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CC 2013-06-11_08.h. TUP - Annual Arroyo Valley Car Cruise and Show*,JULY 10, 1991e* 01 FROM: TO: CITY COIACIL '41- COMMUNITY DEVELOPMENT DIRECTOR • •. OF TEMPORARY CASE NO. TO AUTHORIZE THE USE OF PROPERTY • ' OF - ARROYO CLUB SUNSET CRUISE ON AR SHOW ON 27,2013 DATE: JUNE 11, 2013 RECOMMENDATION: It is recommended the City Council consider the request from the Arroyo Valley Car Club and adopt a Resolution authorizing the use of City property, the closure of Cit�r streets, and the waiver of application fees for the 2013 Arroyo Valley Car Club 24t Annual Car Show and Sunset Cruise on July 26, 2013 and Car Show on July 27, 2013. FINANCIAL IMPACT: Total costs associated with the Sunset Cruise and Car Show are approximately $3,000 for additional Police Department personnel and delivery of traffic control devices, signs and trash cans by Public Works personnel. With the exception of the two previous years, the City has typically taken on the cost as the event applicant is a local non - profit organization that donates proceeds from the event to programs in the Five Cities area. Therefore, the cost impact to the City is $2,500, which represents the same amount as last year's event. The cost associated with the Temporary Use Permit application ($156) has traditionally been waived and the waiver of the fee is again recommended. Fees for the car show have traditionally been waived since it is a community event and all proceeds go to the community. The Sunset Cruise was previously subsidized by the Redevelopment Agency since it is a promotional event for East Grand Avenue. The event applicant paid this cost last year, but waivers of this cost are recommended this year in order to be consistent with the overall permit. Item 8.h. - Page 1 BACKGROUND: The Arroyo Valley Car Club submitted an application for a Temporary Use Permit to use City property and close City Streets for the annual Arroyo Valley Car Club Sunset Cruise and Car Show. The following areas are proposed to be used for the event: • Sunset Cruise — July 26: Closure of East Grand Avenue between Courtland and Alder Streets between 6:00 pm and 8:30 pm. • Sunset Cruise — July 26: Closure of Sunset Avenue between Alder and Elm Streets between 6:00 pm and 8:30 pm • Car Show — July 27: Closure and use of Branch and Bridge Streets, Olohan Alley and surrounding areas between 5:00 am and 5:00 pm. The Staff Advisory Committee discussed the requirements for the event and created conditions of approval for the Temporary Use Permit. A Temporary Use Permit authorizing street closures may only be issued upon the approval of the City Council. ANALYSIS OF ISSUES: Sunset Cruise The Sunset Cruise consists of the closure of East Grand Avenue between Courtland and Halcyon Road and closure of Sunset Avenue between Alder and Elm Streets between 6:30 pm and 8:30 pm on Friday, July 26, 2013. At this event, cars participating in the next day's Car Show will "cruise" a portion of East Grand Avenue in a loop pattern. The recommended detour route (Attachment 1) for through traffic on East Grand Avenue includes: • Eastbound traffic — South on S. Courtland Street to Ash Street; East on Ash Street to S. Elm Street; South on S. Elm Street to Fair Oaks; East on Fair Oaks to S. Halcyon; North on S. Halcyon. • Westbound traffic— South on S. Halcyon to Farroll; West on Farroll to Oak Park; North on Oak Park. Advance warnings of "Road Closure Ahead" will be placed on East Grand Avenue at Halcyon Road and Oak Park Boulevard. Signs will also be placed at Juniper Street, Elm Street, Brisco Road, and Fair View Drive approaching East Grand Avenue. This is the same cruise route and detour plan from last year, which only resulted in a few inquiries from the public. Last year's Sunset Cruise was well attended. Feedback from local merchants appeared to be positive. Added events hosted by the merchants will include group radio and print Item 8.h. - Page 2 promotions, family oriented activities, such as a movie screening, and service group BBQ's aimed at attracting local residents to the event. Car Show The Car Show is proposed to utilize West and East Branch Streets from Traffic Way to Mason Street; Bridge Street from Branch Street to Nelson Street; Olohan Alley from Bridge Street to Short Street; Nevada Street at Branch Street; the Car Corral; Short Street between Branch Street and Olohan Alley from 5:00 am until 5:00 pm on Saturday, July 27, 2013. Additionally, it is being requested that Nelson Street be closed between Bridge and Short Streets for the purpose of creating a registration area for the car show from 5:00 am until 9:30 am (Attachment 2). Due to the size and location of the Car Show, the Police Department traditionally utilizes a foot -beat team comprised of two (2) police officers for security purposes and one (1) motor officer for vehicle towing. While the event does not usually produce a large number of incidents, the police units are beneficial in handling potentially unruly situations and in keeping illegal alcohol consumption to a minimum. ADVANTAGES: City staff believes that the annual Car Show and Sunset Cruise have been successful events in the Village area and on East Grand Avenue for many years and appears to benefit residents and businesses by providing a family oriented event and attracting tourists to local businesses and hotels. DISADVANTAGES: The primary positive impact of a business promotion opportunity and entertainment event for residents and visitors could be offset by the following negative impacts: traffic diversion through residential areas; inconvenience and delay to east -west through traffic between Arroyo Grande and Grover Beach; and difficultly of access to businesses or residences on the closed segment of East Grand Avenue during the Sunset Cruise and in the Village during the Car Show. To mitigate these potential negative impacts during the Sunset Cruise, Car Club representatives will allow delivery trucks and others who have a need for local access, and any residents exiting, to pass through the road closure where Sunset Cruise vehicles will be circulated in a loop pattern and in the Village residential areas adjacent to the Car Show. Most complaints received have been from Village businesses regarding use of E. Branch Street and Olohan Alley. ALTERNATIVES: The following alternatives are presented for Council consideration: - Adopt the attached Resolution approving the Sunset Cruise and Car Show and authorizing the waiver of fees for the Temporary Use Permit application; Item 8.h. - Page 3 Modify and adopt the attached Resolution approving the Sunset Cruise and Car Show and authorizing the waiver of fees for the Temporary Use Permit application; Do not adopt the attached Resolution, take tentative action to deny the Temporary Use Permit, and direct staff to return with an appropriate Resolution; Do not adopt the attached Resolution and take tentative action to deny the Temporary Use Permit without further direction to staff; Provide direction to staff. ENVIRONMENTAL REVIEW: In compliance with the California Environmental Quality Act (CEQA), the Community Development Department has determined that this project is categorically exempt per Section 15304(e) of the CEQA Guidelines involving minor temporary uses of land having negligible or no permanent effects on the environment. If the Council does not feel that this determination is appropriate, project approval shall not be considered. PUBLIC NOTIFICATION AND COMMENTS: Representatives from the Car Club and the East Grand Avenue Merchants group will visit merchants on East Grand Avenue to disseminate information about the Sunset Cruise including the date, time and route of the event. Representatives from the Car Club and the East Grand Avenue Merchants group will visit merchants for a second time in July. Bob Lund of the Village Improvement Association will be notified of the details of the final street closures and traffic control plan to disseminate the appropriate information to Village Business owners. A condition of approval is included in the attached Resolution requiring a notice of street closure to be published in the Times Press Recorder. The Agenda was posted in front of City Hall on Thursday, June 6, 2013. The Agenda and staff report were posted on the City's website on Friday, June 7, 2013. Attachments: 1. Sunset Cruise detour and activity area map 2. Car Show map Item 8.h. - Page 4 WHEREAS, members of the Arroyo Valley Car Club have requested closure of certain City streets and the use of City property, as outlined below, for its annual Car Show and Sunset Cruise event to be held on July 26th and 27th, 2013; and WHEREAS, members of the Arroyo Valley Car Club will be responsible for traffic control and cleanup; and WHEREAS, the cruise event and car show are expected to benefit both the East Grand Avenue business corridor and the Village commercial area and provide both residents and visitors with entertainment and recreation. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande hereby approves Temporary Use Permit 13 -010, authorizing the waiver of application fees and the use of certain City streets and property as follows, subject to the conditions set forth in Exhibit "A ", attached hereto and incorporated herein by this reference: 1. East Grand Avenue between Courtland and Alder Streets shall be closed from 6:00 pm to 8:30 pm on Friday, July 26th, 2013. 2. Sunset Avenue between Alder Street and Elm Street shall be closed from 6:00 pm to 8:30 pm on Friday, July 26th, 2013. 3. The following detour route for through traffic on Grand Avenue shall be established: • Eastbound traffic — South on S. Courtland Street to Ash Street; East on Ash Street to S. Elm Street; South on S. Elm Street to Fair Oaks Avenue; East on Fair Oaks Avenue to S. Halcyon Road; North on S. Halcyon Road to E. Grand Avenue; East on E. Grand Avenue; • Westbound traffic — South on S. Halcyon Road to Farroll Avenue; West on Farroll Avenue to Oak Park Boulevard; North on Oak Park Boulevard. 4. Closure of East and West Branch Street from Traffic Way to Mason Street; Bridge Street from Branch Street to Nelson Street; Olohan Alley from Item 8.h. - Page 5 PAGE 2 Bridge Street to Short Street; Nevada Street at Branch Street; the Car Corral; Short Street between East Branch and Olohan Alley from 5:00 am to 5:00 pm; and the use of Nelson Street between Bridge Street and Short Street for registration from 5:00 am to 9:00 am on Saturday, July 27tH 2013, 5. That the Arroyo Valley Car Club will adhere to certain requirements and conditions set forth by the Community Development, Streets, Police, Public Works, Building and Life Safety, and Five Cities Fire Authority (FCFA) regarding security and traffic control and all other applicable conditions of a Temporary Use Permit to be issued by the City as set forth in Exhibit "A ". On motion of Council Member on the following roll call vote, to wit: MEM , seconded by Council Member , and the foregoing Resolution was passed and adopted this 11th day of June, 2013. Item 8.h. - Page 6 *'AGE 3 v Me: KELLY WETMORE, CITY CLERK U IT, Ul Ml � rivoi S ly, F TIMOTHY J. CARMEL, CITY ATTORNEY Item 8.h. - Page 7 PAGE CONDITIONS APPROVAL .. • VALLEY CAR - AND . TEMPORARY FRIDAY AND SATURDAY, General Conditions The applicant shall ascertain and comply with all Federal, State, County and City requirements as are applicable to this project. 2. The event shall occur in substantial conformance with the application and plans on file in the Community Development Department. 3. The applicant shall agree to defend at his /her sole expense any action brought against the City, its agents, officers, or employees because of the issuance of said approval, or in the alternative, to relinquish such approval. The applicant shall reimburse the City, its agents, officers, or employees, for any court costs and attorney's fees which the City, its agents, officers or employees may be required by a court to pay as a result of such action. The City may, at its sole discretion, participate at its own expense in the defense of any such action but such participation shall not relieve applicant of his /her obligations under this condition. 4. To the full extent permitted by law, the applicant shall indemnify, defend and hold harmless the City, its agents, officers, and employees from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorney's fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, this Temporary Use Permit except liability arising out of the proven sole negligence of the City. Community Development Department Conditions 5. The applicant shall notify affected merchants and property owners on the affected street closure segments twice prior to the events, with the second notice no later than Friday, July 19, 2013. Additionally, the applicant shall inform the Arroyo Grande Village Improvement Association and the Chamber of Commerce of the car show and cruise night activities. 6. The applicant shall provide a list of the charities that receive proceeds from the event to the Community Development Director. Item 8.h. - Page 8 • • ! -•. • 9 • 7. The applicant shall flag all sprinkler heads on turf and lawn areas to prevent damage. The applicant shall be responsible for the cost of broken sprinklers and labor associated with damage caused due to cars on turf areas. 8. The applicant shall coordinate the placement of waste containers by Monday, July 22, 2013, with the Director of Public Works. 9. The applicant shall submit a trash and recycling plan, supervise all areas, and pick up litter, waste, and debris, and shall empty all City waste containers in dumpsters provided by the Arroyo Valley Car Club. 10. One week prior to the car show, the applicant shall inform Public Works on the number of trashcans that will be needed for the event. Police Department Conditions 11. The applicant shall reimburse remaining Streets and Police Department expenses for traffic control and related services associated with the Sunset Cruise and Car Show events. 12. No throwing of candy from vehicles shall be allowed. All rules of the road shall apply to the participants of the Sunset Cruise and violators are subject to ejection, citation and arrest. 13. All participants, volunteers, and employees of the Sunset Cruise and Car Show shall wear appropriate attire at all times. 14. All volunteers and employees of the Sunset Cruise shall wear traffic vests at all times. 15. The road must be blocked with barricades that are used at other events such as the Strawberry Festival. Coordination between the applicant and Bob Lund of the Village Improvement Distract is required. Streets Division Conditions 16. The applicant shall be responsible for providing, setting up, and removing barricades for closures of City streets, alleys, parking lots, driveways and City facilities mentioned in the application per a traffic control plan acceptable to the Public Works Director. 17. The applicant shall place all barricades and signs posting on- street parking restrictions and parking lot closures a minimum of 48 hours prior to the event. Item 8.h. - Page 9 18. The applicant shall place a notice of street closures in the Times -Press Recorder at least once during the week prior to July 26 and July 27, 2013. 19. The applicant shall coordinate with the Police, Streets, and FCFA with regard to the closures of streets, alleys, parking lots, and the use of City property. 20. The applicant shall clean all City streets and parking areas utilized at the conclusion of the event. 21. Traffic signals at W. Branch Street and Traffic Way shall be made to flash rather than cycle through the standard signalization. Building and Life Safety Division Five Cities Fire Authority Conditions 22. The applicant must comply with the Building and Life Safety Division and FCFA guidelines. 23. Emergency access must be maintained to the satisfaction of the Fire Chief. 24. The use of generators must be reviewed and approved by the Fire Chief. 25. All fire lanes must be posted and enforced per Police and FCFA guidelines. 26. All food booths must comply with the San Luis Obispo County and City Building and Life Safety Division and FCFA guidelines. 27. The Building and Life Safety Division and FCFA must inspect all food booths and generators prior to event opening. 28. The applicant shall provide one handicapped accessible restroom. Additional Conditions 25. The applicant shall provide a $1,000,000.00 commercial general liability insurance policy, subject to City Attorney approval, naming the City as additional insured. Item 8.h. - Page 10 rl r -e A U ARM" IV" 4 CoLpawr SoLopf, -AZE 1 7- CO COASTAL OlfWUN SChVM J- -9 Awt nkft MOR IN OCEANO A. ff La-X4. C .AA�44S ARX OCE'w nX64NIANKIEW Y saq= Lk A Roe ATTACHMENT I SAWT PA MOMS CA POOLOC SOVOOL C)O- A East Grand Avenue Sunset Cruise Detour Routes and Activity Areas July 26, 2013 6:00 pm until 8:30 pm Item 8.h. - Page 11 7 A East Grand Avenue Sunset Cruise Detour Routes and Activity Areas July 26, 2013 6:00 pm until 8:30 pm Item 8.h. - Page 11 `,�! ��,�, % � . ; � i '' �. ,� tea � �;;,,f 1 i ` • ' ' s VI MW Activity Area Car Show July 27, 2013 Road Closure 5:00 am until 5:00 pm Item 8.h. - Page 12