CC 2015-03-10_08d TUP - Strawberry FestivalMEMORANDUM
TO: CITY COUNCIL
FROM: TERESA McCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT
MD
BY: MATTHEW DOWNING, ASSISTANT PLANNER
SUBJECT: CONSIDERATION OF TEMPORARY USE PERMIT NO. 14-028;
AUTHORIZATION TO USE CITY PROPERTY AND CLOSE CITY
STREETS FOR THE ANNUAL ARROYO GRANDE STRAWBERRY
FESTIVAL AND STAMPEDE ON MAY 23 AND 24, 2015; APPLICANT -
ARROYO GRANDE VILLAGE IMPROVEMENT ASSOCIATION;
REPRESENTATIVE-BOB LUND
DATE: MARCH 10, 2015
RECOMMENDATION:
It is recommended the City Council adopt a Resolution authorizing the use of City
property and closure of City streets for the annual Arroyo Grande Strawberry Festival
and Stampede on May 23 and 24, 2015.
IMPACT TO FINANCIAL AND PERSONNEL RESOURCES:
There is no direct funding impact as a result of this event. Event organizers are required
to reimburse the City for the costs of police, fire, public works and other City services
used to conduct this event. The amount necessary to be reimbursed is estimated to be
approximately $14,500-$18,500 for this year's event, with the larger estimate including
EMS services provided by the Five Cities Fire Authority.
BACKGROUND:
The Strawberry Festival is an annual arts and crafts event hosted by the Arroyo Grande
Village Improvement Association (AGVIA). This year marks the 32nd consecutive
Strawberry Festival. The Strawberry Stampede is a run/walk held in conjunction with the
Strawberry Festival and hosted by the Kiwanis Club of Greater Pismo Beach. This year
marks the 29 1h running of the Stampede. A Temporary Use Permit approved by the City
Council is required due to the use of City property and to authorize the closure of City
streets.
ANALYSIS OF ISSUES:
The Strawberry Festival and the Strawberry Stampede remain largely unchanged from
last year, with the exception of increased time of road closures in the early morning
hours. Vendor's tents and merchandise will be removed on Saturday evening and
Item 8.d. - Page 1
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT NO. 14-028
MARCH 10, 2015
PAGE2
assembled again on Sunday morning. In order to operate the Strawberry Festival, the
AGVIA has requested street closures and the use of City property as follows:
1. The closure of East and West Branch Street from Traffic Way to Mason Street
from 5 am to 7 pm on Saturday, May 23rd and 5 am to 6 pm on Sunday, May
24th_
2. The closure of Short Street from East Branch Street to Olohan Alley from 5 pm
Friday, May 22nd until 6 pm, Sunday, May 24th.
3. The closure of Bridge Street from Branch Street to Traffic Way from 5 am
Saturday, May 23rd until 7 pm, Sunday, May 24th.
4. The closure of Nelson Street from Mason Street to Traffic Way from 5 am to 8
pm on Saturday, May 23rd and from 5 am to 7 pm Sunday, May 24th.
5. The use of parking lots along Olohan Alley from Mason Street to Bridge Street
from 5 pm Friday, May 22nd through 7 pm Sunday, May 24th_
6. The use of the Car Corral from 10 pm Friday, May 22nd to 7 pm, Sunday May
24th.
7. The use of the parking area from the Car Corral to and including the Le Point
Street parking lot from 10 pm Friday, May 22nd to 7 pm Sunday, May 24th.
8. The use of lawns at Heritage Square from 4 pm Friday, May 22nd until 7 pm
Sunday, May 24th.
9. The use of the Hart-Collette Park between Bridge Street and Traffic Way from 5
am Saturday, May 23rd to 7 pm on Sunday, May 24th.
10. The use of the four-acre lot next to the Woman's Club on West Branch Street for
festival attendee parking on Saturday, May 23rd and Sunday, May 24th.
11. The use of the dirt lot at Rodeo Drive and West Branch Street for festival
attendee parking on Saturday, May 23rd. and Sunday, May 24th.
12. The use of the City Hall parking lot at 300 E. Branch Street on Saturday, May
23rd and Sunday, May 24th.
13. The use of the parking area along the creek fence on the south side of Olohan
Alley behind Willis & Bennett from 6 am Thursday, May 21st until 6 pm Monday,
May 25th to accommodate trash roll-off placement.
Item 8.d. - Page 2
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT NO. 14-028
MARCH 10, 2015
PAGE 3
14. "No Parking" in two (2) parking spaces along the south curbline of E. Branch
Street immediately east of Mason Street while streets are closed.
15. "No Parking" on Poole Street between Mason and Traffic Way due to semi truck
"detour'' while streets are closed.
16. "Right Turn Only" from Poole Street onto Traffic Way while streets are closed.
17. "No Parking" in two (2) parking spaces on the east and west curbline of South
Mason Street (approximately 30') just north of the intersection with Poole Street
while streets are closed.
18.1n addition, to effectively operate the Strawberry Stampede, the Kiwanis Club of
Greater Pismo Beach has requested the closure of Branch Mill Road between
East Cherry Street and the City limit line to through traffic from 8:00 am to 9:30
am on Sunday May 24, 2015.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
Adopt the attached Resolution;
Modify as appropriate and adopt the attached Resolution;
Do not adopt the attached Resolution;
Provide direction to staff.
ADVANTAGES:
The event draws thousands of visitors to the City and serves as an important
fund raising opportunity for the AGVIA. The Strawberry Stampede is a fundraising event
for the Kiwanis Club of Greater Pismo Beach with proceeds supporting youth activities
in the South County.
DISADVANTAGES:
. The Strawberry Festival requires the closure of City streets for up to 36 hours, which
can be inconvenient to citizens and visitors.
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 regarding minor temporary use of land. If
the Council does not think that this determination is appropriate, project approval shall
not be considered.
PUBLIC NOTIFICATION AND COMMENTS:
A condition of approval is included in the Resolution requiring the event organizers to
mail or hand deliver notification of street closure to all affected Village residents one
Item 8.d. - Page 3
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT NO. 14-028
MARCH 10, 2015
PAGE4
week before the event. A second condition of approval requires the event organizers
place an advertisement in the Five Cities Times-Press Recorder prior to the event to
advise the public of street closures.
The Agenda was posted in front of City Hall on Thursday, March 6, 2015. The Agenda
and report were posted on the City's website on Friday, March 7, 2015.
Attachments:
1. Road closure map
2. Letter from the Village Improvement Association
Item 8.d. - Page 4
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING TEMPORARY USE PERMIT NO.
14-028; AUTHORIZING THE USE OF CITY PROPERTY AND
CLOSURE OF CITY STREETS FOR THE ANNUAL ARROYO
GRANDE STRAWBERRY FESTIVAL AND STAMPEDE ON MAY 23
AND 24, 2015; APPLIED FOR BY THE ARROYO GRANDE
VILLAGE IMPROVEMENT ASSOCIATION
WHEREAS, the Arroyo Grande Village Improvement Association (AGVIA), organizers of the
Arroyo Grande Strawberry Festival, have requested closure of certain City streets and the use
of City property as outlined below, for the purpose of craft exhibits, displays, food booths and
entertainment, and similar activities; and
WHEREAS, members of the AGVIA will be responsible for costs associated with traffic control,
cleanup, and payment of all related fees and costs for use of City property and City employee
time related to the event; and
WHEREAS, in conjunction with the AGVIA, the Kiwanis Club of Greater Pismo Beach,
organizers of the Strawberry Stampede, have requested closure of certain City streets and the
use of City property as outlined below, for the purpose of a run/walk.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande that
the following streets shall be closed and the Arroyo Grande Village Improvement Association is
hereby granted the use of certain City streets and property as follows:
Strawberry Festival-Saturday & Sunday, May 23 & 24, 2015
1. The closure of East and West Branch Street from Traffic Way to Mason Street from 5
am to 7 pm on Saturday, May 23rd and 5 am to 6 pm on Sunday, May 25th.
2. The closure of Short Street from East Branch Street to Olohan Alley from 5 pm Friday,
May 22nd until 6 pm, Sunday, May 24th.
3. The closure of Bridge Street from Branch Street to Traffic Way from 5 am Saturday,
May 23rd until 7 pm, Sunday, May 24th.
4. The closure of Nelson Street from Mason Street to Traffic Way from 5 am to 8 pm
Saturday, May 23rd and from 5 am to 7 pm Sunday, May 24th.
5. The use of parking lots along Olohan Alley from Mason Street to Bridge Street from 5
pm Friday, May 22nd through 7 pm Sunday, May 24th.
6. The use of the Car Corral from 10 pm Friday, May 22nd to 7 pm, Sunday May 24th.
Item 8.d. - Page 5
RESOLUTION NO.
PAGE 2
7. The use of the parking area from the Car Corral to and including the Le Point Street
parking lot from 10 pm Friday, May 22nd to 7 pm Sunday, May 24th.
8. The use of lawns at Heritage Square from 4 pm Friday, May 22nd until 7 pm Sunday,
May 24th.
9. The use of the Hart-Collette Park between Bridge Street and Traffic Way from 5 am
Saturday, May 23rd to 7 pm on· sunday, May 24th.
10. The use of the five-acre lot next to the Woman's Club on West Branch Street for
festival attendee parking on Saturday, May 23rd and Sunday, May 24th.
11. The use of the dirt lot at Rodeo Drive and West Branch Street for festival attendee
parking on Saturday, May 23rd and Sunday, May 24th.
12. The use of the City Hall parking lot at the 300 E. Branch Street on Saturday, May 23rd
and Sunday, May 24th.
13. The use of the parking area along the creek fence on the south side of Olohan Alley
directly behind Willis & Bennett from 6 am Thursday, May 21st to 6 pm Monday, May
25th.
14. "No Parking" in two (2) parking spaces along the south curbline of E. Branch Street
immediately east of Mason Street while streets are closed.
15. "No Parking" on Poole Street between Mason and Traffic Way due to semi truck
"detour'' while streets are closed.
16. "Right Turn Only" from Poole Street onto Traffic Way while streets are closed.
17. "No Parking" in two (2) parking spaces on the east and west curbline of South Mason
Street (approximately 30') just north of the intersection with Poole Street while streets
are closed.
18. Branch Mill Road between East Cherry Street and the City limit line will be closed to
through traffic from 8 am to 9:30 am on Sunday, May 24th, 2014 for the running of the
Strawberry Stampede.
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 1Oth day of March 2015.
, and on the
Item 8.d. - Page 6
RESOLUTION NO.
PAGE3
JIM HILL, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
ROBERT McFALL, INTERIM CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.d. - Page 7
RESOLUTION NO.
PAGE4
EXHIBIT "A"
CONDITIONS OF APPROVAL FOR
TEMPORARY USE PERMIT NO. 14-028
This approval authorizes the use of City property and the closure of City streets for the
annual Arroyo Grande Strawberry Festival and the annual Strawberry Stampede on May 23
and 24, 2015.
General Conditions
1. The Arroyo Grande Village Improvement Association (AGVIA) 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 office.
3. The AGVIA shall comply with all the conditions of the City Council Resolution adopted
on March 10, 2015.
4. The AGVIA shall agree to defend, indemnify and hold harmless the City, its agents,
officers, and employees harmless, at its sole expense from any action brought against
the City, its agents, officers, or employees because of said approval, or in the
alternative, to relinquish such approval. The AGVIA 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 the AGVIA of his/her
obligations under this condition.
Public Works Department Conditions
5. . The AGVIA is responsible for providing trash bags and restroom supplies for the
festival. Any supplies the Public Works Department may need to provide must be
reimbursed by the AGVIA.
6. The AGVIA shall have an individual designated to periodically inspect the restrooms
and areas around food vendors and waste containers. That individual shall be
responsible for maintaining the cleanliness of these areas and gathering and disposing
of all debris.
7. The AGVIA shall reimburse the City for electrical costs associated with special events.
Specifically, costs for the outlets by the gazebo, Rotary Bandstand, Bridge Street,
Olohan Alley, and behind former City Hall shall be reimbursed.
8. The AGVIA shall reimburse the City for the costs of any Public Works staff services
required for this event, including, but not limited to, restroom maintenance, trash, etc.
9. The AGVIA shall remove any tape placed on streets and parking areas after the event.
Engineering Division Conditions
10. Restroom facilities, barricades, signing and detour routes shall be provided by the
AGVIA as required.
11 . The AGVIA shall place an advertisement in the Five Cities Times-Press Recorder just
prior to the event to advise residents of street closures.
Item 8.d. - Page 8
RESOLUTION NO.
PAGE 5
12. The AGVIA shall provide a $1,000,000.00 comprehensive general liability insurance
policy naming the City as additional insured by May 1, 2015.
13. The AGVIA shall reimburse the City for the costs of Engineering Division services and
any other City services required for this event.
Building-and Life Safety Division Conditions
14. All food booths (cooking) must comply with the Fire Department guidelines, and must
have County Health Department approval. The AGVIA will inform booth applicants of
Fire Department guidelines, and will ensure total compliance of booth operators. The
AGVIA will not allow non-compliant booths to operate.
15. The project shall comply with the most recent edition of the California State Fire and
Building Codes and the Uniform Building and Fire Codes as adopted by the City of
Arroyo Grande. Specifically, all temporary-wiring provisions of the N.E.C. must be
met.
16. The Building and Life Safety Division must inspect all food booths, generators and
temporary electrical service prior to the opening of the event. In lieu of requiring a
building permit for temporary electrical service, The AGVIA will collect a fee of $15 per
every booth utilizing an electrical connection. This fee will be itemized by booth
number and submitted to the Building and Life Safety Division within 15 days of the
end of the Festival.
17. Emergency access must be maintained to the satisfaction of the Building Official and
Fire Chief. A detailed chart or map will be provided to Building and Life Safety Division
and Fire Department for approval prior to the event, showing placement of all booths,
to include actual dimensions of access pathways for fire apparatus and emergency
vehicles.
18. Per the approval of the Fire Chief, there will be ambulance service dedicated to the
event.
19. The use of generators must be reviewed and approved by the Building Official.
20. All fire lanes must be posted and enforced in accordance with Police and Fire
Department guidelines. Fire lanes and access must be approved by the Fire Chief.
21. The AGVIA shall identify an individual to act as liaison with the Fire Department for the
purpose of maintaining life and safety.
22. Prior to opening the event, the fire access road shall be posted. AGVIA shall provide
continuous enforcement of the fire access road during the event.
23. The AGVIA will coordinate with and be responsible for costs associated with San Luis
Ambulance to provide standby personnel and equipment for Bike Medic and golf cart
transport for entire duration of Festival.
24. The AGVIA shall pay the Fire Department for members and equipment assigned to the
event.
Police Department Conditions
25. The AGVIA shall pay Police Department costs for officers assigned to the event.
26. All temporary "No Parking" signs shall be posted a minimum of 48 hours prior to event
setup.
Item 8.d. - Page 9
RESOLUTION NO.
PAGE6
27. A minimum of four (4) private "licensed" security personnel will be provided by the
AGVIA. The AGVIA will present to the Arroyo Grande Police Department two (2)
weeks prior to the event:
a. The name of the security agency
b. A schedule of security coverage
c. Location and hours of security assignments
Minimum required security is one (1) volunteer officer stationed at Nelson & Bridge
Street, two (2) volunteer officers assigned to the Swinging Bridge, and one (1)
volunteer officer for patrol throughout the evening hours on Saturday, May 23, 2015.
28. Failure to provide private licensed security will result in AGPD Officers being assigned
with expenses billed to the AGVIA.
29. The AGVIA shall provide and place all barricades, signs, and arrow boards.
30. The AGVIA shall replace all delineators that are stolen, misplaced, or vandalized.
Special Conditions
31. Notification of all streets subject to closure must be posted a minimum of 48 hours
prior to closure, stating the dates and times of closures.
32. The AGVIA shall distribute State Board of Equalization forms to all vendors to report
the sales tax collected during the Festival, and shall notify them that a list of vendors
will be supplied to the City to verify payment of sales tax.
33. The AGVIA shall provide to the City's Administrative Services Department a list of all
vendors participating in the festival. The list will be used to verify that sales tax was
collected and reported as earned in Arroyo Grande.
34. The AGVIA and the Kiwanis Club of Greater Pismo Beach shall mail or hand deliver
notification of street closure to all affected residents one week before the event.
35. There shall be no parking on the north side of Poole Street and south side of Allen
Street from Mason Street to Traffic Way from 6:00 am to 6:00 pm Saturday, May 23rd
and Sunday, May 24th_
36. There shall be no parking on the north side of E. Branch Street from Mason Street to
Crown Hill Street from 5:00am on Saturday, May 23rd until 7 pm Sunday, May 24th.
37. The left turn lane for vehicles traveling west on E. Branch Street at Mason Street shall
be blocked to allow for larger vehicles to make right turns onto E. Branch Street from
Mason Street.
Item 8.d. - Page 10
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December9, 2014
Arroyo Grande Village Improvement Association
P.O. Box 1526 • Arroyo Grande, CA 93421
Phone: (805) 473-2250 • Fax: (805) 473-0345
Debbie Malicoat, Acting City Manager
City of Arroyo Grande
300 East Branch St.
Arroyo Grande, CA 93420
Dear M\s. Malicoat:
AITACHMENT2
I am submitting the items below for departmental review. Please send me the necessary forms to
apply for the use permits and have the meetings scheduled that are necessary with the involved
departments.
Arrovo Grande Strawberry Festival-Sa~urday and Sunday, Mav 23 & 24, 2015
1. The closure ofBranch St. from Traffic Way to Mason St. from 5 am to 7 pm on Saturday,
May 23 and 5 am to 6 pm on Sunday, May 24.
2. The closure of Short St. from Branch St. to OlohanAlley from 5 pm Friday, May 22, to 6 pm,
Sunday, May 24.
3. The closure ofBridge St. from Branch Street to Traffic Way from 5 am on Saturday, May 23 until
7 pm on Sunday, May 24.
4. The closure ofNelson St. from Mason St. to Traffic Way from 5 am to 8 pm on Saturday, May 23
and from 5 am to 7 pm on Sunday, May 24.
5. The use of the parking lots along Olohan Alley from Mason St. to Bridge St. from 5 pm
Friday, May 22 through 7 pm Sunday, May 24.
6. The use of the Car Corral from 10 pm Friday, May 22 to 7 pm, Sunday May 24.
7. The use of the parking area from the Car Corral to and including the Brisco parking lot and
the Le Point parking lot from 10 pm Friday, May 22 to 7 pm Sunday, May 24.
8. The use of the lawns at Heritage Square from 4 pm Friday, May 22 until 7 pm Sunday, May 24.
9. The use of the Collette Park between Bridge St. and Traffic Way from 5 am Saturday, May 23
to 7 pm on Sunday, May 24.
Item 8.d. - Page 12
10. The use of the five-acre lot next to the Woman's Club on West Branch St. for festival attendee
parking on Saturday, May 23 and Sunday, May 24.
11. The use of the dirt lot at Rodeo Drive and West Branch Street for festival attendee parking on
-' Saturday, May 23 and Sunday, May 24.
12. The use of the lot at City Hall at Mason and E. Branch St. on Saturday, May 23 and Sunday, May
24.
13. To accomodate trash roll off placement, we request the use of the parking area along the creek fence
on the South side ofOlohan Alley directly behind Willis & Bennett from 6 am on Thursday, May 21 until
Monday, May 25 at 6 pm.
The Arroyo Grande Village Improvement Association (AG VI.A) will provide the proper insurance
policy to the City by May 1, 2015.
AG VI.A will compensate the City for any extra expenses incurred as agreed upon.
A G VI. A will abide by all rules and regulations that will be discussed and agreed upon.
A G VI. A will provide and place all barricades and signs, and arrow boards as necessary.
AG VI.A will provide all "No Parking" delineators and the proper "No Parking" signs.
A G VI. A will install all delineators with "tow away, no parking" signs. They will be installed on
Thursday, May 21 on all streets as outlined by the Police Dept. on Branch St., Bridge St., Nelson St.
between Traffic Way and Mason St.; Mason St. from LePoint St. to Poole St.; north side ofPoole St.
from Mason St. to Traffic Way; South side of Allen St. from Mason St. to Traffic Way; Nevada St.; a
portion ofLePoint St.; the downhill side ofMiller Way from Le Point St. to Miller Circle; Crown Terrace
between LePoint St. and Crown Hill; East B ranch St. from Garden St. to the Huasna interchange: the
comer of Allen St. and Mason St., two parking spaces in from the corner in all directions; Short St. from
the Swinging Bridge to Nelson St. Also, the off ramp exit to North HWY 101 from Branch Street will
have four delineators. We will also install delineators in all Village parking areas we have authority to use.
The AG VI. A will replace delineators that are stolen, misplaced, or vandalized.
The AG Vl.A will provide Swinging Bridge security as needed.
Thank you for your consideration. p_i2./
Bob Lund, Executive Director
Arroyo Grande Village Improvement Association
Item 8.d. - Page 13
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Item 8.d. - Page 14