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HomeMy WebLinkAboutState of California - 2014-05-05 Dept.ID CS 14-008*age 1 of S Meeting Date:5/5/2014 17 '6o /�Oj r \\ ... CITY OF HUNTINGTON BEACH REQUEST FOR. CITY COUNCIL ACTION MEETING DATE: 5/5/2014 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: Janee❑ Laudenback, Director of Community Services SUBJECT: Approve letter of Agreement between the City of Huntington Beach and the State of California that allows collaboration for the permitting of events on State and City property within the City of Huntington Beach Statement of Issue: There is a need to approve a Letter of Agreement between the City of Huntington Beach (City) and the State of California (State) for permitting events on State and City property within the City of Huntington Beach. Financial Impact: Not applicable Recommended Action: Approve and authorize the Mayor and City Clerk to execute the "Letter of Agreement Between the City of Huntington Beach and the State of California" that allows collaboration for the permitting events on State and City property within the City of Huntington Beach. Alternative Action(s): Do not approve agreement between City and State and direct staff accordingly. Analysis: The City of Huntington Beach("City") and the State of California ("State") have had a long history of collaboration in matters concerning beach operations and marine safety. The two entities have worked closely for decades to assure that lifeguarding services were coordinated and seamless across city and state beach boundaries. This history of collaboration has allowed the City and State to work together in a spirit of cooperation over the years. The City has permitted large special events, or "Specific Events" on beaches owned and/or operated by the City for decades. Recently, the State Beach has become interested in permitting special events on State beaches under their jurisdiction. The State of California operates miles of pristine beachfront in Huntington Beach, with a large amount of parking, making it an attractive venue for such events. The State and City both understand that special events permitted by the State, on State Beaches, fall within State jurisdiction. It is also understood that all State events permitted within City boundaries require ingress and egress using .arterials within the City of Huntington Beach local jurisdiction. Furthermore, large special events permitted on State beaches that require any mutual aide or emergency response would impact City resources and services. Item. 5. - 1- H -86- Dept. ID CS 14-008 Page 2 of 3 Meeting Date:5/5/2014 As a result of this understanding, there is a desire to develop ongoing communication as well as a cooperative agreement between the two agencies. This relationship will allow for a collaborative process for the permitting of events on both State and City property within the City of Huntington Beach. To assist with this collaboration, quarterly meetings have been established between the State of California and City of Huntington Beach. In addition, the attached Letter of Agreement ("Agreement") was developed detailing the responsibilities of both the City and the State as summarized below. City Responsibilities A. City agrees to provide the State an updated calendar of proposed and planned events taking place on City Beach on a monthly basis B. City agrees to provide State representatives all Specific Event Meeting Agendas including meeting location, date and time and agrees to include State representatives in the Specific Event Meeting process as needed C. City agrees to provide mutual aid and other assistance that may be required for unusual or unplanned incidents that may occur during events held on State beach D. City agrees to communicate with the State Special Events office when allowing events on beaches owned by the State and managed by the City or when events include any of the following: i. Events which close or inhibit access to State owned or managed beaches or park units ii. Events directly adjacent to State managed property iii. Events with music or concert component that exceeds 5,000 attendees iv. Events with any component taking place on State property (i.e. walking or running events which utilize a parking area, service road, or multi-use trail V. Events requiring closure of Pacific Coast Highway vi. Events exceeding a single day duration State Responsibilities A. State agrees to provide to City a calendar of proposed and planned events taking place on State Beach on a monthly basis B. State agrees to provide mutual aid and other assistance that may be required for unusual or unplanned incidents that may occur during events held on City beach C. State agrees to communicate with the City Specific Events Process when allowing events on State beach within the City boundaries that include any of the following: i. Events with alcohol service to the public ii. Events directly adjacent to City managed property iii. Events with music or concert component that exceeds 5,000 attendees iv. Events with any component taking place on City property(i.e. walking or running events which utilize a parking area, service road, or multi-use trail) V. Events requiring closure of Pacific Coast Highway vi. Events exceeding a single day duration In addition to the above responsibilities and as noted in Item 3 of Attachment 1, the City and State agree to prohibit any music event or concert that allows"all-access" alcohol sales to attendees. The Agreement has been crafted in a spirit of cooperation, to give both agencies a mechanism for working together on large special events within the City of Huntington Beach. It also memorializes a positive working relationship moving forward, stating that information about Beach Special Events on any beach within the boundaries of the City of Huntington Beach shall be shared between agencies on a regular basis. B - 7- Item 5. - 2 Dept.ID CS 1"08 Page 3 of 3 Meeting Date:5/5/2014 Environmental Status: Not applicable Strategic Plan Goal: Enhance quality of life Attachment(s): 1. Letter of Agreement between City of Huntington Beach and the State of California Item 5. - 3 HB - - Letter of Agreement Between the City of Huntington Beach and the State of California Whereas, the City of Huntington Beach ("City") and the State of California ("State") desire to develop a cooperative agreement of permitting events on State and City property within the City of Huntington Beach boundaries; and Whereas City and State agree to share in communication about events taking place on beach areas located within City limits and occurring on either City and or State property; and Whereas City and State wish to enter into a collaborative agreement to coordinate support for special events located on the beach as needed; and Whereas-City and State agree that information about Beach Special Events on any beach within the boundaries of the City of Huntington Beach shall be shared between agencies on a regular basis; and NOW, THEREFORE, the parties hereto agree to as follows: 1. City Responsibilities A. City agrees to provide the State an updated calendar of proposed and planned events taking place on. City Beach on a monthly basis B. City agrees to provide State representatives all Specific Event Meeting Agendas including meeting location, date and time and agrees to include State representatives in the Specific Event Meeting process as needed C. City agrees to provide mutual aid and other assistance that may be required for unusual or unplanned incidents that may occur during events held on State beach D. City agrees to communicate with the State Special Events office when allowing events on beaches owned by the State and managed by the City or when events include any of the following- i. Events which close or inhibit access to State owned or managed beaches or park units ii. Events directly adjacent to State managed property iii. Events with music or concert component that exceeds 5,000 attendees iv. Events with any component taking place on State property (ie: walking or running events which utilize a parking area, service road, or multi-use trail V. Events requiring closure of Pacific Coast Highway vi. Events exceeding a single day duration 2. State Responsibilities A. State agrees to provide to City a calendar of proposed and planned events taking place on State Beach on a monthly basis B. State agrees to provide mutual aid and other assistance that may be required for unusual or unplanned incidents that may occur during events held on City beach C. State agrees to communicate with the City Specific Events Process when allowing events on State beach within the City boundaries that include any of the following: i. Events with alcohol service to the public ii. Events directly adjacent to City managed property iii. Events with music or concert component that exceeds 5,000 attendees iv. Events with any component taking place on City property ((ie: walking or running events Which utilize a parking area, service road, or multi-use trail) V. Events requiring closure of Pacific Coast Highway vi. Events exceeding a single day duration 3. City and State agree to prohibit any music event or.concert that allows "all-access" alcohol sales to attendees. 4. Definitions A. City beach is defined as the area owned and managed by the City. B. State beach is defined any area owned by the State, and either managed by the State or by the City through an MOU agreement. ORANGE COAST DISTRICT: INITIATED AND APPROVED: zG, l! Brian Kett er Mayor District Superintendent ATTEST: ZWVD Clerk RAND APPROVED: . i /ger APPROVED AS TO FORM: ity Attorney