CC 2013-10-08_08.g. TUP - Halloween in the VillageMEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT
µ\lj(7
BY: MATTHEW DOWNING, ASSISTANT PLANNER
SUBJECT: CONSIDERATION OF TEMPORARY USE PERMIT CASE NO. 13-021
AUTHORIZING "HALLOWEEN IN THE VILLAGE" ON THURSDAY,
OCTOBER 31, 2013 AND DIRECTING STAFF TO IMPLEMENT
RELATED SAFETY MEASURES INCLUDING NO PARKING ZONES,
STREET CLOSURES AND WARNING DEVICES
DATE: OCTOBER 8, 2013
RECOMMENDATION:
It is recommended the City Council adopt a Resolution approving Temporary Use
Permit 13-021 to authorize Halloween in the Village and directing staff to implement
safety measures, including closure of East and West Branch Streets between Traffic
Way and Mason Street, no parking zones, and the detour of automobile traffic on
Thursday, October 31, 2013.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Direct equipment and staffing costs to facilitate closure of East and West Branch Street
between Traffic Way and Mason Street and to establish a detour route is $1,225 ($225
for water barricades and directional signs and $1,000 for Street personnel). Funding for
the event will be shared between the City and the Village Improvement Association.
There is no increase in impact on staff resources projected from last year.
BACKGROUND:
Halloween in the Village consists of a voluntary closure of the majority of East and West
Branch Street businesses on October 31st to allow merchants an opportunity to pass out
candy to children in a safe daytime environment. This loosely organized tradition has
occurred for at least 15 years and has been informally promoted through the Village
Improvement Association (VIA). Although the event is not advertised outside of the City,
attendance has steadily increased with an estimated 2,500 children participating in the
last few years. To staff's knowledge, there has never been an injury or incident.
However, six years ago, due to the increasing number of children present during the
event, the Council authorized the event under the Temporary Use Permit process and
implemented additional safety measures, including no parking on portions of East and
West Branch Street, closing Short Street and directing the use of delineators, safety
Item 8.g. - Page 1
CITY COUNCIL
TEMPORARY USE PERMIT 13-021
OCTOBER 8, 2013
PAGE2
tape and caution signs. Two years ago was the first time East and West Branch Streets
were closed for the event on a weekday.
ANALYSIS OF ISSUES:
The purpose of the Temporary Use Permit, which authorizes street closures and other
safety measures and conditions, is to increase pedestrian safety by reducing pedestrian
and vehicle interaction related to the crowds of children and parents who congregate
and circulate on both sides of the four-block core of the Village during the event. Prior to
implementing the street closure, large numbers of participants filled the sidewalks at
many points and crossed at uncontrolled intersections with the help of crossing guards.
Full street closure and safety measures were successfully implemented over the last
two years with no incidents observed or reported. Two years ago, the applicant
proposed increasing the period of street closure and no parking between the hours of
2:00 PM to 6:00 PM due to further increases in the number of participants and time
necessary to clear vehicles from the streets.
Staff recommends the closure of West and East Branch Street from Traffic Way to
Mason Street, including the placement of water filled barricades; placement of "No
Parking' signs mounted on delineators 48 hours in advance of the event on West and
East Branch Streets; a small section of"No Parking' signs at the corner of Mason Street
and Nelson Street (to allow turning movement for commercial trucks); closure of
intersections or major driveways onto East and West Branch Street, including Bridge
Street, Short Street, the Car Corral, and Nevada Street; and implementation of a detour
which routes automobile and truck traffic onto Traffic Way, Nelson Street and Mason
Street and delineating a widened turning lane on East Branch1 Street at Mason Street for
commercial trucks. I
I
It is important to note that the last two years were the first ye~rs the streets were closed
for any event during normal weekday peak hour traffic. lniti,al concerns were that this
closure would result in more significant traffic impacts. However, traffic impacts are
already experienced due to the event and while these closur¢s during peak hour traffic
did increase traffic impacts, staff was able to manage them relatively successfully and
the enhanced pedestrian safety made the event far more pleasurable for participants.
ALTERNATIVES:
The following alternatives are provided for the Councirs consideration:
Adopt the attached Resolution approving Temporary Use Permit 13-021;
Modify as appropriate and adopt a Resolution approving Temporary Use Permit
13-021;
Do not adopt a Resolution; or
Provide direction to staff.
ADVANTAGES:
Full street closure provides a safer environment for participating children and allows
children to safely cross the street at any location, thus helping the event to operate
Item 8.g. - Page 2
CITY COUNCIL
TEMPORARY USE PERMIT 13-021
OCTOBER 8, 2013
PAGE3
more efficiently. This option does improve safety at uncontrolled intersections as
compared with the use of crossing guards and decreases the number of Police Officers
and crossing guards needed.
DISADVANTAGES:
• The closure of East and West Branch Streets cause temporary diversion of
vehicular traffic.
• SCAT bus routes are minimally impacted.
• Commercial deliveries could be delayed and/or impacted and large trucks may
have to be diverted to Nelson Street.
• The street closure will reduce available parking in the Village Core by
approximately 100 on-street spaces although the parking lots on Le Point Street
and existing parking lot on Olohan Alley provide substantial off-street parking
opportunities.
• There may be complaints regarding commercial and general vehicular traffic
routed through the residential neighborhood on Nelson Street.
• There may be complaints regarding limiting customer access to local businesses.
ENVIRONMENTAL REVIEW:
In accordance with the California Environmental Quality Act (CEQA), staff has
determined that this project is categorically exempt per Section 15301(c) of the CEQA
Guidelines.
PUBLIC NOTIFICATION AND COMMENTS:
A condition of approval has been developed, which will require the applicant to notify
property owners and businesses located within the area of street closures and/or
restricted parking.
In addition, the Agenda was posted in front of City Hall on Thursday, October 3, 2013.
The Agenda and report were posted on the City's website on Friday, October 4, 2013.
No public comments were received.
Attachment
1. Event map
Item 8.g. - Page 3
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING TEMPORARY USE PERMIT
CASE NO. 13-021 AUTHORIZING "HALLOWEEN IN THE
VILLAGE" ON THURSDAY, OCTOBER 31, 2013 AND DIRECTING
STAFF TO IMPLEMENT RELATED SAFETY MEASURES
INCLUDING NO PARKING ZONES AND STREET CLOSURES
WHEREAS, the Arroyo Grande Village Improvement Association (VIA), acting as a coordinator
for individual merchants, applied for a Temporary Use Permit for the Halloween in the Village
event which, amongst other things, helped establish conditions to ensure the safety of the
children who will be visiting various Village businesses; and
WHEREAS, the implementation of safety measures including no parking zones and street
closures will help to facilitate a safe Halloween for all citizens participating in the event and
traveling through the Village area; and
WHEREAS, the Arroyo Grande Municipal Code (AGMC) provides for the issuance of
Temporary Use Permits for events such as "Halloween in the Village", AGMC Section 10.16.050
authorizes the City Council to restrict parking on any street, and California Vehicle Code Section
21101 ( e) authorizes the closure of streets for parades and local special events.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande does
hereby approve Temporary Use Permit 13-021 authorizing the following actions, subject to the
conditions as set forth in Exhibit "A", attached hereto and incorporated herein by this reference:
1. The establishment of a "No Parking" zone on East and West Branch Streets between
Traffic Way and Mason Street between the hours of 2:00PM and 6:00PM;
2. "No Parking" at the corner of Mason Street and Nelson Street (to allow turning movement
for commercial trucks) between the hours of 2:00PM and 6:00PM;
3. The closure of West and East Branch Street from Traffic Way to Mason Street between
the hours of 2:00PM and 6:00PM;
4. The closure of intersections or major driveways onto East and West Branch Street
including Bridge Street, Short Street, the Car Corral, and Nevada Street between the
hours of 2:00PM and 6:00PM;
5. The implementation of a detour which routes automobile and truck traffic onto Traffic Way,
Nelson Street and Mason Street and delineating a widened turning lane on East Branch
Street at Mason Street for commercial trucks between the hours of 2:00PM and 6:00PM.
Item 8.g. - Page 4
RESOLUTION NO.
PAGE2
On motion of Council Member
following roll call vote, to wit:
AYES:
NOES:
ABSENT:
, seconded by Council Member
The foregoing Resolution was passed and adopted this 8th day of October, 2013.
, and on the
Item 8.g. - Page 5
RESOLUTION NO.
PAGE3
TONY FERRARA, MAYOR
ATTEST:
'-
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
STEVEN ADAMS, CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.g. - Page 6
RESOLUTION NO.
PAGE4
EXHIBIT "A"
CONDITIONS OF APPROVAL FOR
TEMPORARY USE PERMIT NO. 13-021
This Temporary Use Permit authorizes "Halloween in the Village" and directs staff to
implement related safety measures including no parking zones and street closures on
Thursday, October 31, 2013.
GENERAL CONDITIONS:
1. The applicant shall ascertain and comply with all 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 including the attached map, attached hereto
and incorporated herein by this reference.
3. The applicant shall comply with all of the Conditions of Approval for Temporary Use
Permit 13-021.
4. 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.
5. 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.
6. The applicant shall notify all affected businesses and residents of street closures and
parking restrictions at least 48 hours prior to the event.
7. The funds generated from the event shall be shared between the City and the Village
Improvement Association.
Item 8.g. - Page 7
RESOLUTION NO.
PAGES
8. The applicant shall clean up all debris associated with the event to the satisfaction of
the Director of Recreation and Maintenance Services.
9. The applicant shall be responsible for providing appropriate water barricades for the
event.
10. Traffic detouring shall be coordinated with the Police Department.
11. Traffic signals shall be set to blinking to alert motorists about detouring.
Item 8.g. - Page 8
Staff RecommendationHalloween in the VillageWater Barricades
Detour Route
Legend
At
t
a
c
h
m
e
n
t
1
Not to ScaleNNo Parking
Item 8.g. - Page 9
THIS PAGE INTENTIONALLY LEFT BLANK
Item 8.g. - Page 10