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HomeMy WebLinkAbout- CC-8 - Resolution Authorizing Street Closures - 3/4/2018CITY COUNCIL AGENDA REPORT MEETING DATE: MARCH 4, 2014 ITEM NUMBER: SUBJECT: RESOLUTION AUTHORIZING STREET CLOSURES FOR THE 2014 ORANGE COUNTY MARATHON DATE: FEBRUARY 20, 2014 FROM: DEPARTMENT OF PUBLIC SERVICES - TRANSPORTATION SERVICES DIVISION PRESENTATION BY: RAJA SETHURAMAN, MANAGER, TRANSPORTATION SERVICES FOR FURTHER INFORMATION RAJA SETHURAMAN, MANAGER, TRANSPORTATION SERVICES CONTACT: DIVISION, (714) 754-5343 RECOMMENDATION: Adopt Resolution (Attachment 1) designating the event route for the 2014 Orange County (OC) Marathon and approve the temporary street closures (Attachment 1, Exhibit B) for May 4, 2014, as requested for the 2014 OC Marathon. BACKGROUND: A Special Event Permit application was submitted to the City on December 6, 2013, (Attachment 2), requesting permission to close certain streets to conduct the May 4, 2014 OC Marathon. The application is currently being reviewed by the City's Special Event Committee, comprised of representatives from various City departments. This is the sixth year the City of Costa Mesa participates in the OC Marathon, which has been an annual event in the Orange County area since 2004. Similar to the previous marathons, the proposed route for the 2014 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 (3) sub -events: 1. Full Marathon (26.32 miles) 2. Half -Marathon (13.27 miles) 3. 5K Fun Run/Walk (3.1 miles) The routes within Costa Mesa for the 2014 full and half -marathon events are shown on Attachments 3 and 4, respectively. The finishing portion of these routes are modified from the 2013 event to enable better traffic circulation within Orange County Fair and Event Center and Fair Drive. The route for 5k Fun Run/Walk is modified significantly to provide better separation between full marathon and 5k runners. A map depicting the route for the 2014 5K Fun Run/Walk is shown in Attachment 5. Within Costa Mesa, the streets affected by the Full OC Marathon include portions of Santa Ana Avenue, Bristol Street, Red Hill Avenue, Main Street, Sunflower Avenue, Anton Boulevard, Avenue of the Arts, Bear Street, Gisler Avenue, Country Club Drive, Mesa Verde Drive West, Adams Avenue, 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, Mesa Drive, and Newport Boulevard Southbound Frontage Road. The affected streets for the 5K Fun Run/Walk are Arlington Drive, Fairview Road, Merrimac Way, and Newport Boulevard Southbound Frontage Road. The Full Marathon event is proposed to start in the City of Newport Beach at 5:30 a.m. Street closures will occur as runners progress along the route. For the Full Marathon, street closures in Costa Mesa would begin at approximately 6:00 a.m. and the last affected road segments would reopen no later than 1:00 p.m. The Half -Marathon event is proposed to start in the City of Newport Beach at 6:15 a.m. The staggered start time between full and half -marathons is expected to result in a smoother start for both events. For the Half -Marathon event, street closures in Costa Mesa begin at 7:00 a.m. and the last affected road segments reopen no later than 10:30 a.m. The 5K Fun Run/Walk will begin and end at the Orange County Fair and Event Center. For the 5K Fun Run/Walk, street closures will begin at 7:00 a.m. and the last affected road segment will reopen no later than 8:00 a.m. Since the proposed routes for all three (3) events are not among the three previously -approved Special Event street areas in the currently approved resolution (Attachment 6), City Council approval is required for these new street closures. ANALYSIS: Prior years' marathon events have enjoyed success due to the efforts of organizers, as well as City staff. Similar to prior Marathon events, the organizers will be required to conduct an extensive outreach to churches and businesses that are open during the time of the street closures and detours. In addition, residential areas affected by closures will be notified in advance. On the event day of the 2013 OC Marathon, seven (7) Police management personnel, 65 sworn officers, 18 civilian officers, and 96 explorers (from Costa Mesa and other agencies) provided support for the event. The Fire Department had 10 personnel stationed at the Emergency Medical Services (EMS) tent for the event. As a result of close coordination between various City departments and event organizers, and implementation of traffic control, impacts on many residential and commercial areas as well as arterial streets have been minimized. Proposed Route Changes: For 2013 Marathon, the full and half marathon events used the Main Gate on Fair Drive to access the finish line in Orange County Fair and Event Center. This required the westbound Fair Drive to be closed for vehicular traffic. This also affected on-site parking operations within the Fairgrounds. In order to address this, changes were made to full and half marathon finish line routes. The full marathon runners would enter Fairgrounds at Merrimac Way, instead of turning left on Fairview Road. The half marathon runners would enter Fairgrounds using Mesa Drive gate, instead of turning left on Newport Boulevard Southbound Frontage Road. The 5k Fun Run/Walk route was modified extensively to utilize Arlington Drive and Newport Boulevard Southbound Frontage Road. 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 impacts to the public, 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 passes by. The fastest marathon runners are expected to finish in approximately two hours and 20 minutes. The overall length of time for the slowest runners of the 2 marathon with traffic control will be limited to a maximum of seven hours. The marathon begins at 5:30 a.m.; therefore, the last runner permitted on the course with traffic control would finish no later than 12:30 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. The Mesa Verde Community, Inc. Board will again be notified of the event and the street closures. The OC Marathon event organizers will also meet with the Mesa Verde Country Club staff to review the event details and the proposed street closures, and to discuss detour options. Additional information to assist the patrons to the Mesa Verde Country Club and to navigate the proposed closures will be provided to the Mesa Verde Country Club as the event date approaches. Impacts to traffic flow will occur at various intersections as marathon participants move along the route, beginning as early as 6:30 a.m. and ending at approximately 1:00 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. Adams Avenue will be subject to full closure for approximately two hours followed by soft closures for up to four hours. 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 closed area as much as possible. With the proposed closure of the Adams Avenue at Placentia Avenue/Mesa Verde Drive West intersection, there will be coordination with City of Huntington Beach staff for the placement of advance warning signs within their City limits to minimize congestion and delays. Staff has also reviewed planned street improvement projects within the City for any conflicts with the 2014 OC Marathon and confirms that no projects are scheduled on streets 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 approximately 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 prepared by a Registered Traffic Engineer. Additionally, the applicant will be responsible for furnishing all traffic control devices such as 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 this event similarly to prior year events making any necessary adjustments based on actual field conditions. 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 emergency response is not adversely affected. 3 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. Similar to prior years, staff will work with the applicant to identify and be certain that all properties directly affected by the event receive adequate notice of the time and period of closure, as well as proper detour information. Additionally, as part of the traffic control requirements, Public Services Department 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. OC Market Place: In previous years, the traffic restrictions on Fairview Road, southbound Newport Boulevard Frontage Road, and Harbor Boulevard created long delays to visitors to the OC Market Place. The OC Fair and Event Center cancelled the OC Market Place on Sunday of the 2012 and 2013 OC Marathon events. This eliminated a major traffic issue that was experienced by the OC Market Place vendors and visitors alike. For the 2014 OC Marathon event, the OC Market Place is expected to be closed for the entire weekend. The cancellation of the OC Market Place for the 2014 event will reduce the amount of traffic on these roadways and will result in significantly fewer impacts. Parking for the OC Marathon event will be significantly improved due to the cancellation of the OC Market Place. Areas of Improvement: After the 2013 marathon, staff and event organizers reviewed the overall event and recommended certain improvements and modifications for future events. The following are some of the observations and areas for improvement for the 2014 OC Marathon event: • Event start times should be maintained as close to schedule as possible. • Field -review all water stations and band locations, particularly near residential areas. • No music or loud noises near residential areas until after 8:00 a.m. • Address traffic issues related to vehicles exiting the Fairgrounds parking lot and on Fair Drive. • Improve course signage for all events. ALTERNATIVES CONSIDERED: One alternative would be not to 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 planned event. The City Council may also choose not to approve the resolution and the requested street closures. This may result in cancellation of the 2014 OC Marathon. FISCAL REVIEW: The applicant will reimburse the City for the cost of Police and Fire support during the event per the Special Event application. 4 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 4, 2014, to conduct the 2014 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 ERNESTO MUNOZ Manager, Transportation Services Public Services Director ATTACHMENTS: 1 - Resolution 2 - Special Event Permit Application 3 - Full Marathon Route MaD 4 - Half -Marathon Route Map 5 - 5K Fun Run/Walk Route Map 6 - ADDroved Resolution Identifvina Special Event Street Closure Areas 7 - Affected Streets 8 - Maior Intersections Affected DISTRIBUTION: Chief Executive Officer Assistant Chief Executive Officer Police Chief Fire Chief City Clerk Division Special Events Police Officer Christopher Brunt Maintenance Services Manager Telecommunications Doug Lofstrom, CEO, Orange County Fair & Event Center 5