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HomeMy WebLinkAbout8.2 Diwali Celebrationor 19 82 /ii � 111 DATE: TO: FROM: SUBJECT STAFF REPORT CITY COUNCIL October 6, 2015 Honorable Mayor and City Councilmembers CITY CLERK File #920 -60 Christopher L. Foss, City Manager " Request for City Sponsorship of Diwali Celebration in City ark Prepared by Hazel L. Wetherford, Parks and Community Services Business Manager EXECUTIVE SUMMARY: The City Council will consider a request from a Dublin resident for City- sponsorship of a Diwali celebration, which would include safe and sane fireworks, at a City park (preferably in East Dublin) on Saturday, November 14, 2015. FINANCIAL IMPACT: The financial impact will depend on the option selected by the City Council: • Option 1: No financial impact to the City. • Option 2: The financial impact will include the estimated $4,449 as outlined below. • Option 3: The financial impact will include the estimated $4,449, plus the cost of the fireworks, and the risk and liability of injuries from fireworks. RECOMMENDATION: Staff recommends that the City Council provide direction regarding the request for a City - sponsored Diwali celebration. � r Submitted By l Reviewed By Parks and Community Ser ices Director Assistant City Manager DESCRIPTION: On July 21, 2015, Dublin resident, Sumeet Agrawal, approached the City Council and requested that the City consider a Diwali celebration in Dublin that would include the use of safe and sane fireworks. Staff was directed to meet with Mr. Agrawal to discuss his ideas. Staff met with Mr. Agrawal on August 5, 2015. Page 1 of 4 ITEM NO. 8.2 Initially, the event was proposed for Wednesday, November 11, 2015, a national holiday (Veteran's Day), at Emerald Glen Park. On Thursday, September 24, 2015, Mr. Agrawal submitted a revised proposal to hold the event on Saturday November 14, 2015 from 6 to 9 pm in any City park, preferably in Eastern Dublin. Mr. Agrawal has indicated to staff that fireworks are critical to the event. Although the proposed Diwali celebration would not be a City event, Mr. Agrawal's proposal that the City sponsor the event has several components requiring action or contribution of Staff resources by the City: • City authorization to allow the event organizers and attendees to exclusively use space at a city park for two to three hours in the evening; • City provision of Fire Department support to ensure safety of the event; • City setup and cleanup of the event (City staff and MCE staff); • City authorization to reserve space and permitting for an Indian food truck; • City waiver of insurance and indemnification requirements for the event; and • City provision of a limited advertising campaign to generate awareness of the event in the community. In addition to the costs that the City would incur to assist with the event, the proposal implicates several provisions of the Municipal Code that govern the use of parks. Under the Municipal Code, the Director (who is the City Manager or his or her designee) can issue permits to allow the exclusive use of parks facilities. The proposal would require such a permit. The Municipal Code provides that the Director may require insurance and indemnification provisions as are appropriate to protect the park and the public. In addition, the proposal would require the Director to authorize the possession and use of fireworks within a park. The Municipal Code generally prohibits the possession and use of fireworks within the City's parks (see Dublin Municipal Code section 5.100.110). The single exception occurs on 4th of July, when the City allows the use of safe and sane fireworks in the following four locations: Alamo Creek Park, Dublin Sports Grounds, Emerald Glen Park and Shannon Park. When City events include fireworks, they are provided by independent pyrotechnic contractors who provide the City with the necessary insurance coverages. Because of the ongoing construction at the Emerald Glen Recreation and Aquatics Complex, the Fire Marshal will not allow a fireworks event at Emerald Glen Park, as was the case with the recent Splatter event. Parks and Community Services Department staff also considered other parks in East Dublin as alternate locations for the celebration. Neighborhood parks are not suitable for community events such as the one proposed and particularly those with fireworks. The Fire Marshal believes that the only suitable location would be Dublin Sports Grounds and the Civic Center parking lot. A key issue with respect to the proposal is the need for insurance. Mr. Agrawal proposes that the City provide the necessary insurance and refrain from requiring indemnification from his proposed event. As mentioned earlier, insurance for fireworks at City events is provided by the pyrotechnics contractor. The City is named as an additional insured on the contractor's policy. The City does not sponsor the events on 4th of July; the use of fireworks on 4th of July in City parks is entirely private, as the City is merely providing an opportunity to the public. Therefore, the City does not procure additional insurance coverage for the public use of fireworks in City parks during the 4t of July. Page 2 of 4 Staff contacted the City's insurance carrier, Alliant Insurance Services, Inc., to determine whether the City or Mr. Agrawal could obtain insurance coverage for this event. Staff was informed that the City's participation in the Association of Bay Area Governments (ABAG), PLAN Risk Pool provides for broad coverage under a memorandum of coverage (MOC). While coverage is implied by the MOC, the MOC also makes each PLAN member responsible for preventing losses to private citizens due to conditions within the control of the City. This responsibility is reflected in the City Council- adopted Risk Management Policy (Resolution 65- 13). The ABAG PLAN Risk Pool's Manager identifies this request —City sponsorship of an event that involves fireworks and the waiver of the prohibition of possession and use of fireworks in parks —as an untenable level of risk for the City to consider and falls outside of the scope of what other municipal agencies in the ABAG, PLAN Insurance Pool would expect the City to support. In light of the proposed City involvement in the event's planning, marketing, and logistics, the inability to manage the liability risk associated with the use of fireworks, and Mr. Agrawal's indication that the event would not occur without fireworks, Staff informed Mr. Agrawal that Staff would not recommend his proposal be approved. On September 15, 2015, the City Council requested that Staff bring forward a cost analysis in response to Mr. Agrawal's proposal. Staff has prepared a cost analysis as outlined below and provided some options for the City Council's consideration. DIWALI COST ANALYSIS TOTAL City of Dublin $1,292 MCE $1,039 Dublin Police Services $1,918 Alameda County Fire Services $200 Total Estimated Cost $4,449 Staff has identified three (3) potential scenarios for the event: Option 1 – Emerald Glen Park, No City Sponsorship, No Fireworks This option would involve no costs to the City, and could be processed by staff immediately. It would involve Mr. Agrawal submitting a rental application for the Emerald Glen Picnic area and one or two Soccer Fields as needed. Option 2 – Dublin Sports Grounds /Civic Center, City Sponsorship, Fireworks with Private Insurance This option would include Mr. Agrawal providing insurance coverage to cover the use of fireworks and covers all of the costs as outlined in the estimate above as well as hiring a licensed pyrotechnic independent contractor for the use of fireworks. This option would require the City's Parks and Community Services Director to make an exception to allow fireworks in a City park. Page 3 of 4 Option 3 — Dublin Sports Grounds /Civic Center, City Sponsorship, Fireworks without Insurance This option would assume that the City Council would be willing to have the City assume the risk and liability associated with fireworks use as well as hiring a licensed pyrotechnic independent contractor for the use of fireworks. In this scenario the Dublin Sports Grounds /Civic Center /Library parking lot would be the only area the Fire Marshal would approve. This option would require: 1) the City's Parks and Community Services Director to make an exception to allow fireworks in a City park, 2) a budget amendment would need to be approved by the City Council to cover the estimated cost, and 3) the City Council would have to decide to assume the risk and liability of injuries from fireworks since the City's insurance carrier will not cover it. Staff would also need to work with the group that has reserved the Dublin Sports Grounds (Dublin United Soccer League) which has six of the seven fields rented all day until 8 pm. Staff recommends that the City Council provide direction regarding the request for a City - sponsored Diwali celebration. NOTICING REQUIREMENTS /PUBLIC OUTREACH: Mr. Agrawal was provided with a copy of the Staff Report. ATTACHMENTS: 1. Proposal from Dublin resident Mr. Sumeet Agrawal 2. Dublin Municipal Code Section 5.100.110 3. Resolution No. 65 -13 Page 4 of 4 Proposal from Mr. Sumeet Agrawal —Tuesday, 8/11/2015 Proposal: City sponsorship to provide Emerald Glen Park as place of congregation and celebration for Diwali fireworks on 11th Nov, 2015 Budget drivers and considerations: * Renting of space at Emerald Glen Park for 2 -3 hours in evening (at dusk) on 11th Nov, 2015 * Fire department support to ensure safety of the event * Cleanup of the area after the event * Space and permit as applicable for Indian food truck(s) for the event * Limited ad campaign to generate awareness in the community * * * * * ** Revised Proposal from Mr. Sumeet Agrawal —Thursday, 9/24/2015 Here is a summary of what we are requesting for the city sponsored Diwali Firework event at one of Dublin's parks on Nov 14th, 2015 between 6 -9 Pm - preferably in East Dublin: *Area designated by city for community to congregate, bring their own fireworks (Crackle, Ground and hand heald sparkling devices, wheel and ground spinners etc.) *Cleanup efforts after the event *Permits and Liability insurance for fireworks 5.100.110 Activities in narks — Prohibited acts. Unless expressly authorized by the Director, no person while in any park shall: A. Smoke, which includes the consumption of tobacco by inhaling, exhaling, burning or carrying any lighted pipe, cigar or cigarette of any kind; B. Practice, play or in any way engage in the art of archery; C. Play or engage in active sports or games, except on areas suitable and set apart for such use, and with suitable equipment and performed in a manner as to provide for reasonable protection to both individuals and property; D. Operate powered or line- attached model crafts of any kind or description, except in areas provided for such specific activities; E. Camp, lodge or remain overnight; F. Bring, land or cause to descend any airplane, balloon, parachute or other apparatus used for aviation purposes; G. Play, practice or in any way engage in the game of golf, except in areas provided for such specific purposes; H. Swim, bathe or wade in any fountain, pond, lake or stream, except in pools or water play areas provided for such purposes; I. Picnic or lunch in a place where notice has been placed prohibiting the consumption of food; J. Use tennis courts unless wearing soft rubber -soled shoes; K. Give, present or engage in any exhibition, show, play, performance, dance or concert for money, checks, credit or representative of value which is redeemable in money; L. Use electrical amplifying equipment. Authorized use shall be subject to the following conditions: the number of loudspeakers, their location, direction, power output and the hours during which they may be used shall be subject to written approval of the Director; M. Operate a portable gas or solar - powered generator to power any electrical equipment unless as a condition attached to a temporary exclusive use permit issued pursuant to Section 5.100.060; N. Use any restroom, washroom or dressing facility not provided for his /her sex, other than a child under the age of six (6) years accompanied by a parent or a disabled person accompanied by an attendant; O. Fire, possess or discharge any firecracker, torpedo or similar fireworks (including safe and sane fireworks); P. Possess, shoot, or otherwise operate any paintball marker or paint gun, airsoft gun or any other weapon or projectile device that is propelled by spring, compressed air or gas, or electric device; Q. Erect an inflatable jump house or other temporary play structure except in areas designated by the Director for such use; or R. Fire or discharge any type of rocket. Authorization by the Director shall not relieve any person so authorized from complying with all applicable ordinances and laws and securing all necessary permits otherwise required. (Ord. 3 -13 § 1: Ord. 35 -08 § 1 (part): Ord. 27 -04 § 1 (part): Ord. 5 -93 § 1(II): Ord. 16 -88 § 11) RESOLUTION NO. 65 - 13 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AMENDING RESOLUTION 168 -05 TO UPDATE THE CITY OF DUBLIN'S RISK MANAGEMENT POLICY TO INCLUDE ADOPTING A POLICY DOCUMENT WHEREAS, the City of Dublin's membership in the ABAG PLAN, Corporation risk sharing pool requires that the Dublin City Council commitment to adopt a risk management policy; and WHEREAS, the City of Dublin is committed to protection and conservation of persons and property from injury or destruction; and WHEREAS, the systematic identification and control of unnecessary risks, undertakings, or hazardous conditions minimizes the City's physical and financial losses as well as human suffering; and WHEREAS, the risk management is a concept designed to protect and conserve municipal assets and to foster a safe work and City environment for its employees and citizenry; and WHEREAS, risk management serves to avoid unforeseen and catastrophic losses as well as to minimize the cost fluctuations of insured and self - insured programs; and WHEREAS, updating Resolution No. 168 -05 to include adopting a Policy Document (Exhibit A). NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin supports the risk management programs and activities pursued by the City Manager and provided by ABAG PLAN, Corporation. 1. The City Manager, City Attorney, and Department Directors are hereby designated as the City's Risk Management Committee. The responsibilities of this Committee are to take actions which: a. recognize and control risk; b. prevent loss of public property; c. prevent injuries to public employees; d. prevent injuries and losses to private citizens who may suffer damage due to the actions or decisions of public employees or officials in the course of their duties, e. prevent losses to private citizens due to conditions within the control of the City of Dublin. 2. The Risk Management Committee shall, at least semi - annually, conduct a comprehensive review of risk management issues and trends affecting the City. Included in this review shall be claims, facilities, contracting, use of City facilities, operating procedures, and safety education. The Committee shall utilize information gathered in this review to help fulfill its responsibility to act as set forth in Paragraph 1. Page 1 of 2 3. The City Manager shall implement appropriate procedures, regulations, and contractual provisions through the City Attorney and the Department Directors to transfer risk of loss to others in all third party transactions, including the use of City facilities, either through insurance requirements with the City of Dublin named as an additional insured, faithful performance bonds, or hold harmless clauses. 4. The City Manager shall cause to be conducted, through ABAG PLAN Corporation, a risk management audit of City activities at least bi- annually by a recognized risk management expert and shall present such audit to the Risk Management Committee for action. BE IT FURTHER RESOLVED that such risk management activities are considered an integral part of the City's overall management system. PASSED, APPROVED AND ADOPTED this 215t day of May, 2013, by the following vote: AYES: NOES: ABSENT: ABSTAIN ATTEST: Councilmembers Biddle, Gupta, Hart, Haubert, and Mayor Sbranti None None None (L �, /�� City Clerk Reso No. 65 -13, Adopted 5- 21 -13, Item 4.7 Page 2 of 2 Mayor 2.o 1.1 Reduce the risk of loss_ City of Dublin Risk Management Policy 1.2 Apply responsive claims management techniques to losses that do occur. 1.3 Protect the City finances from catastrophic losses, or an annual accumulation of losses that would cause financial hardship_ POLICIES 2.1 Overall responsibility for risk management lies with the City Manager or his/her designee. However, risk management is the responsibility of each City employee, consultant, and elected official. 2.2 The Human Resources Director is responsible for performing the duties of Risk Manager for the City. S /he will be the City's liaison with the Association of Bay Area Governments Plan (ABAG PLAN) and its claims administration program. 2.3 Risk Management is a systematic process aimed at identifying, measuring and controlling loss exposures. In accordance with the City's Injury Illness Prevention Program (IIPP), the Risk Manager will implement a City -wide hazard identification system to quickly identify hazardous conditions and effect repairs. All employees are encouraged to notify their supervisor, department head, and /or the Risk Manager of any condition that may expose someone to injury or damage. 2.4 Risk Management includes a responsive claims administration system. The Risk Manager will review all incident reports and claims, and will notify ABAG PLAN and its adjustment firm in a timely manner of all serious accidents or claims. Supervisors will review all accident reports, incident reports, and claims affecting their organization, and provide timely information to the Risk Manager. 2.5 Risk Management involves the transfer of the City's risk of loss to others whenever possible and practical. The Risk Manager and City Attorney will periodically review and update a risk transfer process that assures the use of hold harmless and indemnity clauses in all City agreements, contracts, leases, permits, Exhibit A purchase orders and rental agreements, and the use of insurance clauses that provide adequate protection to the City. 3.0 ACCIDENT REVIEW PROCESS 3.1 The Risk Manager will implement, review and update (as needed) an accident review process in order to review ail accidents, incidents and claims to determine their cause, preventability, methods to prevent future occurrences, and claims and litigation defense strategy. 4.0 SAFETY REVIEW PROCESS 4.1 In accordance with the City's HPP, the Risk Manager will implement a safety review process to engage City employees in discussions about safety issues and how to make City operations safer. 5.0 INSURANCE 5.1 The City will establish self - insurance retention limits consistent with its financial resources. The City will establish reserves on all self- insured losses to recognize the expected future cost, and appropriate funds to cover all self- insure liabilities. Exhibit A