City of Del MarStaff Report

________________________________________________________________________________________________________

City Council Action:

TO: Honorable Mayor and City Council Members

FROM: Kristen M. Crane, Assistant to the City ManagerVia Scott W. Huth, City Manager

DATE: June 15, 2015

SUBJECT: Preparations for KAABOO Event at San Diego County Fairgrounds

REQUESTED ACTION:

Receive the presentation from the KAABOO event organizer, Madison Companies, andprovide comments as necessary.

DISCUSSION/ANALYSIS:

In September 2015, the San Diego County Fairgrounds is hosting a three-day musicand entertainment experience, called KAABOO.

In preparation for the event, staff has been working with the 22nd District AgriculturalAssociation (DAA) management staff; the KAABOO organizer, Madison Companies; theFire Department; the San Diego County Sheriff’s Department; and the City of SolanaBeach to identify concerns related to the event and to coordinate on actions to alleviatethese concerns as much as possible. Attached is a report prepared by MadisonCompanies addressing the concerns the City has discussed with them (Attachment A).

At the June 15th City Council meeting, a representative of the Madison Companies willprovide an overview presentation regarding their event, as well as specific preparationefforts related to the concerns raised by City staff.

Although the City of Del Mar does not have jurisdiction over the San Diego CountyFairgrounds to issue permits for their activities, the City is working closely with the DAAand Madison Companies to address the primary concerns of traffic, noise, and publicsafety related to this event. Following are several highlights on these topics:

1 June 15, 2015 Item 10

City Council Staff ReportPreparations for KAABOO Event at San Diego County FairgroundsJune 15, 2015Page 2 of 3

Traffic and Parking

This summer season, as part of the encroachment permit issued to the DAA for

using City streets and right-of-way for their traffic control configuration, the City is

working closely with the DAA on several newly introduced traffic control plan

modifications for the 2015 event season. These modifications would also be

required for the KAABOO event.

As described in the attached operations report, careful attention has been

focused on event parking to ensure KAABOO attendees are not parking in

surrounding neighborhoods. Additionally, in order to park on-site, KAABOO is

requiring that attendees pre-purchase special parking passes that will be mailed

to attendees in advance with their tickets. The intent of the pre-purchase

requirement is to alleviate the traffic back-up that occurs related to collection of

parking fees. Since this event will occur over three full days, traffic patterns are

expected to be similar to the Fair but at a lesser volume. The traffic flow is

anticipated to be spread out during the day, as compared to the Races which

have concentrated arrival and departure times.

On the event weekend, City staff, along with the Sheriff’s Department, will be

monitoring parking activity in the Beach Colony; along Camino Del Mar, Via De

La Valle and Jimmy Durante; as well as in the neighborhoods.

Additionally, City staff is exploring the possibility of using the existing on-street

parking spaces along Via de la Valle for KAABOO employee parking by paid

permit only.

Noise

All events held at the Fairgrounds are required to comply with noise ordinance

requirements. This includes KAABOO. As described in the report, KAABOO has

placed a strong emphasis on pre-planning related to noise alleviation, including

stage placement and orientation, facility modifications to buffer sound from

interior concerts, and the event timeline. All outdoor music will end by 10:00pm.

2 June 15, 2015 Item 10

City Council Staff ReportPreparations for KAABOO Event at San Diego County FairgroundsJune 15, 2015Page 3 of 3

Public Safety

There has been thoughtful coordination between City Staff, the DAA, and public

safety staff, including the local Fire Department and the San Diego County

Sheriff’s Department, to ensure adequate coverage for law enforcement and

fire/medical needs. KAABOO is financially responsible for providing an extensive

roster of on-site law enforcement and public safety personnel. This includes

additional coverage “in town” for Del Mar and Solana Beach as needed. In Del

Mar, this additional law enforcement coverage will be focused on the

neighborhoods adjacent to the Fairgrounds and the Beach.

Overall Staffing

City staff will be increased over this three-day period to ensure the City’s ability torespond to any impacts of the event on the Del Mar community. We will ensureadequate staffing coverage for the maintenance crew, lifeguarding, parkingenforcement, as well as the Sheriff’s Department and the Ranger. We will use anadaptive approach to determine the necessary staffing level, based on the event sizeand the impacts, wherein we increase or decrease staffing based on activity levels.

FISCAL IMPACT:

It is anticipated that there will be some overtime staff costs for additional staff coveragethe weekend of the event. This amount is not expected to exceed $1,500. There isalso a potential economic benefit associated with the KAABOO event as a result oftransient occupancy tax from hotel stays and sales tax revenue generated from on-sitesales at the Fairgrounds during the event.

ENVIRONMENTAL IMPACT:

This item is not subject to CEQA review.

ATTACHMENTS:

Attachment A – Madison Companies – KAABOO Report – June 3, 2015

3 June 15, 2015 Item 10

Response to: City of Del Mar and City of Solana Beach Prepared for: Scott Huth, City Manager, City of Del Mar David Ott, City Manager, City of Solana Beach

Prepared by: Julie Coleman, Director of Community Relations, KAABOO

June 3, 2015

! of !1 16

4 June 15, 2015 Item 10

Executive Summary 3 Traffic Plan 3 Parking and Transportation 12 Audio and Stage Locations 14 Noise Ordinance 14 Lighting 15 Public Safety Resources 15 Community Outreach 16

! of !2 16

TABLE OF CONTENTS

5 June 15, 2015 Item 10

EXECUTIVE SUMMARY

This report will help answer questions raised by the cities of Del Mar and Solana Beach at the KAABOO Operations Review meeting on March 24th and after further discussions in May. This document includes updates on points raised: traffic, parking, noise, and light. Our next steps will include working on community outreach to help educate the local residents and answer their questions.

TRAFFIC PLAN The traffic plan will be executed by the Del Mar Fairgrounds Traffic Management Team and the San Diego Sheriff’s Department which will consist of:

• 22nd DAA Traffic Manager with 20 years experience in traffic management and certified by the American Traffic Safety Services which meets all the legal requirements to perform and supervise traffic operation on city streets.

• Sheriff Department Traffic Sergeant and approximately 10 Traffic Deputies

• Approximately 60 traffic controllers all of whom are certified and trained to meet the legal standards to perform their traffic control duties.

• Coordination with the California Highway Patrol and Cal Trans Traffic Management Center

• Deployment of message boards on freeways to furnish necessary information to all motorists whether they are attending the event or not.

! of !3 16

6 June 15, 2015 Item 10

Del Mar Fairgrounds Traffic and Signage Plan

! of !4 16

7 June 15, 2015 Item 10

! of !5 16

8 June 15, 2015 Item 10

! of !6 16

9 June 15, 2015 Item 10

! of !7 16

10 June 15, 2015 Item 10

! of !8 16

11 June 15, 2015 Item 10

KAABOO Traffic and Signage Plan

Description of Ticketing/Parking system: All parking passes for the Fairgrounds property will be sold prior to the event. Each lot will have its own designated parking hang tag and guests will be sent clear instructions with maps of how to get to their lot. Because the passes are sold ahead of time it will be easy for parking attendants to recognize the pass and quickly move cars off the streets.

VIP patrons, Solana Station Shuttle and Artist/Staff: enter and exit through the Solana Gate on Via de la Valle.

Green arrows show guest access.

Turquoise arrows show Solana Station Shuttle

Blue arrows show Staff/Artist parking

! of !9 16

12 June 15, 2015 Item 10

Valet and General Parking: Valet and general parking will enter and exit from Jimmy Durante through the Stable Gate, Main Gate and Gate 21.

Ride Sharing and Taxi - Ride Sharing and Taxi drivers will queue on the Surf and Turf Range drive way. Signs and staff will direct guests to walk, or take the tram, using the tunnel under Jimmy Durante to the ride share/taxi location. Guests will then line up for the next available driver.

Green arrows show guest parking entrance.

Red Arrows show shuttle buses.

! of !10 16

Ride Sharing/Taxi Staging Area

13 June 15, 2015 Item 10

Transportation to and from hotels and off site lots: Luxury Motor coaches will enter through Gate 4 Preferred Lot from Jimmy Durante and will exit through Gate 2.

Red Arrows show shuttle bus entrance and exit.

Signage

KAABOO is working with the Del Mar Fairgrounds and Cal Trans to install electronic signs on the northbound I-805 and I-5 freeways prior to the merge, an electronic sign on the 56 freeway westbound, and an electronic sign on the I-5 freeway southbound just south of the Santa Fe exit.  These are in addition to the existing signs southbound prior to the Manchester exit and northbound prior to the Del Mar Heights exit.

! of !11 16

14 June 15, 2015 Item 10

PARKING AND TRANSPORTATION Neighborhood Parking - Messaging on KAABOO website

Please help us respect our neighbors in Del Mar and Solana Beach by not parking in the neighborhoods or at the Solana Beach NCTD Station. Parking on residential streets in proximity to KAABOO will be prohibited during KAABOO.

NCTD and MTS - Messaging on KAABOO website

In order to board the shuttle from Solana Beach Station, you must show proof of valid NCTD/MTS pass. Please do not park in the surrounding neighborhoods or Solana Beach Station lots.

Please make sure to follow all laws and regulations on the Coaster/MTS/Amtrak! Don’t forget, alcohol is now prohibited.

Onsite Parking

All messaging (online, email and ticket delivery message) will remind guests that there will be no on-site parking passes available for purchase during KAABOO.

Parking hang tags will be sent to guests with their KAABOO pass a few weeks before the event. These hang tags will provide detailed maps and instructions to help expedite entry.

Offsite Parking

We will transport guests from offsite parking lots and garages in luxury motor coach or double decker bus. All shuttles will pass through the Via de la Valle and Jimmy Durante intersection either coming from I-5 or Horsepark. The KAABOO offsite lots currently under contract are:

Del Mar Horsepark - 14550 Via de la Valle. Approximately 2,000 Spaces. Will enter from Via de la Valle and Jimmy Durante through Fire Gate.

Torrey Pines Gliderport - City Section - 2800 Torrey Pines Scenic Drive. Approximately 500 spaces. Will enter from Via de la Valle and Jimmy Durante through Fire Gate.

Kilroy Parking - 3579-3811 Valley Center Drive; 12340 El Camino Real; 12390 El Camino Real; and 12400 High Bluff Drive. Approximately 3,500 parking spaces.

! of !12 16

15 June 15, 2015 Item 10

ROUTES FROM OFF SITE PARKING

! of !13 16

I-5

Via del la Valle

Carmel Valley Road

Kilroy Parking

Fairgrounds

101

Jimmy Durante

GenesseGlider Port Parking

HorsePark Parking

North

16 June 15, 2015 Item 10

AUDIO AND STAGE LOCATIONS Our audio designer has been on site and will continue to evaluate programming from now until the event is over.  We have done computer aided audio calculations and designed our systems to have minimal impact on surrounding areas.  We are using the latest in audio predicative software to design all systems.

Stages depicted in blue lines. Noise monitors depicted using stars. There is also a noise monitor next to the Solana Gate. Outdoor Stage hours are generally from 12:00pm - 10:00pm with the exception of the furthest east stage which has hours from 11:00 am - 8pm.

NOISE ORDINANCE KAABOO is required to follow the noise ordinance in place for all events at the Del Mar Fairgrounds. All outdoor music and amplified sound will end promptly at 10:00pm. The existing noise monitors will be used and will be checked frequently to ensure compliance. The Fairgrounds phone line and an email will be available during KAABOO. See page 15 for details.

! of !14 16

17 June 15, 2015 Item 10

LIGHTING Stage lighting will be at a minimum after 10pm.  Lighting on the stage deck will strictly be for lighting the stage and surrounding area to provide a safe working environment for our crews. We will have some light programming at night but are designing these elements to contain the light within the Fairgrounds.   PUBLIC SAFETY RESOURCES KAABOO has gone through an extensive analysis with the Del Mar Fairgrounds as well as the San Diego Sheriffs Department to determine the amount of medical and safety staff needed for the size and type of this event. Below is a listing of the security staffing planned for KAABOO; these numbers could change slightly based on updates to the plan between now and September.

! of !15 16

Count Medical Staff 1 Medical Doctor1 Charge Nurse

1 to 2 Registered Nurses3 Paramedic Coordinators, Assistants, Supervisors

2 to 6 Paramedics (2 overnight, 6 during event hours)2 Ambulances

Count Safety Staff20 Bike Team

4 to 6 Mounted/ATV Patrol1 Sheriff: Lieutenants4 Sheriff: Sergeant

6 to 22 Sheriff: Patrol Department; 6 Thurs, 20 Fri - Sun1 Sheriff: Traffic SGT.

4 to 6 Sheriff: Traffic Deputy4 to 8 Sheriff: Trans. Department

2 Sheriff: Dispatcher, Dispatch supervisor5 to 6 Investigations: Investigators, Coordinators, and Supervisors

3 Dispatch: Dispatchers, Coordinators and Supervisors300+ Elite Security Staff and Del Mar Fairgrounds Staff

18 June 15, 2015 Item 10

Between 4 pm and 10:30 pm shifts in the following categories will overlap and there will be a approximately: 44 Patrol Deputies, 10 Traffic Deputies and 12 Transportation Deputies on duty for the event. Sheriff Deputy staffing will be sufficient to support the cities of Del Mar and Solana Beach. Additional support will be added if needed.

The Del Mar Fairgrounds and KAABOO have completed a preliminary review with the State Fire Marshall and have made minor adjustments based on feedback. We will continue the approval process with ongoing revisions and will complete with the onsite inspection during the build.

COMMUNITY OUTREACH

City Council Hearings - KAABOO has visited Solana Beach City Council and will visit Del Mar City Council to present information, respond to concerns, and answer any remaining questions.

Planning Board Meetings - KAABOO is presenting before several City Planning Boards over the next few months to inform them about KAABOO, and respond to questions and concerns.

Neighborhood Meetings - KAABOO will invite residents near the Fairgrounds to a special neighborhood meeting to inform them about KAABOO, and respond to questions and concerns.

Designated Community Information Phone and Email 858.792.1104 (available 9/17- 9/20) communityinfo@kaaboodelmar.com

! of !16 16

19 June 15, 2015 Item 10