CC 2015-10-27_08h TUP_Halloween in the VillageMEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT
BY: MATTHEW DOWNING, ASSOCIATE PLANNER
SAM ANDERSON, PLANNING INTERN
SUBJECT: CONSIDERATION OF TEMPORARY USE PERMIT CASE NO. 15-019;
AUTHORIZING "HALLOWEEN IN THE VILLAGE" ON SATURDAY,
OCTOBER 31, 2015 AND DIRECTING STAFF TO IMPLEMENT
RELATED SAFETY MEASURES INCLUDING NO PARKING ZONES,
STREET CLOSURES AND WARNING DEVICES
DATE: OCTOBER 27, 2015
RECOMMENDATION:
It is recommended the City Council adopt a Resolution approving Temporary Use
Permit 15-019, applied for by the Village Improvement Association, 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 Saturday, October 31, 2015.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Direct equipment and staffing costs to facilitate the closure of East and West Branch
Street between Traffic Way and Mason Street and to establish a detour route is
estimated at $4,735. This is an increase from last year's estimate of $1,225, resulting
from changes in equipment and personnel necessary for street closures, as well as
filling of water barricades that are not proposed to be covered by City or Five Cities Fire
Authority staff and equipment. Historically, these costs have been absorbed by
maintenance and personnel budgets. Alternatively, the Council can direct costs
associated with the event to be covered by the General Fund reserve or sales tax fund.
The City typically cosponsors this and other community-events by providing labor and
equipment. City staff is working on a special events budgetary strategy and potential
cost savings measures, such as permanent bollards, which will come back to the
Council in the coming months.
This item is related to the City's Economic Development plan, which is identified in the
City's Critical Needs Action Plan.
Item 8.h. - Page 1
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT 15-019
OCTOBER 27, 2015
PAGE2
BACKGROUND:
Halloween in the Village consists of a voluntary closure or limiting services of the
majority of East and West Branch Street businesses in the Village on October 31 51 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. This is the fourth year East and West Branch
Streets are to be closed for the event, and the first year the closure will occur on a
weekend day. No issues related to this closure have been communicated to or
identified by staff.
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
three years with no incidents observed or reported. Three 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 "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 Branch Street at Mason Street for commercial trucks.
Due to current drought conditions, staff has investigated alternative methods of safely
closing Branch Street. Staff determined that for such a limited event there is an
opportunity to utilize various City vehicles to safely close side streets for the event;
however, the closure of West and East Branch Street will remain a hard closure utilizing
water barricades. This will not only preserve hundreds of gallons of non-potable water,
but will also result in reduced costs associated with renting, storing, and filling the
significant number of water barricades typically needed, while affording the same
amount of safety as provided by water barricades.
Item 8.h. - Page 2
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT 15-019
OCTOBER 27, 2015
PAGE3
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
Adopt the attached Resolution approving Temporary Use Permit 15-019;
Adopt a Resolution approving Temporary Use, Permit 15-019 and direct staff to
appropriate funds from the General Fund to cover City costs related to the event;
-, 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
more efficiently. This option does improve safety at uncontrolled intersections as
compared with the use of private crossing guards and decreases the number of police
officers and crossing guards needed.
DISADVANTAGES:
• The closure of East and West Branch Streets causes temporary diversion of
vehicular traffic.
• SCAT bus routes are minimally impacted.
• 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.
• Costs associated with the event are incurred by the City.
ENVIRONMENTAL REVIEW:
In accordance with the California Environmental Quality Act (CEQA), staff has
determined that this project is categorically exempt per Section 15304(e) of the CEQA
Guidelines regarding minor temporary uses of land.
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 22, 2015.
The Agenda and report were posted on the City's website on Friday, October 23, 2015.
No comments were received.
Attachment
1. Event map
Item 8.h. - Page 3
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING TEMPORARY USE PERMIT
CASE NO. 15-019 AUTHORIZING "HALLOWEEN IN THE
VILLAGE" ON SATURDAY, OCTOBER 31, 2015 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 individuals 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.
WHEREAS, the City Council finds, after due study, the following circumstances exist:
FINDINGS FOR APPROVAL -TEMPORARY USE PERMIT
1. The operation of the requested use at the locations proposed and-within the time period
specified will not jeopardize, endanger, or otherwise constitute a menace to the public
health, safety or general welfare due to the use of traffic safety equipment and dedicated
local law enforcement personnel.
2. The City streets to be used are adequate in size and shape to accommodate the trick-or-
treat event and will not be material detriment to the use and enjoyment of other properties
located adjacent to and in the vicinity of the Event.
3. The proposed site is adequately served by streets or highways having sufficient width and
improvements to accommodate the kind and quantity of traffic that the Event will or could
reasonably be expected to generate.
4. Adequate temporary parking to accommodate vehicular traffic to be generated by the Event
is available throughout the City.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande does
hereby approve Temporary Use Permit 15-019 authorizing the following actions, with the above
Item 8.h. - Page 4
RESOLUTION NO.
PAGE2
findings and 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 1 :OOPM 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.
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 27th day of October, 2015.
, and on the
Item 8.h. - Page 5
RESOLUTION NO.
PAGE3
JIM HILL, MAYOR
ATTEST:
KITTY NORTON, DEPUTY CITY CLERK
APPROVED AS TO CONTENT:
DIANNE THOMPSON, CITY MANAGER
APPROVED AS TO FORM:
HEATHER K. WHITHAM, CITY ATTORNEY
Item 8.h. - Page 6
RESOLUTION NO.
PAGE4
EXHIBIT "A"
CONDITIONS OF APPROVAL FOR
TEMPORARY USE PERMIT NO~ 15-019
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
Saturday, October 31, 2015.
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 15-019.
4. The applicant shall agree to indemnify and 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. The applicant shall notify all affected businesses and residents of street closures and
parking restrictions at least 48 hours prior to the event.
6. The applicant shall clean up all debris associated with the event to the satisfaction of
the Public Works Director.
7. Traffic detouring shall be coordinated with the Police Department.
8. The Public Works Department shall be responsible for ordering and directing the setup
of all traffic control equipment through a private purveyor ..
9. Traffic signals shall be set to blinking to alert motorists about detouring.
Item 8.h. - Page 7
Detour directional -
Trick or Treat Route
Directions sign
Road Closed Detour Route
Detour Ahead
ATTACHMENT 1
LE POINT ST.
DLDHAN
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POOLE ST.
A 35 # of Orange cones
1111 10 # of Delineators
AAA 20 # of .. A .. frame signs
>--< 15 # of water barricades
CITY OF ARROYO GRANDE
VILLAGE HALLOWEEN
BRANCH STREET
ROAD CLOSURE PLAN
ID
HA
REFERENCE NO.
SHEET:
_OF_
Item 8.h. - Page 8