority 4 9/20/2014 west ofTh ird (C street west of 3rd and the MLB of wooden vehicles in the world. The event is held between 7:00 parking lot is closed from 4 am to 6 pm). am and 5:00 pm.

http://www.sandiegowoodies.com/index.cfm ?i d =9 24 70 l&fuseacti 0

n=browse&oageid=59

Th e Encinitas Chamber of Commerce is the host and event organizer

Encinitas Chamber of Commerce, Priority 2 9/ 21/ 2014 Mounta in Vista between EI Camino Real & for the Encinitas Oktoberfest. The event features craft booths,

19th Annual Encinitas Oktoberfest Wandering (road closed 5 am to 8 pm). interactive kids' zone, German food, Bavarian band, dancers and

more. The event is held between 10:00 am and 6:00 pm.

08/21/2013 Item #10A Page 4

Attachment A

2014 Proposed Major Special Events Summary (Events with 2,000+ Attendees)

October 2014 Major Events Host Organization/Event Organizer Event Dates Event location Event Description

City of Encinitas Parks and Recreation, Priority Moonlight State Beach 2nd St. & 3rd St.

Moonlight Beach Fest & 5k/1K 10/11/2014 between CSt and K St, 4th St between CSt and E 1

St (Street c/()sures from 8:30 am to 10:30 am).

The National Multiple Sclerosis Society, Pacific South Coast Chapter

from San Diego is t he host and event organizer of this two·day bike

National MS Society· Pacific 5 Coast Chapter, PCH, D St, Third St, & K Street; Rest Stop at tour from Irvine to San Diego. Riders w il l pass through Encinitas on

32nd Annual Bike MS Bay To Bay Tour 10/18-19/2014 Hansen's Surf Shop Encinitas (PCH is not closed October 18th between 1:00 pm and 5:00 pm and on October 19th Priority 4

during the event). between 7:00 am and 10:00 am.

http:/ /bi kecas.nationa lmssociety.org/site!TR/Bike/CASBikeEvents?fr id-2 1507&pg~entry

November 2014 Events

Event Media, Inc. from Del Mar is the host and event organizer of North & South bike lanes on PCH, Third St & the Bike the Coast. The bike ride begins and ends in Oceanside

5th Annua l Bike the Coast Event Media, Inc.. Priority 5 11/1/2014 Moonlight State Beach Parking Lot (PCH is not tu rning around in Sorrento Valley. Riders pass through Encinitas

closed during the event). between 7:30 am and 4:00 pm.

http://bikethecoast.eventmediainc.com

DEMA is host and event organizer of the Fall Festival Street Fair. The

23rd An nual Fall Festival Street Fair Downtown Encinitas Mainstreet Association,

11/23/2014 PCH between D and J Streets (PCH is closed event offers arts and crafts, food and commercial vendors. The

Priority 2 between 4 am to 6 pm) . event is open to the public between 9:00 am and 4:00 pm.

http://www.encinitas10l.com/events/fall-festival

Moonlight State Beach Parking Lot & DEMA is the event host and Cardiff Kook Run, LLC is the event

1st Annual Encinitas Turkey Trot DEMA, Host Organization, Priority 2

11/27/2014 southbound PCH between C Street & organizer of the first annua l Turkey Trot SK and 10K fun run/walk.

Cardiff Kook Ru n, LLC Event Organizer Chesterfield Dr (PCH closed between 7:30 am This event takes place Thanksgiving morning between 8:30 am and

and 11:30 am). 10:30 am. No website at this time.

December 2014 Major Events

EnCinitas Holiday Parade City of Encinitas Parks and Recreation, Priority

12/6/2014 PCH & Second Street between D Street and J

1 Street (PCH is closed between 4 pm to 9 pm).

Does not require Council Approval

Appl icant Priority 1 Municipal Corporation

Applicant Priority 2 Resident: Recreational, Private Party or Non-

Profit Organization

Applicant Priority 3 Resident: Private Party for profit or Commercial

Business

Applicant Priority 4 Non-Resident: Private Party and Non-Profit

Organization

Applicant Priority 5 Non-Resident: Commercial Business

08/21/2013 Item #10A Page 5