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HomeMy WebLinkAboutItem 2g - Derby Day traffic control servicesGgLTF O R.Vj�"i 1r 3 Ie<orp 190 5, t0 Augue[ �3 olu"ICY0 STAFF REPORT Police Department DATE: March 18, 2014 TO: Mayor and Members of the City Council FROM: Robert T. Guthrie, Chief of Police By: Brian Ortiz, Administrative Sergeant SUBJECT: WAIVE EXPENSES RELATED TO TRAFFIC CONTROL SERVICES FOR THE 20TH ANNUAL SANTA ANITA DERBY DAY 5K TO BE HELD ON SATURDAY, APRIL 5, 2014 Recommendation: Approve SUMMARY The Los Angeles Turf Club (Santa Anita Race Track) is sponsoring their 20th Annual 5K Run & Walk wherein traffic control services are required to facilitate the event. Typically, when City services or personnel are required for coordination of special events, the cost of these services is borne by the event organizer. As in previous years, Santa Anita Race Track is requesting that the City waive the $2,200 cost of traffic control services because it is a charitable event. DISCUSSION The 5K race is one of several special events that will be held in conjunction with the Santa Anita Derby and will be coordinated by Kinane Events, Inc. Once again, the Derby Day 5K Run & Walk is co- sponsored by the Methodist Hospital of Southern California and Westfield Shoppingtown Santa Anita. The number of entries has increased each year and it is anticipated that about 5,000 runners /walkers will join in this year's event. Any profits from the race will be donated to local beneficiaries including the Arcadia High School Athletic Boosters Club and the Arcadia Historical Museum. If the race operates at a loss, Santa Anita will give all organizations a check for a fixed amount. The Arcadia Police Explorer Post will also receive a donation from this event. The race will begin inside the racetrack between Gate #3 and Gate #1, and the runners /walkers will proceed through the track parking lot, exit at Gate #8, and cross Baldwin Avenue. The participants will continue north on Baldwin Avenue in the southbound #2 lane, which will be barricaded, and enter the Arboretum parking lot just Waive expenses — Derby Day 5K Traffic Control March 18, 2014 Page 2 of 2 south of Gate #7. They will proceed through the course in the Arboretum and exit by the fountain, cross back over Baldwin Avenue, and enter the racetrack through Gate #7. Finally, the racers will proceed through the turf tunnel and infield, and wind up on the training track to the finish line. The Police Department will provide intermittent traffic control to facilitate the running of the race and to ensure the safety of the participants. The savings to Santa Anita Race Track is estimated at approximately $2,200 for traffic control. It is anticipated that traffic flow on Baldwin Avenue between Colorado and Huntington will be diverted between 7:30 a.m. and 9:30 a.m. Police personnel will use traffic flow management patterns that have been previously used and shown to have the most minimal effect on businesses or local residents. As part of hosting an event of this type, Santa Anita Race Track is also required to provide a certificate of insurance designating the City of Arcadia as an additional insured. The certificate of insurance will be reviewed and approved by the City Attorney prior to the event. FISCAL IMPACT The event will cost approximately $2,200 in overtime for Police personnel and will be absorbed in the Police overtime budget. RECOMMENDATION It is recommended that the City Council approve Santa Anita's request to waive the cost of traffic control services for the 20th Annual Santa Anita Derby Day 5K Run & Walk to be held on April 5, 2014. Approved= Dominic Lazzare�t� City Manager