Monterey County Special Events Task Force Car Week Special Meeting
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Monterey County
Special Events Task Force
Car Week Special Meeting
MINUTES
Thursday, June 24, 2021
Monterey County Government Center – Via Zoom
1441 Schilling Place – 1st Floor Salinas, CA 93901
9:00 AM
The overview of the Special Events Task Force is to form a partnership between event planners and
regulatory agency staff to provide support addressing life, health and safety issues. The purpose of
this meeting is to guide event organizers through the County permit process and to familiarize them
with agency staff who will be their points of contact, and to have an open discussion with
stakeholders on any concerns regarding an event.
Welcome and Introductions
Events Discussed:
1. Freda Escobar Meeting Introduction – Freda welcomed meeting attendees and provided a
verbal outline of the meeting agenda. She also noted that links would be shared related to
Covid-19 and CA reopening.
• https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Beyond-Blueprint-
Framework.aspx
• https://covid19.ca.gov/safely-reopening/#reopening-california
2. Event Name: Fort Ord Trail Run
Date: July 23-24, 2021
• Organizer not present (Tim Staler)
o Liz Gonzalez- provided an update since the event organizer was not present.
▪ The event will be stationed at the Fort Ord Travel Camp
▪ Event will not require tents over 400 square feet. Organizer is aware
that any tents under 400 square feet that will be running any
utilities/mechanical require a permit.
▪ Liz stated that the event organizer has already contacted Environmental
Health and they have deemed it complete.
• Regulatory Agencies Comments related to this event
o Chad Alinio-Public Works- wanted to know if this project would require signage
in the road right of way, and what are the access points to the sight?
▪ Liz Gonzales responded to Chad stating that the event organizer did
provide a site plan that had previously been routed to Chad. Liz will
forward the information to Chad.
Page 1 of 8o Dona Luna- Monterey County Parks- Provided the following information
regarding the event.
▪ Name of the group organizing this event is Inside Trails.
▪ It is a 10k, 25k, and 50k marathon.
▪ They will come in through Watkins Gate and West Camp.
▪ Dona did share that this organization is planning to have a similar event
in August and that she is working with them.
o Jeff Dacpano-Monterey County Regional Fire District- Requested that
information be provide to him to help determine if this event will be running
through their response area to ensure that they are able to staff the event.
▪ Freda Escobar Stated that her staff would forward the information to
Jeff for Review.
▪ Freda Escobar requested that Jeff forward a copy of their protocol and
process.
• Public Comments Pertaining this Event - NONE
3. Event Name: Spartan Race
Date: August 21-22, 2021
Event Organizer- Shawn Petrilli was present and provided the following information:
o Stated that he submitted his overall event permit application.
o Provided information pertaining to all their medical needs.
o Currently working with exhibiters/vendors regarding tent expectation.
o Stated that so far, he knows of 2 tents that will be larger than 400sqf.
• Comments from Regulatory Agencies for Event
o Dona Luna-Monterey County Parks-Provided the following information:
▪ Spartan Race event is a series of obstacle races, sprints, and marathons
held annually at Toro park.
▪ Event provides kids runs.
▪ Expecting 7600 participants on Saturday August 21st, 2021 and 2400 on
Sunday August 22, 20021.
▪ Limited access to Toro Park during August 13, 2021 to August 25, 2021
but will be closed on the 2 days of the event.
▪ Dona has received the traffic plan, parking plan and the site plans.
▪ She stated that all documents she has received have been forward to
Liz Gonzales.
▪ Have maps for last year, currently waiting for updated plans.
▪ She is currently working on their agreement.
o Joshua Bowling-Chief of Building Services-Provided the following information:
▪ Requested that he be notified when the structures are going up, so that
our inspectors can inspect the site during construction.
▪ Request that HCD be contacted once all structures have been
completed to schedule a final inspection of the completed course, the
inspection should take a couple of hours.
Page 2 of 8o Commander Jason Smith-Provided the following information:
▪ Wanted to note that there should be some type of law enforcement
present at event.
• Dona Luna responded stating that there will be 2 park rangers
on site Saturday and Sunday. Event organizer has also
contracted private security that will also be onsite both days of
the event.
o Freda Escobar noted that private security plans need to
be forward to Jason Smith for approval ASAP.
▪ Noted that traffic on Highway 68 will be a concern and that traffic plan
should be submitted to Sergeant Chris Pia (CHP) for approval.
• Freda Escobar emphasized the importance of traffic safety and
that event organizers should prioritize getting traffic plans to
the regulatory agencies such as Law enforcement and Fire.
• Freda Escobar emphasized permits will not be approved
without the sign off these agencies.
• Noted that Life, Health, and Safety is the priority.
o Chad Alinio- Public Works- Provided the following information:
▪ Traffic and Parking Plan shows that there will be a shuttle at Laguna
Seca. Event attendees will park at Laguna Seca and will take shuttle to
Toro Park.
▪ There will be signage directing attendees to head to the parking area.
Chad asked Peter Hendrix (Caltrans) if he still needed event organizer
for this event to have the traffic plan be prepared by a Registered Civil
Engineer.
• Peter confirmed they still need a Registered Civil Engineer to
prepare it.
• Peter noted that any type of signage on the state highway
system (that is temporary in nature) needs to be designed and
laid out by a Registered Civil Engineer.
o America Leon-Health Department- Provided the following information.
▪ If there will be food vendors, they need to submit an outline/plan for
Health Department review.
o Public Comments pertaining this event-NONE
4. Event Name: Moss Landing Street Fair- Cancelled Event
o Freda Escobar provided the following comments
▪ Event organizer confirmed on June 18, 2021 that event would not be
moving forward for 2021.
Old Items: This is a time set aside for the public and agencies to discuss any new or unresolved issues on
previous agenda items
Page 3 of 8General comments from Regulatory Agencies:
o Freda Escobar provided the following information:
▪ Permits will not be approved without the sign off from corresponding
regulatory agencies.
▪ Encourages applicants to submit their applications early to ensure that
all agencies have adequate time to process, review and sign off.
▪ Freda Escobar stated that she has advised her staff to start working
with event organizers early and advise them to begin submitting the
required information in January/February.
General comments for the public:
• Claudette Demar- Requested the dates for the Moss Landing Street Fair (cancelled
event)
o Freda Escobar advised her that it was schedule for July 25, 2021, and Dina
Northcutt will forward a copy of meeting of the agenda.
New Items: This is a time set aside for the public and agencies to comment on a matter that is not on the
agenda.
General comments from Regulatory Agencies:
o Peter Hendrix-Caltrans-Provided the following information:
▪ Requested that Monterey County notes if an event will have an impact
on State Highways System.
▪ Noted that he works with Chris Pia (CHP).
▪ Requested that applicants have a Registered Civil Engineer prepare a
traffic control or traffic management plan at least 2 months before the
event. Traffic Control Plan should include information pertaining
signage, any use of CMS units on the state highway system, any kind of
delineators. He noted that signs cannot have event information. Signs
must be California MUTCD compliant.
▪ Any type of signage on the state highway system (that is temporary in
nature) needs to be designed and laid out by a Registered Civil
Engineer.
Meeting Adjourned
Page 4 of 8Car Week Meeting Minutes
Events Discussed:
1. Event Name: Legends of the Autobahn
Date: August 14, 2021
• Event Organizer- Alicia Barone (Destination by Design) was present
o Alicia presented a power point presentation that provided the following
information:
• Legends of Autobahn is an all-German marque Concours D’Elegance
that is hosted by the BMW Car Club of America, the Mercedes-Benz
Club of America, and the Audi Club of North America.
• Event was previously held at the Club at Pasadera, but will be moving
to Carmel Valley Village Community Park + Del Fino & Pilot Rd.
• Event Load-In will be 6am and Event Load-Out will be 3pm.
• Approximately 300 registrant cars. 175 will at the park (for judging)
125 cars will be at Del Fino & Pilot (for demo).
• Expecting 750-1,000 attendees.
• There will be pop up tents place in the park only.
• A pre-prepared breakfast for registrants only will be provided prior to
the start of the event.
• Food or Drinks will not be sold or provided to the public.
• Parking will be within Carmel Valley Village, and off-site paid parking
at the Carmel Valley Airfield. (Working with CASA of Monterey to
operate collection of monies as a fundraising opportunity.
• Security will be provided by 3rd Watch Security, event security plan is
currently under development.
• Alicia shared Spectator + Registrant Traffic Flow Plan
▪ Estimated peak spectator traffic flow is between 9am to 1pm
and 3pm to 4pm once the event concludes. Will be directed to
turn on Ford Rd and follow signage to the Airport Field for
parking.
▪ Registrant traffic flow expected around 6am and they are
request all judge cars to be in place by 8am.
▪ Cars parking at the park will follow Carmel Valley Rd
and will be directed by signage where to turn where
cars will be parked on the grass and will stay parked
for the duration of the event until load out.
▪ Cars parking on Del Fino and Pilot will follow Carmel
Valley Rd and turn on Del Fino and follow signage to
park on Pilot Rd. Cars will park on the street for the
duration of the event until load out.
• Road closed signage to be placed at:
Page 5 of 8o Carmel Valley Rd and Pilot Rd
o Pilot Rd and Via Contenta
o Carmel Valley Rd and Del Fino
• Alicia shared Pedestrian Plan that indicated pedestrians could use the
following road to access the event:
▪ Ford Rd
▪ Via Contenta
▪ Pilot Rd
▪ Del Fino
• Comments from Regulatory Agencies for this event:
o Freda Escobar - Requested the following:
▪ That Alicia email a copy of her power point.
▪ Request that she submit her private security plan and traffic plan for the
review so all regulatory agencies.
▪ Freda Escobar mentioned that she has planning reviewing the airfield to
solidify that the airfield can be utilized for what Alicia and her team are
proposing. Freda requested that Alicia provide all information required by
planning for review.
o Liz Gonzales - Stated that spectator parking (on the Airfield) will be carefully
analyzed.
▪ Liz noted that the airfield is zoned residential and that they will need to
review for any environmental impacts.
▪ Noted that this could potentially require a use permit.
▪ Liz noted that owners of the airfield have applied for water tanks. Owners
are planning to use a portion of the property to supplement their nurseries
in Carmel Valley.
• Alicia clarified that she has walked the property with the owners
and that the area they are planning to use for parking is on the
opposite side of the area the owners have designated for the
nursery.
• Liz advised Alicia that if they are planning to have this event at
Carmel Valley Park in the future, they should work with the county on
an offsite parking plan.
o Dorothy Priolo-Monterey County Regional Fire District provided the following
comments:
▪ Dorothy stated that her priority is ensuring fire access.
▪ She has requested a more detailed parking plan for Pilot Rd and for Del Fino
to show where a fire lane can be developed.
▪ Dorothy is suggested that no street parking be allowed on Ford Rd, Carmel
Valley Rd, and Via Contenta to ensure that fire access can be maintained.
▪ Suggested that no street parking be allowed in the entrance of Pilot road
coming from Carmel Valley Rd to ensure plenty of turning room.
Page 6 of 8o Chad Alinio-Public Works- Requested clarification on how many show cars would be
driven in vs how many would be trailered in.
▪ Alicia stated that last update she received from her client is that about 3
cars would be trailered in.
▪ Requested that traffic management be updated to reflect the above-
mentioned information.
o America Leon-Health Department – Shared the following information:
▪ Requested clarification regarding the breakfast that will be provided, and
where.
• Alicia responded that the breakfast would be provided at the
community hall located in the Carmel Community Park
• Only provided for car registrants, (about 150 people).
• Registrants will pay for and sign up in advance (only participants
who have a car registered for the event can sign up for the
breakfast)
• Chamisal Catering will be providing the pre-prepared breakfast.
▪ America requested that Alicia also submit applications to Land Use
Department within Environmental Health.
• Freda Escobar advised Alicia that she can work with Liz Gonzales to
ensure that the information gets routed to proper regulatory
agencies.
o Comments from Public for this event: NONE
Old Items: This is a time set aside for the public and agencies to discuss any new or unresolved issues on
previous agenda items
General Meeting Comments from Regulatory Agencies:
o Commander Jason Smith-Noted that his agency is looking for the following to
ensure that proper staffing and contingency plans are developed in case his agency
needs to respond:
▪ Number of Attendees
▪ Entry points, Access points, and Exit points
▪ Security plans
▪ Traffic Plans
▪ Jason Smith noted that his agency is working with several law enforcement
agencies to ensure public safety.
▪ Reminded to reach out to ABC permits
New Items: This is a time set aside for the public and agencies to comment on a matter that is not on the
agenda.
General Comments from Regulatory Agencies:
Page 7 of 8o Dina Northcutt-HCD- Demonstrated the changes to the Monterey County Car Week
2021 Calendar/Webpage.
▪ Dina noted that a feature has been added to the Monterey County Car
Week 2021 Calendar/Webpage that will grant users access to the traffic
cameras (where available) to view live feed of traffic conditions.
• Users will click on the arrows on the map and the more information
to access the live camera feed.
• The direction the arrow is pointing on the map is the direction the
camera is facing.
• This future has been tested and is compatible with mobile phones.
▪ Dina noted that there is a link on the website that will provide a list of road
closures and that the page is updated regularly.
▪ Link to Monterey County Car Week 2021 Webpage.
https://montereyco.maps.arcgis.com/apps/Shortlist/index.html?appid=d24
344d65e7443889cf6cae29f95bd75
General comments from the public:
• Courtney Ferrante-Quail Lodge-Stated that there had been updates to her event
• Freda Escobar advised her that she will be on the agenda for the month of July and will
have an opportunity to provide updates next meeting.
• Claudette Demar-Pebble Beach-Stated that there had been updates to her event.
• Freda Escobar advised her that she will be on the agenda for the month of July and will
have an opportunity to provide updates next meeting.
Meeting Adjourned
If you have any questions about any of the items listed on these Minutes, please contact:
Freda Escobar, Permit Center Operations Manager
Phone: (831)784-5689 or (831)755-5025
Email: Escobar@co.monterey.ca.us
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