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NEWPORT P=Q i° T B E A C I-
City Council Staff Report
Agenda Item No. 27
November 26, 2013
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
David A. Webb, Public Works Director
949 - 644 -3311, dawebb @newportbeachca.gov
PREPARED BY: Socheata Chhouk, Associate Civil Engineer
949 - 644 -3346, schhouk ,newportbeachca.gov
APPROVED: � j('01
TITLE: 2014 Bowl Championship Series ( "BCS ") National Championship
Banners - Approval of Encroachment Permit N2013 -0425
ABSTRACT:
The Pasadena Tournament of Roses Association is requesting approval to install a
maximum of 176 banners on City -owned streetlights along MacArthur Boulevard from
Campus Drive to Jamboree Road and along Jamboree Road from University Drive to
East Coast Highway for the Bowl Championship Series "BCS" National Championship.
RECOMMENDATIONS:
1. Waive the provisions of Council Policy L -16 pertaining to: the number of banners
allowed, the requirement that the event is open to the public and free of charge,
and that the event is co- sponsored by the City.
2. Conditionally approve the Pasadena Tournament of Roses Association's request
to install a maximum of 176 banners from Monday, December 16, 2013 to
Tuesday, January 14, 2014 for the 2014 VIZIO Bowl Championship Series (BCS)
National Championship. Installation will be along MacArthur Boulevard from
Campus Drive to Jamboree Road and along Jamboree Road from University
Drive to East Coast Hwy.
3. Authorize staff to record an expense of $1,393.00 in the City Manager's budget
account of 0340 -8250, and credit revenue accounts 5200 -5016 by $311.00,
5200 -5033 by $879.00, 5200 -4626 by $53.00, and 5100 -5014 by $150.00.
FUNDING REQUIREMENTS:
City staff members from the City Manager's Office and the Police Department serve on
the BCS Host Committee, managed by Visit Newport Beach, Inc. The local committee
2014 Bowl Championship Series ( "BCS ") National Championship Banners - Approval of
Encroachment Permit N2013 -0425
November 26, 2013
Page 2
is working on a limited budget. Rather than waive the Encroachment Permit fee as
requested, $1,393.00 will be transferred from the City Manager's Office / Economic
Development division budget (0340 -8250) to the Public Works Department budget
(accounts 5200 -5016, 5200 -5033, 5200 -4626, and 5100 - 5014). The current adopted
budget includes sufficient funding for this item.
DISCUSSION:
The Pasadena Tournament of Roses Association (PTRA) selected Newport Beach as
the host city for the teams, coaching staff, fans, VIP delegates, alumni groups, band
members and national sports media attending the 2014 VIZIO Bowl Championship
Series (BCS) National Championship. The college football game will be played on
Monday, January 6, 2014, at the Rose Bowl in Pasadena.
Visit Newport Beach, Inc. (VNB) led the effort to bring the BCS visitors back to Newport
Beach (the City previously hosted BCS fans in 2010). Five Newport Beach hotels and
one Costa Mesa hotel have set aside rooms for the various groups involved with the
championship. VNB is coordinating all local planning and logistics efforts and working to
ensure that interested Newport Beach hotels, restaurants, stores and services are
aware of, and prepared for, the post - holiday arrival of the estimated 10,000 BCS - related
visitors. Both VNB and City staff anticipate that this will have a considerable and
favorable economic impact on the community as these visitors are expected to dine in
local restaurants, shop in town, utilize service - related businesses and will likely fill the
city's hotels to capacity.
To help welcome the BCS teams and fans to Newport Beach, the PTRA has requested
a maximum of 176 private, 2014 BCS National Championship banners be installed from
Monday, December 16, 2013 through Tuesday, January 14, 2014 along the City's major
thoroughfares. The banners will be mounted on street light poles in the public right -of-
way along MacArthur Boulevard (48 banners) and Jamboree Road (maximum of 128
banners). Attachment A shows the proposed BCS banner locations. Attachment B
shows the proposed BCS banner layout. (Please note: The teams selected for the BCS
National Championship game will be chosen once the regular college football season
concludes in late December 2013.
Council Policy L -16 (Temporary Banners Extending Over the Public Right of Way)
includes general provisions for permitting street light banners. Per the Council Policy,
banners can be used to "notify the general public of a community -wide event, open to
the general public without charge, conducted by a non - profit corporation or organization,
and co- sponsored by the City of Newport Beach."
City staff is requesting that the City Council waive some of these provisions and
approve the encroachment permit. The BCS Championship game will be played in
Pasadena and entry is not free. However, Visit Newport Beach, Inc., is a non - profit
2014 Bowl Championship Series ( "BCS ") National Championship Banners - Approval of
Encroachment Permit N2013 -0425
November 26, 2013
Page 3
corporation and is the designated agency responsible for overseeing all BCS "host city"
activities. These activities are all within Newport Beach and are designed to generate
business within the community, offer fun things for visitors and residents to do, and will
ultimately produce sales and transient occupancy tax for the City.
The applicant's request to install a maximum of 176 private banners will exceed the
100 - banner limit allowed per City Council Policy L -16. In the past, requests for similar
events (Taste of Newport, 2010 BCS Championship, Barrett- Jackson Car Auction
Company, and Race for the Cure) have been approved by the City Council and there
were no reported complaints from members of the public.
Should the City Council elect to approve the installation of a maximum of 176 private
banners in the City for 30 days, staff recommends the following conditions of approval:
1. No banners shall be installed on traffic signal poles or metal streetlight poles.
2. The applicant must provide on -going maintenance of the banners and brackets.
3. The applicant must sign a "Hold Harmless Statement" requiring maintenance of
the banners /brackets and indemnification and hold harmless for any liability
associated with the banners /brackets.
4. The applicant must maintain a minimum of $1,000,000 in liability insurance from
a company with a Best's Key Rating Guide parameter of "A" or better, and a
financial size category of "VIII" or higher.
5. The applicant will obtain an Encroachment Permit (N2013 -0425) from the Public
Works Department.
6. The banners shall conform to City Council Policy L -16 with the exception of these
general provisions — the number of banners, open to the public free of charge,
and co- sponsored by the City.
7. All banners and brackets shall be removed by the end of the approved time.
8. All banners and brackets shall comply with the Encroachment Permit conditions.
9. If needed, the City may require removal of some of the banners to allow other
organizations to install banners at the same location and during the same time
period.
10. The traffic control plans related to lane closures necessary for
installation /removal of the banners shall be prepared in accordance with the
Work Area Traffic Control Handbook (WATCH, latest edition). The traffic control
2014 Bowl Championship Series ( "BCS ") National Championship Banners - Approval of
Encroachment Permit N2013 -0425
November 26, 2013
Page 4
shall be set up per the approved traffic control plans and WATCH.
11. A minimum of two, 5 -inch wide, half - circle wind slits per banner are required to
minimize the wind load.
12. The Utilities Division shall approve the final banner locations.
13. The City Manager shall approve the Team logos and Sponsor logo(s), prior to
approval of the Encroachment Permit (N2013- 0425).
14. Team logos shall not exceed 26 inches wide by 21 inches tall.
15. Sponsor logo(s) shall not exceed 26 inches wide by 6.5 inches tall.
It should be noted that Council Policy L -16 was amended on May 14, 2013 and if this
request is approved, subsequent requests for the same event may be approved by the
City Manager, provided that the size, number, location, and banner type (language and
graphics) are unchanged.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
Submitted by:
David—A. Webb
Public Works Director
Attachments: A. Location Map
B. Banner Sample
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TYPICAL BANNER SYSTEM
SINGLE DESIGN (FRONT AND BACK)
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TEAM LOGOS AND
COLORS TO BE
DETERMINED.
NOTE DRAWINGS ARE NOT TO SCALE
TEAM LOGOS AND
COLORS TO BE
DETERMINED.
PASADENA TOURNAMENT OF ROSES: 2014 VIZIO BCS NATIONAL CHAMPIONSHIP
SPONSOR SPECIFIC BANNER SYSTEM
SINGLE DESIGN (FRONT AND BACK)
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REVISED 84' TALL X 30' WIDE NEWPORT BEACH STREET POLE BANNER SYSTEM 11 NOVEMBER 2013