SR - - DISNEY HALF MARATHON NOVEMBER 16 2014AGENDA ITEM
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March 11, 2014
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TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
City Manager
FROM: Greg Hastings 14-
Interim Community
Development Director
Irma Hernandez
Deputy City Manager
ReviewedNeri
ed By:
City Manager
Finance Dire for
To Be Presente y:
Hernandez
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1. SUBJECT
A Special Event Permit with Spectrum Sports, event coordinator for a Disney Half- Marathon on
Sunday, November 16, 2014.
2. SUMMARY
Consider authorization for the closure of Chapman Avenue westbound lanes at City western limit
to Lewis Street; Lewis Street from Chapman Avenue to Garden Grove Blvd.; and Garden Grove
Blvd. from Lewis Street to the City limit boundary at the Santa Ana riverbed, from 4:00 a.m. to
10:00 a.m., Sunday, November 16, 2014.
3. RECOMMENDATION
Authorize the closure of Chapman Avenue westbound lanes at City western limit to Lewis Street;
Lewis Street from Chapman Avenue to Garden Grove Blvd.; and Garden Grove Blvd. from
Lewis Street to the City limit boundary at the Santa Ana riverbed, pursuant to the requirements of
Section 12.58.015 of the OMC.
4. FISCAL IMPACT
The applicant is responsible for all costs associated with the safe closure of the street; therefore,
there will be no fiscal impact to the General Fund.
5. STRATEGIC PLAN GOAL(S)
Goal 5: Recognize, promote and preserve Orange's rich heritage.
Strategy C: Increase activities, programs, and projects including partnerships with organizations
sharing interest in Orange's unique history.
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6. GENERAL PLAN IMPLEMENTATION
Land Use Element, Goal 7.0: Promote coordinated planning among City departments and
agencies, property owners, residents, special districts, and other jurisdictions in the region.
7. DISCUSSION and BACKGROUND
Spectrum Sports is seeking a street closure to accommodate the Disney Half- Marathon that will
come through a portion of the City of Orange in November, 2014. Due to the large number of the
anticipated participants (20,000), the applicant is requesting the closure of Chapman Avenue
westbound lanes at City western limit to Lewis Street; Lewis Street from Chapman Avenue to
Garden Grove Blvd.; and Garden Grove Blvd. from Lewis Street to the City limit boundary at the
Santa Ana riverbed. The street closure authorization by the City Council is the pivotal first step
in this event process and is required before further planning efforts can be considered by the
event coordinator.
The street closure will begin Sunday, November 16, 2014, at 4:00 a.m. through 10:00 a.m. This
street closure requires a very detailed and comprehensive Traffic and Detour Plan that must be
reviewed and approved by the Public Works, Police, and Fire departments to ensure the
detouring is safe and provides access to emergency vehicles. Further, visible detour signage will
be provided to ensure that drivers will be diverted to proper open streets. Changeable Message
signs will be placed along the route to notify /alert the motorists of the upcoming closure seven
days in advance of the event. All residents and businesses in the area shall be notified of the
event, the closure, and detour routes as part of the event approval process.
Attachment A is the Preliminary Traffic Plan which has been reviewed by City staff. It appears
that this closure can be done to accommodate this request. However, final approval will be based
on the applicant providing a comprehensive Traffic Control Plan which will be reviewed to
ensure the plan meets all safety requirements and contains the appropriate bond for staffing
reimbursement. The closure will require the use of both Police and Public Works staff during the
event to ensure the safety of the participants and to ensure the closure has a minimum impact on
businesses and residents. Attachment B is the Special Event Application which covers all aspects
of the production of this event, and prior to approval will include the required insurance
documents. The Special Event Committee is in support of this street closure contingent upon the
applicant providing the required traffic plans and bond 45 -days prior to the event date. The
Special Event Committee will continue to work with the applicant to further define event
regulations including a Traffic Plan with traffic control device placement, detour route, required
Police and Public Works staffing, event logistics, fire access, notification to area residents and
businesses, and other elements required for the production of this type of event.
As with all Special Event Permit applications, the event producer is responsible for all costs
associated with the production of this event. The costs associated with this event will be
determined as the planning and reviewing process continues to develop. The applicant will be
required to post a bond to cover their event costs. Staff will track their actual time spent on the
event and will charge that time to the bond. Any remaining funds will be returned to the
applicant, or if additional costs are incurred, the applicant will be asked to submit payment.
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While a Special Event Permit is typically handled by the Community Development Department
on an administrative basis, the event requires street closures, which per the Orange Municipal
Code (OMC 12.58.015), requires the approval of the City Council for major street closures. Staff
will keep the Council updated as the details of this community event are approved.
8. ATTACHMENTS
Attachment A - Preliminary Traffic Plan
Attachment B - Notice of Special Event Application
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