Report Prepared by: Francisco Mendoza-Gonzalez, Planner, Development Services
Title
SUBJECT: Street Closure #16-10, Use of City Streets and Bike Paths for the Merco Credit Union Half Marathon and 5K Run.
REPORT IN BRIEF
The Merced Athletic Corporation is requesting approval for the closure of City streets (Bellevue Road, Barclay Way, Mandeville Lane, M Street, McKee Road, Silverstone Drive, and Creekview Drive) and sections of City bike paths (Rascal Creek and unnamed bike paths) for the Merco Credit Union Half Marathon and 5K Run on October 16, 2016.
RECOMMENDATION
City Council - Adopt a motion approving the closure of portions of City streets and City bike paths, as outlined in the Administrative Report, beginning at 4:00 a.m. on Sunday, October 16, 2016, as requested by the Merced Athletic Corporation for the Merco Credit Union Half Marathon and 5K run. All roadways and bike paths shall re-open by 11:00 a.m., with the exception of shoulder lanes containing aid stations re-opening no later than 5:00 p.m.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to modifications as conditioned by Council; or,
3. Deny the request completely; or,
4. Refer back to staff for reconsideration of specific items as requested by Council; or,
5. Continue to a future City Council meeting (date and time to be specified in the motion).
AUTHORITY
City of Merced Charter Section 200; California Vehicle Code (CVC) Section 21101 (e), as follows:
“21101. Local authorities, for those highways under their jurisdiction, may adopt rules and regulations by ordinance or resolution on the matters:
(e) Temporarily closing a portion of any street for celebrations, parades, local special events, and other purposes when, in the opinion of local authorities having jurisdiction or a public officer or employee that the local authority designates by resolution, the closing is necessary for the safety and protection of persons who are to use that portion of the street during the temporary closing.”
CITY COUNCIL PRIORITIES
Not applicable.
DISCUSSION
The Merced Athletic Corporation is requesting approval for a street closure to conduct their third annual Merco Credit Union Half Marathon and 5K Run, on Sunday, October 16, 2016, from 4:00 a.m. to 11:00 a.m. (race begins at 7:30 a.m.). The goal of this event is to raise scholarship funds for incoming UC Merced students from Merced County. The race course begins at UC Merced and meanders through Merced County and North Merced down to the Rascal Creek Bike Path before looping back-up to/concluding at UC Merced (Attachments 1 and 2). The race will be open to people of all ages and skill levels.
The applicant requests the closure of the following portions of streets and bike paths within the City, and as shown on Attachment 1 and Attachment 2, subject to the details and conditions outlined in the "Conditions of Approval" section of this report:
• Bellevue Road, both travel lanes, from G Street to Barclay Way, between 4:00 a.m. and 9:00 a.m. [The applicant also requests that the traffic lights located on Barclay Way and Farmland Avenue/Farmland Avenue and G Street be modified to operate in flashing red mode (like a stop sign) between 6:00 a.m. and 9:00 a.m.]
• Barclay Way, both travel lanes, from Bellevue Road to Mandeville Lane, between 4:00 a.m. and 9:30 a.m.
• Mandeville Lane, both travel lanes, from Barclay Way to M Street, between 4:00 a.m. to 9:30 a.m.
• M Street, specifically (2) southbound lanes, from Mandeville Lane to Cardella Road, between 4:00 a.m. and 9:45 a.m.
• M Street, specifically (2) northbound lanes, from Cardella Road to Yosemite Avenue, between 6:00 a.m. and 10:00 a.m.
• M Street, specifically (1) northbound lane, from Yosemite Avenue to Rascal Creek Bike Path, between 4:00 a.m. and 10:00 a.m.
• Rascal Creek Bike Path, from the bike path entrance on the east side of M Street to the intersection with McKee Road, between 6:00 a.m. to 11:00 a.m.
• McKee Road, northbound shoulder lane, from Rascal Creek Bike Path to Silverstone Drive, between 6:00 a.m. to 11:00 a.m.
• Silverstone Drive, eastbound shoulder lane, from McKee Road to Creekview Drive, between 6:00 a.m. to 11:00 a.m.
• Creekview Drive, eastbound shoulder lane/bike path, from Silverstone Drive to Mariner Way, between 6:00 a.m. and 11:00 a.m.
• New bike path, from Mariner Way to Yosemite Avenue, between 6:00 a.m. to 11:00 a.m.
The applicant is proposing several security measures to create a safe environment for runners, drivers, and pedestrians during the race which includes, but is not limited to: implementing traffic control at key intersections (with assistance from City of Merced Police officers and Police Explorers Scouts), installing warning signs on roads intersecting with the course, and using cones/barricades to create boundaries for runners (Attachment 2).
In addition, Riggs Ambulance will be contracted to assist with emergency injuries (Attachment 3). Non-emergency injuries will be addressed by roving course marshals who will also transport runners experiencing difficulty finishing the race. Moreover, a total of seven aid stations will be provided throughout the course, with an average of fourteen volunteers per station. Aid stations will provide runners with water, first-aid supplies, portable restrooms, and trash receptacles. Each aid station will have a captain responsible for reporting injuries to Riggs Ambulance and course marshals. Aid station captains will oversee the clean-up of their station, beginning at 11:30 a.m. and ending no later than 5:00 p.m.
Traffic Challenges:
Staff anticipates minimal impact on vehicular circulation, as the proposed date and time of the closure (6:00 a.m. to 11:00 a.m. on a Sunday) normally contains low volumes of traffic throughout North Merced. In addition, those affected by the closure should have sufficient time to make necessary adjustments to their transportation plans as the applicant will be required to notify (in writing and at least 72-hours prior to the event) the businesses and residents residing within a half-mile of the course (Condition #5). The applicant will work with churches located within the race course to notify their congregation of the upcoming street closure.
Fire Department:
Fire Department staff has no major concerns with the requested street closure and they do not anticipate any issues maneuvering their fire trucks through or along the course during race hours (should their services be needed).
Set-up Process:
Set-up for aid stations begins at 4:00 a.m. on the day of the event. Aid station captains will be equipped with vehicles to transport portable restrooms, miscellaneous supplies, and street closure devices to close intersections.
Aid Stations:
A total of seven aid stations will be provided throughout the course. Aid stations will provide runners with water, first aid supplies, trash receptacles, and portable restrooms. Each station will be managed by approximately 14 volunteers, with an aid station captain being responsible for directing set-up, clean-up, and contacting Riggs Ambulance or course marshals during emergencies. There will be over 100 aid station volunteers (all over the age of twelve), with one volunteer over the age of 21 for every three volunteers under the age 18.
Traffic Control:
Traffic control personnel will consist of volunteers over the age of twenty-five, Merced Police officers, Police Explorer Scouts, UC Merced Police officers, and Merced County personnel. The following intersections will have at least one police officer, one vehicle, and several volunteers:
• G Street and Bellevue Road
• M Street and Yosemite Avenue
• McKee Road and Rascal Creek Bike Path
• Yosemite Avenue and Verne Davis Bike Path
Details are still being worked out with the Police Department.
In addition, traffic control personnel will monitor the following intersections without police officers:
• Barclay Way and Bellevue Road between 6:00 a.m. and 9:00 a.m.
• Barclay Way and Durant Way between 6:00 a.m. and 9:00 a.m.
• Barclay Way and Mandeville Lane between 6:00 a.m. and 9:00 a.m.
• M Street and Bellevue Road between 6:00 a.m. and 9:00 a.m.
• M Street and Barclay Way between 6:00 a.m. and 10:00 a.m.
• M Street and Beckman Way between 6:00 a.m. and 10:00 a.m.
• M Street and Toleman Way between 6:00 a.m. and 10:00 a.m.
• M Street and Arrow Wood Drive between 6:00 a.m. and 10:00 a.m.
• M Street and Hart Drive between 6:00 a.m. and 10:00 a.m.
• M Street and Cardella Road between 6:00 a.m. and 10:00 a.m.
• M Street and Donna Drive between 6:00 a.m. and 10:00 a.m.
• M Street and Buena Vista Drive between 6:00 a.m. and 10:00 a.m.
• Rascal Creek Bike Path and Monte Vista Court between 7:00 a.m. and 11:00 a.m.
• Rascal Creek Bike Path and Cherokee Avenue between 7:00 a.m. and 11:00 a.m.
Street Safety Devices:
The applicant is requesting to borrow cones and barricades from the City of Merced Public Works Department to create boundaries for runners. Details are still being worked out with the Public Works Department. Moreover, a truck barricade will be placed on M Street, slightly south of Rascal Creek Bike Path, to converge two northbound lanes into one, for the distance between the Rascal Creek Bike Path and Yosemite Avenue. In addition, lighted signs alerting drivers of detours will be placed near the intersections of G Street and Bellevue Road, and M Street and Loughborough Drive.
Emergency Rescue:
Riggs Ambulance will be contracted to assist with emergency injuries and roving course marshals will assist with non-emergency injuries.
Clean-Up Process:
Aid station captains will oversee the clean-up of their assigned stations and surrounding areas. Portable restrooms will be removed starting at Bellevue Road at 11:00 a.m. and then subsequently along the course (expected time of completion is 2:00 p.m.). All portable restrooms will be removed no later than 5:00 p.m.
Conditions of Approval:
The event and street closure shall be subject to the following conditions:
1. By applying for the street closure request, the Permittee shall agree to indemnify, protect, defend (with counsel selected by the City), save, and hold the City, its officers, employees, agents, and volunteers harmless from any and all claims or causes of action for death or injury to persons, or damage to property resulting from intentional or negligent acts, errors, or omissions of Event Sponsor or Event Sponsor’s officers, employees, agents, volunteers, and participants during performance of the Event, or from any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by the willful misconduct, negligent acts, or omissions of Event Sponsor or its officers, employees, agents, volunteers, or participants, or resulting from the negligence of the City, its officers, employees, agents, and volunteers, except for loss caused solely by the gross negligence of the City. Acceptance by City of insurance certificates and endorsements required for this Event does not relieve Event Sponsor from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply.
2. Prior to engaging in the event, Event Sponsor shall provide the City with a Certificate of Liability Insurance evidencing coverage in an amount of no less than $500,000 for property damage and $500,000 for personal injury or a minimum combined single limit coverage of $500,000. Said policy shall stipulate that this insurance will operate as primary insurance and that no other insurance will be called on to cover a loss covered thereunder. Additional insured endorsements evidencing this coverage, naming the City of Merced, its Officers, Employees, and Agents as additional insureds, must be submitted to the City prior to the event. This certificate shall provide that thirty (30) days written notice of cancellation shall be given to the City. Certificates of Insurance shall also be provided for Automobile insurances of all automobiles used for the event. If the Event Sponsor has any employee(s), full workers’ compensation insurance shall be provided with a limit of at least $100,000 for any one person as required by law.
3. Failure to comply with any law, rule, or regulation applicable to the use of said streets shall be grounds to revoke any such permit and, in such circumstances, the Chief of Police shall immediately revoke said permit. The Event Sponsor or permit holder, in such case, shall have the right to appeal said revocation to the City Council.
4. Event sponsor shall be responsible for placing and removing all traffic barricades and posting of parking restrictions where street is closed. “No Parking” signs shall be posted at least twenty-four (24) hours prior to towing of vehicle(s) per California Vehicle Code Section 22651(m).
5. Event sponsor shall contact all businesses and residences affected by the street closure(s) and the event, advising them of the hours, conditions, and reason thereof within one half-mile of the encroachment area at least seventy-two (72) hours prior to the event. Event Sponsor shall provide the City confirmation that the proper notification was given (Attachment 4) prior to the event.
6. The event sponsor shall pay for any City services required for supervision/security.
7. Event sponsor shall provide adequate supervision throughout the course and surrounding intersections to ensure the safety of the participants and the public gathered, as required by the Police Department.
8. The Merced City Police Department or their designee has the authority to immediately cancel and/or re-route all activities requested with this street closure if there is a police or other emergency incident in the area. Application fees are non-refundable.
9. Event sponsor shall provide and maintain a minimum 22-foot-wide emergency vehicle access path into and through the closure area at all times via movable barriers. Fire hydrant access shall not be blocked at any time whatsoever.
10. Event sponsor shall be responsible for removing all equipment, trash and debris that is generated from the event, including removal of “no parking” signs, within and around the closure area prior to the expiration of the closure permit.
11. No alcoholic beverages may be served or sold at this event.
12. The Applicant shall arrange and pay for special event City Refuse service by contacting Public Works at (209) 385-6800.
13. All other provisions addressed in Ordinance #1941 Chapter 12.42 (Temporary Street Closures) shall apply.
History and Past Actions:
City Council approved the 2014 and 2015 Merco Credit Union Half Marathons. To this date, the Planning Department has not received any complaints from the community or concerns from staff (police, fire, etc.) regarding this event. The applicant has expressed satisfaction with previous races. Typically, the race is held in June, but the applicant decided to change the race date to October to run in temperate weather and to allow students and UCM faculty the opportunity to register for this race while school is in session. This will be the third annual Merco Credit Union Half Marathon and the Merced Athletic Corporation hopes that this race becomes a long lasting tradition.
IMPACT ON CITY RESOURCES
The Merced Athletic Corporation requests to contract with three City of Merced police officers to help facilitate traffic at the following intersections (Attachment 1):
• G Street and Bellevue Road (for 2 hours).
• M Street and Yosemite Avenue (for 3 to 5 hours).
• McKee Road and Rascal Creek Bike Path (for 3 to 5 hours).
• Yosemite Avenue and Verne Davis Bike Path (for 3 to 5 hours).
The applicant shall be responsible for compensating the Merced Police Department at a rate of $63.48 (reflects salary and benefits from 2015) per hour, per officer. Details and most current rates to be resolved with the Police Department. Overtime rates may apply.
ATTACHMENTS
1. Attachment 1 - Location Map
2. Attachment 2 - Detailed Site Plan
3. Attachment 3 - Applicant’s Event Summary
4. Attachment 4 - Notification of Pending Street Closure