REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 28, 2022
FROM
BEAHTA R. DAVIS, Director, Regional Parks Department
SUBJECT
Title
Revenue Interim Use Permit with Spartan Race, Inc. for the Spartan Race SoCal 2023, 2024, and 2025 Event at Glen Helen Regional Park
End
RECOMMENDATION(S)
Recommendation
Approve Revenue Interim Use Permit with Spartan Race, Inc. for the exclusive use of Glen Helen Regional Park to hold the Spartan Race SoCal 2023 (January 18, 2023 through February 2, 2023), 2024 (January 17, 2024 through February 1, 2024), and 2025 (January 15, 2025 through January 30, 2025), including set up and tear down, with total revenue in the amount of $59,650 in 2023, $66,900 in 2024, and $74,400 in 2025.
(Presenter: Beahta R. Davis, Director, 387-2340)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this Interim Use Permit (Permit) does not require the use of Discretionary General Funding (Net County Cost). Under this Permit, Spartan Race, Inc. (Permittee) will pay the Regional Parks Department (Department) a total of $59,650 in the first year, $66,900 in the second year, and $74,400 in the third year in fees for the exclusive use of Glen Helen Regional Park (Park) for three days and the use of sections of the Park for set-up and tear down for the Spartan Race SoCal 2023, 2024 and 2025 events as listed in the table below.
|
Description of Fee |
2023 Amount |
2024 Amount |
2025 Amount |
|
Full park closure for three days at $15,000 per day in 2023, $17,500 per day in 2024, and $20,000 per day in 2025 |
$45,000 |
$52,500 |
$60,000 |
|
Use of race course for 12 days at $400 per day |
$4,800 |
$4,800 |
$4,800 |
|
Use of Meadowlark shelter for 12 days at $400 per day |
$4,800 |
$4,800 |
$4,800 |
|
Use of Coyote shelter for 12 days at $400 per day |
$4,800 |
$4,800 |
$4,800 |
|
Event application fee |
$50 |
$0 |
$0 |
|
Contract preparation fee |
$200 |
$0 |
$0 |
|
Total |
$59,650 |
$66,900 |
$74,400 |
The Permittee will also submit a $20,000 deposit to be used for any possible damages incurred to County property due to the Permittee’s use of Glen Helen Regional Park each year. Permittee also agrees to pay $50 per food vendor participant, $25 per non-food vendor participant, and to pay for all costs associated with the installation of a water meter and all subsequent water utility fees each year. Permittee will be responsible for obtaining all necessary permits, licenses and applicable approvals required. Adequate appropriation and revenue have been included in the Department’s 2022-23 recommended budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Department operates and maintains eight regional parks including Glen Helen Regional Park, located in the unincorporated area of Devore, and provides for the rental of park property through Board of Supervisors approved fees. The recommended Permit would allow the Permittee the exclusive use of the Park to build the Spartan Super, Spartan Sprint, and the Kid’s Race obstacle courses for a total fee of $59,650 in first year, $66,900 in second year, and $74,400 in third year, plus any vendor and water usage fees. This Permit includes a force majeure provision allowing for cancellation of the Event due to circumstances beyond either parties’ control, which includes those impacts created as a result of COVID-19; the County will refund any license fees paid by Permittee as a result of such cancellation.
This recommended Permit aligns with the County and Chief Executive Officer goals and objectives to operate in a fiscally-responsible and business-like manner by allowing the Department to leverage its amenities and land to raise revenue to support park maintenance and development.
Spartan Race, Inc. was established in Vermont by Joe De Sena and Spartan Races include obstacles designed to test mental fortitude and physical strength. Spartan Race, Inc., offers three core race types each escalating in distance, obstacle count and challenge level; the Spartan Sprint (3+ miles/20+ obstacles), the Spartan Super (8+ miles/25+ obstacles), and the Kid’s Race (distances and obstacles vary by age).
Spartan Race participants typically travel 80 miles to attend events. On average, 81% of racers are traveling from outside of the market, 31% are visiting for the first time and 86% plan on returning the next year. For this event, Permittee anticipates an average of 8,000 racers and 1,000 spectators for Saturday’s events and an average of 6,000 racers and 1,000 spectators for Sunday’s events. Friday requires a full park closure to complete course layout and train volunteers. No racers or spectators will be out on this day.
PROCUREMENT
N/A
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant, Deputy County Counsel, 387-5455) on June 1, 2022; Finance (Elias Duenas, Administrative Analyst, 387-4052) on June 8, 2022; County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on June 9, 2022.