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HomeMy WebLinkAbout- - 2010 OC Marathon Staff Report - 2/16/2010CITY COUNCIL AGENDA REPORT MEETING DATE: FEBRUARY 16, 2010 ITEM NUMBER: SUBJECT: RESOLUTION AUTHORIZING STREET CLOSURES FOR THE 2010 ORANGE COUNTY MARATHON DATE: FEBRUARY 4, 2010 FROM: DEPARTMENT OF PUBLIC SERVICES - TRANSPORTATION SERVICES DIVISION PRESENTATION BY: PETER NAGHAVI, DIRECTOR, DEPARTMENT OF PUBLIC SERVICES FOR FURTHER INFORMATION CONTACT: RAJA SETHURAMAN, MANAGER, TRANSPORTATION SERVICES (714) 754-5032 RECOMMENDATION: 1. Approve temporary street closures on May 2, 2010, as part of a Special Event Permit request for the proposed 2010 Orange County (OC) Marathon; and 2. Adopt a resolution (Attachment 1) designating the event route and street closures for the 2010 OC Marathon. BACKGROUND: A Special Event Permit application was submitted requesting permission to close certain streets to application is currently being reviewed by the representatives from various City departments. to the City on January 6, 2010, (Attachment 2) conduct the May 2, 2010, OC Marathon. The City's Special Event Committee, comprised of This is the second year of the OC Marathon in Costa Mesa, which has been an annual event since 2004. Similar to the 2009 Marathon, the proposed route for the 2010 OC Marathon begins at Fashion Island in the City of Newport Beach and finishes at the Orange County Fair and Event Center in Costa Mesa. The OC Marathon event is comprised of three sub -events: 1. Full marathon (26.32 miles); 2. Half -marathon (13.27 miles); and 3. 5K fun run/walk (3.1 miles). The affected streets in Costa Mesa for the full OC Marathon include portions of Santa Ana Avenue, Bristol Street, Red Hill Avenue, Main Street, Sunflower Avenue, Avenue of the Arts, Bear Street, Placentia Avenue, Oriole Drive, Canary Drive, Tanager Drive, Golf Course Drive, Harbor Boulevard, Merrimac Way, and Fairview Road. The affected streets for the half -marathon include portions of Santa Ana Avenue and Mesa Drive. The affected streets for the 5K fun run/walk are Fair Drive, Vanguard Way, Fairview Road, and Merrimac Way. Attachments 3, 4, and 5 depict the requested routes within Costa Mesa. The full and half -marathon events begin in the City of Newport Beach at 6:30 a.m. Street closures will occur as runners progress along the route. For the full marathon, street closures in Costa Mesa begin at 7:15 a.m. and the latest segments reopen no later than 1:30 p.m. For the half -marathon, street closures in Costa Mesa begin at 7:15 a.m. and the latest segments reopen no later than 10:00 a.m. The 5K run will begin and end at the OC Fair and Event Center. For the 5K run, street closures will begin at 7:30 a.m., and the last road segment will reopen no later than 8:30 a.m. Since the proposed routes for all three events are not among the three previously -approved Special Event Street areas in the approved resolution (Attachment 6), the approval of these street closures by the City Council is required. ANALYSIS: The 2009 OC Marathon has been generally successful due to the efforts of organizers, as well as City staff. Prior to event, the City's Police and Public Services Departments' staff members expended considerable time and resources attending to all issues related to event, such as route planning and coordination with other agencies. By utilizing such features as the "Unity Bridge" over Bristol Street, Fairview Park, and the City and County bike trails, staff has been able to minimize impacts on many residential and commercial areas, as well as arterial streets. The organizers conducted extensive outreach to churches and other businesses that are open during the time of the street closures and detours. In addition, residential areas affected by closures were notified in advance. On event day, one lieutenant, three sergeants, 44 sworn officers, 31 civilian officers and 86 explorers (from Costa Mesa and other agencies) provided support to the event. The Fire Department had 10 personnel stationed at the Emergency Medical Services (EMS) tent for the event. Street Closures: A number of minor residential and major arterial streets will require full closure, while some other streets will require either half -closure (one direction), or partial closure (only the closure of one or two lanes in one direction). In order to minimize the impacts, the closure of streets will be phased to occur as the fastest runners approach, and will be reopened as the last of the runners and the official sweep vehicle pass by. The fastest marathon runners are expected to finish in approximately 2 hours and 20 minutes. The overall length of time for the slowest runners of the marathon will be limited to a maximum of seven hours. The marathon begins at 6:30 a.m.; therefore, the last runner permitted on the course would finish no later than 1:30 p.m. A sweep vehicle will circulate through the course in time with the slowest paced runner to ensure the course is clear and that streets can be reopened as soon as possible. Attachment 7 presents a brief summary of the arterials affected by the proposed full marathon, half - marathon, and 5k fun run/walk routes through Costa Mesa. Impacts to traffic flow will occur at various intersections as participants move along the route, beginning as early as 7:30 a.m. and ending at 1:30 p.m. Attachment 8 identifies the major intersections where traffic detours are necessary to provide for the safety of runners while crossing intersections. As shown in the attachment, traffic control on Harbor Boulevard and Fairview Road will be conducted as "soft closures," whereby vehicles will be allowed through as gaps in runners permit. Advance warning signs will be positioned to advise drivers of possible delays during this time. Traffic control will be actively managed by Costa Mesa Police Officers, allowing traffic to pass though the area as much as possible. Staff has also reviewed planned street improvement projects within the City for any conflicts with the OC Marathon and confirms that no projects are scheduled on streets or in Fairview Park that would impact the proposed route for this event. Close monitoring of project schedules will continue as the date of the marathon approaches. Traffic Control: OC Marathon representatives estimate up to 12,000 participants and 12,000 spectators along the 26 -mile route. Due to the large scale of the event and magnitude of street closures, lane closures, and detours, the Transportation Services Division will require that the applicant be responsible for preparation and submittal of detailed traffic control plans stamped by a Registered Traffic Engineer. Additionally, the 2 applicant will be responsible for furnishing all traffic control cones, signs, and barricades required for the event. The overall traffic control at intersections and driveways will be directed by Costa Mesa Police Department Officers and Explorers. The Police Department will staff the event similar to the 2009 event. Since the OC Marathon is being held on a Sunday, it will not affect weekday peak rush hour traffic. Therefore, during the hours in which the event occurs in Costa Mesa, it is expected to have a lesser impact on traffic flow. With traffic control at all locations monitored and managed by the City's Police Department, emergency access to all properties is assured at all times. Fire Department personnel on the Special Event Committee are involved in reviewing the Special Event Permit application and will include any necessary conditions and implement appropriate measures to ensure unaffected emergency response as necessary. Public Information: The applicant will be conditioned to provide written notification prior to the event to all property owners and tenants affected by the street closures. Some samples of correspondence are included with the Special Event application (Attachment 2). The applicant is engaged in discussion with private property owners in the Theater and Arts District and South Coast Plaza area, as well as the Orange County Fair and Event Center, for approval to utilize those properties for the event and, based on those discussions, anticipates their approval. City staff will work with the applicant to identify and be certain that all properties directly affected by the event receive adequate notice of the event as to the time and period of closure, as well as proper detour information. Additionally, as part of traffic control requirements, Transportation Services Division staff will require the placement of changeable message signs at key locations in advance of the event to give adequate notice of the planned street closures. Areas of Imorovement: After the 2009 event, staff and event organizers identified the following areas which could be improved and will address them in the 2010 OC Marathon event: • The traffic control set up and removal needs streamlining. Some areas had traffic control installed significantly ahead of the planned closure and there were minor issues with the extent of the closures. Traffic control equipment was stored at several intersections for four days after the marathon. • There were complaints of lack of access to Wyndham Hotel due to incorrect placement of barricades. The traffic control team will be staffed with additional personnel to address various such concerns as they arise in the field. • There were issues with on-site parking at the OC Fair and Event Center. Vehicles leaving the parking lot were directed to routes that were closed for half marathon, resulting in traffic queuing on City streets. • The Fire Department identified some issues with the emergency tent area and lack of critical supplies. • The notification process will be further improved with signs posted on streets impacted, a few days in advance of the event. Additional outreach to residents directly impacted by the event will be conducted. ALTERNATIVES CONSIDERED: One alternative would be to not approve the requested route as submitted and direct the applicant to revise the route to use other streets. This alternative, however, would not be preferred by the organizations as it will potentially have significant impacts on the event. Another alternative would be to not approve the resolution and the requested street closures. This may result in cancellation of the 2010 OC Marathon. 3 FISCAL REVIEW: The City will be reimbursed for the actual cost of police services required in support of the 2010 OC Marathon pursuant to a Police Department Special Services Contract. For the 2009 OC Marathon, the City's Police and Public Services Departments' staff members expended a combined total of approximately 500 hours for attending to all related issues towards proper execution of the event. The City did not charge the OC Marathon for the approximate $30,000 labor value for this staff time. For the 2010 OC Marathon, staff projects that there will be approximately 250 hours of staff time expended, but not charged. LEGAL REVIEW: As part of the Special Event Permit application, the applicant will be required to provide the City with indemnity and insurance per the City's requirements. The City Attorney has reviewed and approved the attached resolution as to form. CONCLUSION: A Special Event Permit application has been submitted to the City requesting closure of certain streets on May 2, 2010, to conduct the 2010 OC Marathon. Staff requests City Council approval to close the identified streets for this event. In addition, staff requests adoption of the resolution designating the event routes in compliance with Costa Mesa Municipal Code, Section 9-208.9. RAJA SETHURAMAN Manager, Transportation Services ATTACHMENTS: 1 - Resolution PETER NAGHAVI Director, Department of Public Services Resolution -Exhibit A Resolution -Exhibit B 2- Special Event Permit Application 3- Full Marathon Route Map 4- Half -Marathon Route Map 5- 5K Fun Run/Walk Route Map 6- Approved Resolution Identifying Special Event Street Closure Areas 7- Affected Streets 8- Major Intersections Affected DISTRIBUTION: City Manager Assistant City Manager Police Chief Fire Chief City Clerk Special Events Police Officer Jeffrey McCann Lt. Marty Carver Sgt. David Makiyama Maintenance Services Manager Fairview Park Plan Administrator Telecommunications Manager Doug Lofstrom, VP — Events & Facilities, Orange County Fair & Event Center 2-16-10 2010 OC Marathon Report 2/3/10 8:00 a.m. 4