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STAFF REPORT
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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