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HomeMy WebLinkAboutItem 1b - Traffic Control Services for the Annual Santa Anita Derby DayIo ., 5, [ A­., 5, STAFF REPORT o��74nity of �o Police Department DATE: March 17, 2015 TO: Honorable Mayor and City Council FROM: Robert T. Guthrie, Chief of Police Prepared by: Brian Ortiz, Administrative Sergeant SUBJECT: WAIVE EXPENSES RELATED TO TRAFFIC CONTROL SERVICES FOR THE 21St ANNUAL SANTA ANITA DERBY DAY 5K RUN & WALK ON SATURDAY, APRIL 4, 2015 Recommendation: Approve SUMMARY The Los Angeles Turf Club ( "Santa Anita ") is sponsoring their twenty first 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. In this instance, like years past, Santa Anita is requesting that the City waive the 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. This year, the Derby Day 5K Run & Walk is co- sponsored by the Methodist Hospital of Southern California and Westfield Shopping Town Santa Anita. Participation of contestants has increased each year, and it is anticipated that about 5,500 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. Traffic Control Services for the Annual Santa Anita Derby Day March 17, 2015 Page 2 of 2 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 No. 2 lane, which will be barricaded, and enter the Arboretum parking lot just 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 is estimated at approximately $2,200.00 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 least effect on businesses or local residents. As part of hosting an event of this type, Santa Anita is also required to provide a certificate of insurance designating the City of Arcadia as an additional insured. They have provided the required insurance certificate and it has been approved by the City Attorney. FISCAL IMPACT The event will cost about $2,200.00 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 expenses related to traffic control services for the 21 s' Annual Santa Anita Derby Day 5K Run & Walk on April 4, 2015. Approved= Dominic Lazza City Manager