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HomeMy WebLinkAbout5.1 Dublin Sports Field Circus Request CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 9, 1989 SUBJECT. Request to Utilize Dublin Sports Grounds for a Circus - Report Prepared by Recreation Director Diane Lowart EXHIBITS ATTACHED - Correspondence from Bill Burnham, _ Dublin Shamrock Festival, Inc. - Memorandum from Maintenance Superintendent - Memorandum from Chief of Police RECOMMENDATION Deny Request FINANCIAL STATEMENT None DESCRIPTION Correspondence has been received from Bill Burnham, Fundraiser Chairperson of the Dublin Shamrock Festival, Inc. requesting use of the Dublin Sports Grounds for a fundraiser. The proposed fundraiser is the Carson and Barnes Circus which has been used by service groups, chambers of commerce and cities throughout the United States. The details of the circus are as follows: Date Wednesday, May 24, 1989 Space Requirements 600'x600' feet S ring circus Format Setup, early a.m. -2-3 shows Depart, late p.m. Proceeds Benefit Dublin Shamrock Festival, Inc. Staff has reviewed the request and has a number of concerns relating to maintenance and public safety. The City's Maintenance Superintendent recommends against approval of the circus, as the event will cause significant damage to the playing fields and severely impact maintenance operations. The Chief of Police objects to the proposed circus, as it would have an adverse affect on the traffic flow on Dublin Boulevard and could create a distraction to traffic on Interstate 580. Additionally, there could be a parking problem associated with parking of circus vehicles and equipment in the Sports Grounds area forcing the parking overflow onto Dublin Boulevard and adjacent streets adding to the traffic problem. Although permit applications have not yet been submitted, the Dublin Sports Grounds are normally used by Dublin Little League and Tri-Valley Softball in May. Consequently, Staff contacted the President of Dublin Little League seeking their input on the proposed circus. Dublin Little League has indicated that they are opposed to the circus as it is in the middle of their playing season. They feel that the damage to the grounds will be extensive, precluding safe usage of the playing fields by the Little League youth. In summary, Staff recommends that the City Council deny the request by the Dublin Shamrock Festival, Inc. for a circus at the Dublin Sports Grounds. Although staff is not necessarily against the idea of a circus as a fundraiser, the impacts of having this type of event at the Dublin Sports Grounds are substantial and would be a detriment to the facility. However if the City Council is in favor of allowing the Sports Grounds to be utilized for the circus, Staff recommends that. the following conditions be imposed: ITEM NO. COPIES TO: Bill Burnham, Fundraiser Chair- person, Dublin Shamrock Festival, Inc. 1. Applicant shall hire at least four Dublin Police officers or Dublin Reserve Police officers as security during all hours of operation. 2. Applicant shall comply with all Fire Department conditions of approval. 3. Applicant shall obtain a permit from the Health Department for all food sales. 4. Applicant activity shall be restricted to circus functions only, no midway, rides or carnival activities. 5. Applicant shall provide the City of Dublin with a valid certificate of liability insurance coverage which names the City as an Additional Insured and provides for bodily injury and property damage liability protection at a minimum of $1,000,000 per occurrence. 6. Signage shall be limited to two 24 square foot signs which must be located on-site and shall not be erected within the public right- of-way. 7. Portable restrooms shall be provided adjacent to the tent(s) . 8. Adequate trash receptacles shall be provided both inside and outside the tent(s) . 9. Applicant shall submit a $250 cash or cashier's check as a cleanup deposit. 10. The site shall be restored to a clean and orderly condition by 3:00 p.m. , May 25, 1989. Additionally the City Council would need to grant an exception to Section 11(j) of Ordinance No. 16-88 which prohibits exhibitions for money in a City park. It should be noted that for last year's Shamrock Potato Festival, the City paid the insurance premium for the festival committee with the understanding that the cost would be reimbursed at a future date. To date, the City has not received the $1,131 in repayment. Consequently, Staff feels that a timeline for repayment should be established prior to granting the present or future requests for the Dublin Sports Grounds by Dublin Shamrock Festival, Inc. 2 TO: DIANE DIARY DUBLIN SHANi10N CENTER DUBLIN, CA. 94568 SUBJECT: DUBLIN SPOR'T'S GROL2.ID USAGE Diane, Dublin Shamrock Festival, Inc. has once again planned its annual Dublin Potato Festival for Saturday & Sunday, August 5 & 6, 1989. Prior to this event the Festival Committee has scheduled a fundraiser to help offset its costs and to promote our annual Festival in August,; As Chairman of this fundraiser, I am asking for the use of our Dublin Sports Ground. We have tentatively scheduled CARSON & BARNES circus for clay 24, 1989, and hope that this will became an annual event for Dublin. Details of this event are as follows; CARSON & BARb;S CIRCUS P.O. Box "J" Hugo, Oklahoma 74743 405/326-3173 5-ring circus Needed lot size, approximately 600' x 600' 2-shows, possible 3 Carries in excess of $1,000,000. insurance Set-up May 24, A.M. early Depart May 24, P.M. late CARSON & BARt S circus has been rated with Ringley Bros. & vargus circus acts and has been used by service groups, chambers and cities all over the United States. Due to scheduling time needed for this event, I am asking that this matter be considered at your earliest convenience. Thank you, Bill Burnham Fundraiser Chairman Dublin Shamrock Festival, Inc. 415/828-6636 CITY OF DUBLIN M E M O R A N D U M Date: December 5, 1988 To: Diane Lowart, Recreation Director , t �, From: Steve Loweree, Maintenance Superintendent) Subject: Request from Bill Burnham for Circus at Sports Grounds I feel the use of the Sports Grounds for a 5-ring circus would not be appropriate for the following reasons: 1. This event will cause significant damage to the fields, with the result being - A. Damaged irrigation facilities from tent stakes, large animals, and vehicles. B. Damaged turf from large animals, large crowds in small areas, vehicles, etc. , particularly in May when the soil will not be as firm as it would be in August. I feel the lawn area would be torn up in many places and this would have a negative impact on athletic uses for some time, especially when you consider that Little League and Softball will be in the middle of their seasons. 2. This event will severely impact maintenance operations because - A. Any damage to irrigation facilities will cause delays to fertilizing which is planned for early June. B. The event is planned for a Wednesday (May 24th) which may interfere with our mowing schedule. A delay in our mowing schedule and the resulting damage from this event would surely affect the playability of the athletic fields. C. If the climate is hot and dry in May, the lack of irrigation would result in the turf being significantly stressed, and it may take months to recover. D. Ground compaction is a concern because we have tentatively scheduled a second aeration of the turf in late spring. The lawn will be actively growing during this period, and ground compaction will hinder root development of the turf. In conclusion, I feel this event at this time of year would greatly set back the appearance, playability, and overall condition of the Sports Grounds and would require a significant amount of time and money to repair. If you have any questions, please advise. SL/gr cc: Lee Thompson a� M E M O R A_.N D U. M DATE: December 5, 1988 cel FROM: Jim Rose, Chief of Police TO: Diane Lowart, Recreation Director SUBJ: DUBLIN SPORTS GROUNDS- USAGE In response to your memorandum of December 1 , 1988, I have reviewed the proposal to use the Dublin Sports Grounds by the Carson and Barnes circus. It is my opinion that this type of event would have an adverse affect on the traffic flow on Dublirn Boulevard and could create a distraction to traffic on Interstate 580. If all the circus transportation vehicles and equipment are parked in the sports ground area this would force the parking overflow onto Dublin Boulevard and adjacent streets adding to the traffic problem. Also with the amount of time DPS spends patrolling parks and taking vandalism reports it concerns me that an operation of this size might cause damage to park property. If the request is approved, the following conditions are recommended: 1 . Compliance with all provisions of Ordinance 16-88. 2. The applicant shall hire at least four( 4) Dublin Police Officers or Dublin Reserve Police Officers as security during all hours of operation; 3. The applicant shall comply with all Fire Department conditions of approval ; 4. The applicant shall obtain a permit from the Health Department for all food sales . 5. Applicant activity shall be restricted to circus functions only, no midway, rides or carnival activities. JR:mj g cc: Rich Ambrose, City Manager