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CC 2014-05-27_08.g. TUP Street Closure - Car CruiseMEMORANDUM TO: CITY COUNCIL FROM: TERESA McCLISH, COMMUNITY DEVELOPMENT DIRECTOR BY: RACHEL GROTHE, PLANNING INTERN SUBJECT: CONSIDERATION OF TEMPORARY USE PERMIT CASE NO. 14-006 TO AUTHORIZE THE USE OF CITY PROPERTY AND THE CLOSURE OF CITY STREETS FOR THE 25TH ANNUAL ARROYO VALLEY CAR CLUB SUNSET CRUISE ON JULY 25, 2014 AND CAR SHO ON JULY 26,2014 DATE: MAY 27, 2014 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~ streets, and the waiver of application fees for the 2014 Arroyo Valley Car Club 25t Annual Car Sho and Sunset Cruise on July 25, 2014 and Car Sho on July 26, 2014. FINANCIAL IMPACT: Total costs associated with the Sunset Cruise and Car Show are approximately $3,000 for .additional Police Department personnel and delivery oftraffic 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 this is a community event and all proceeds go back into the community. Therefore, the cost impact to the City is $3,000, 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. The Sunset Cruise was previously subsidized by the Redevelopment Agency since it is a promotional event for East Grand Avenue. Waivers of this cost are recommended this year in order to be consistent with the overall permit. 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 Sho. Item 8.g. - Page 1 CITY COUNCIL CONSIDERATION OF TEMPORARY USE PERMIT NO. 14-006 TO AUTHORIZE THE USE OF CITY PROPERTY AND THE CLOSURE OF CITY STREETS FOR THE 25TH ANNUAL ARROYO VALLEY CAR CLUB SUNSET CRUISE ON JULY 25, 2014 AND CAR SHO ON JULY 26, 2014 MAY 27,2014 PAGE2 The following areas are proposed to be used for the event • Sunset Cruise -July 25: Closure of East Grand Avenue between Courtland and Halcyon Streets between 6:00pm and 8:30pm. • Sunset Cruise -July 25: Closure of Sunset Avenue between Alder and Elm Streets between 6:00pm and 8:30pm • Car Sho -July 26: Closure and use of Branch and Bridge Streets, Olohan Alley and surrounding areas between 5:00am 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 streetclosures 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 8:30pm on Friday, July 25, 2014. At this event, cars participating in the next day's Car Sho 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 Farrell; West on Farrell 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 promotions, family oriented activities, such as a movie screening, and service group BBQ's aimed at attracting local residents to the event. Item 8.g. - Page 2 CITY COUNCIL CONSIDERATION OF TEMPORARY USE PERMIT NO. 14-006 TO AUTHORIZE THE USE OF CITY PROPERTY AND THE CLOSURE OF CITY STREETS FOR THE 25TH ANNUAL ARROYO VALLEY CAR CLUB SUNSET CRUISE ON JULY 25, 2014 AND CAR SHO ON JULY 26, 2014 MAY 27,2014 PAGE 3 Car Sho The Car Sho 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 26, 2014. 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 Sho from 5:00 am until 9:30 am (Attachment 2). Due to the size and location of the Car Sho, 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 potential illegal alcohol consumption to a minimum. ADVANTAGES: City staff believes that the annual Car Sho 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 Sho. 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 Sho. 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 Sho and authorizing the waiver of fees for the Temporary Use Permit application; Modify and adopt the attached Resolution approving the Sunset Cruise and Car Sho 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; Item 8.g. - Page 3 CITY COUNCIL CONSIDERATION OF TEMPORARY USE PERMIT NO. 14-006 TO AUTHORIZE THE USE OF CITY PROPERTY AND THE CLOSURE OF CITY STREETS FOR THE 25TH ANNUAL ARROYO VALLEY CAR CLUB SUNSET CRUISE ON JULY 25, 2014 AND CAR SHO ON JULY 26, 2014 MAY 27,2014 PAGE4 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, May 22, 2014. The Agenda and staff report were posted on the City's website on Friday, May 23, 2014. Attachments: 1. Sunset Cruise detour and activity area map 2. Car Sho map Item 8.g. - Page 4 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING TEMPORARY USE PERMIT 14- 006; AUTHORIZING THE USE OF CITY PROPERTY AND THE CLOSURE OF CITY STREETS FOR THE 25TH ANNUAL ARROYO VALLEY CAR CLUB SUNSET CRUISE ON JULY 25, 2014 AND CAR SHO ON JULY 26, 2014 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 Sho and Sunset Cruise event to be held on July 25th and 26th, 2014; and WHEREAS, members of the Arroyo Valley Car Club will be responsible for traffic control and cleanup; and WHEREAS, the cruise event and Car Sho 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 No. 14-006, 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 Halcyon Streets shall be closed from 6:00 pm to 8:30 pm on Friday, July 25th, 2014. 2. Sunset Avenue between Alder Street and Elm Street shall be closed from 6:00pm to 8:30pm on Friday, July 25th, 2014. 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 Farrell Avenue; West on Farrell Avenue to Oak Park Boulevard; North on Oak Park Boulevard. Item 8.g. - Page 5 RESOLUTION NO. PAGE 2 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 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 26 1h, 2014. 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 , seconded by Council Member , and on the following roll call vote, to wit: AYES: NOES: ABSENT: the foregoing Resolution was passed and adopted this 2th day of May, 2014. Item 8.g. - Page 6 RESOLUTION NO. PAGE 3 TONYFERRARA,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 7 RESOLUTION NO. PAGE4 EXHIBIT "A" CONDITIONS OF APPROVAL ARROYO VALLEY CAR CLUB SUNSET CRUISE AND CAR SHO TEMPORARY USE PERMIT NO. 14-006 FRIDAY AND SATURDAY, JULY 25 AND 26, 2014 General Conditions 1. 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. To the full extent permitted by officials, the applicant shall indemnify, defend and hold harmless th'e 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 or the applicant's use of City streets and property as provided by this Temporary Use Permit, except liability arising out of the proven sole negligence of the City. Community Development Department Conditions 4. 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 18, 2014. Additionally, the applicant shall inform the Arroyo Grande Village Improvement Association and the Chamber of Commerce of the car Sho and cruise night activities. 5. The applicant shall provide a list of the charities that receive proceeds from the event to the Community Development Director. Public Works Department Conditions 6. 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. 7. The applicant shall coordinate the placement of waste containers by Monday, July 21, 2014, with the Director of Public Works. Item 8.g. - Page 8 RESOLUTION NO. PAGE 5 8. 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. 9. At least one week prior to the car Sho, the applicant shall inform Public Works on the number of trash cans that will be needed for the event. Police Department Conditions 10. The applicant shall reimburse rema1mng Public Works and Police Department expenses for traffic control and related services associated with the Sunset Cruise and Car Sho events. 11. 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. 12. All participants, volunteers, and employees of the Sunset Cruise and Car Sho shall wear appropriate attire at all times. 13. All volunteers and employees of the Sunset Cruise shall wear traffic vests at all times. 14. 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 15. 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. 16. 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. 17. All water barricades shall be filled using non-potable water. 18. The applicant shall place a notice of street closures in the Times-Press Recorder at least once during the week prior to July 25 and July 26, 2014. 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. Item 8.g. - Page 9 RESOLUTION NO. PAGE 6 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.g. - Page 10 ,... ~ z w ~ J: 0 <( ~ ~ <( -- t'O (1) .... <{ ::- :~ u <{ 0 0 .. It) -;: c: ::;, 'E ns 0 0 ... ~ ~ :::;1 Cll 0 () "0 t'O 0 0:: I Item 8.g. - Page 11 SuY1 se+ Cn.-1ise Jvtl'i zc;, 2oH (o:oor~-8 :?v~ ATTACHMENT 2 ,..., . .. Item 8.g. - Page 12