CC 2016-05-24_09h TUP_Car Sho
MEMORANDUM
TO: CITY COUNCIL
FROM: TERESA McCLISH, COMMUNITY DEVELOPMENT DIRECTOR
BY: SAM ANDERSON, PLANNING INTERN
SUBJECT: CONSIDERATION OF TEMPORARY USE PERMIT CASE NO. 16-004
TO AUTHORIZE THE USE OF CITY PROPERTY, THE CLOSURE OF
CITY STREETS, AND WAIVER OF APPLICATION FEES FOR THE 27TH
ANNUAL ARROYO VALLEY CAR CLUB SUNSET CRUISE ON JULY
29, 2016 AND CAR SHO ON JULY 30, 2016
DATE: MAY 24, 2016
RECOMMENDATION:
It is recommended the City Council adopt a Resolution approving Temporary Use
Permit 16-004, authorizing the use of City property, the closure of City streets, and the
waiver of application fees for the 2016 Arroyo Valley Car Club Sunset Cruise on July 29,
2016 and the 27th Annual Car Sho on July 30, 2016.
IMPACT TO FINANCIAL AND PERSONNEL RESOURCES:
Total costs associated with the Sunset Cruise and Car Sho are approximately $3,000
for additional Police Department personnel and delivery of traffic control devices, signs
and trash cans by Public Works personnel. For the last four (4) years, this cost has
been required to be reimbursed by the applicant. Therefore, there is no direct financial
impact to the City.
The cost associated with the Temporary Use Permit application ($158) has traditionally
been waived and the waiver of the fee is again recommended, pursuant to Arroyo
Grande Municipal Code Subsection 16.16.090.D.1.a, which allows for the waiver of
application fees for non-profit/charitable events. 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 9.h. - Page 1
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT CASE NO. 16-004
MAY 24, 2016
PAGE 2
The following areas are proposed to be used for the event:
Sunset Cruise – July 29: Closure of East Grand Avenue between Courtland
Street and Halcyon Road between 6:00 pm and 8:30 pm.
Sunset Cruise – July 29: Closure of Sunset Drive between Alder and Elm
Streets between 6:00 pm and 8:30 pm.
Car Sho – July 30: Use of common parking facilities, streets and parks in the
Village area, including Nelson Street, South Mason Street, Bridge Street,
Branch Street, Short Street and Olohan Alley between 5:00 am and 5:00 pm.
STAFF ADVISORY COMMITTEE
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
Street and Halcyon Road between 6:00 pm and 8:30 pm and closure of Sunset Drive
between Alder and Elm Streets between 6:00 pm and 8:30 pm on Friday, July 29, 2016.
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 Avenue; East on
Fair Oaks Avenue to S. Halcyon Road; North on S. Halcyon Road.
Westbound traffic– South on S. Halcyon Road to Farroll Avenue; West on Farroll
Avenue to Oak Park Avenue; North on Oak Park Avenue.
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. Added events hosted by local 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.
Car Sho
The Car Sho is proposed to change from last year’s event. Last year, the Car Sho was
held at Heritage Square Park and surrounding areas. This year, the Car Sho again
proposes to utilize West and East Branch Street from Traffic Way to Mason Street;
Item 9.h. - Page 2
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT CASE NO. 16-004
MAY 24, 2016
PAGE 3
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 30, 2016.
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. 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. Lastly, due to the Car Sho utilizing Olohan Alley on a
Saturday, it will be necessary to relocate the Farmers’ Market to Heritage Square Park.
A condition of approval has been included requiring the applicants to coordinate this
move with the Farmer’s Market Association.
ADVANTAGES:
The Annual Car Sho and Sunset Cruise have been successful events in the Village area
and on East Grand Avenue for many years and benefits 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. 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 Temporary Use Permit Case No. 16-
004, 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 Temporary Use Permit
Case No. 16-004, 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 and direct staff to return with an
appropriate Resolution for the use of Heritage Square Park, consistent with last
year’s event;
Item 9.h. - Page 3
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT CASE NO. 16-004
MAY 24, 2016
PAGE 4
- Do not adopt the attached Resolution, take tentative action to deny the
Temporary Use Permit, and direct staff to return with an appropriate Resolution;
- 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 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 will visit merchants for a second time in
July. 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 19, 2016. The Agenda and
staff report were posted on the City’s website on Friday, May 20, 2016.
Attachments:
1. Sunset Cruise detour and activity area map
2. Car Sho map for the 2016 event
Item 9.h. - Page 4
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING TEMPORARY USE PERMIT 16-
004; AUTHORIZING THE USE OF CITY PROPERTY AND THE
CLOSURE OF CITY STREETS FOR THE 27TH ANNUAL ARROYO
VALLEY CAR CLUB SUNSET CRUISE ON JULY 29, 2016 AND
CAR SHO ON JULY 30, 2016
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 29th and 30th, 2016; 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.
WHEREAS, the City Council finds, after due study and deliberation, that the following
circumstances exist:
Temporary Use Permit Findings:
1. The operation of the requested use at the location proposed and within the time period
specified will not jeopardize, endanger, or otherwise constitute a menace to the public
health, safety, or general welfare.
2. The proposed site is adequate in size and shape to accommodate the temporary use
without material detriment to the use and enjoyment of other properties located
adjacent to and in the vicinity of the site.
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 temporary
use will or could reasonably be expected to generate.
4. Adequate temporary parking to accommodate vehicular traffic to be generated by the
use will be available either on-site or at alternate locations acceptable to the City
Council.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande
hereby approves Temporary Use Permit No. 16-004, authorizing the waiver of
application fees and the use of certain City streets and property as follows, subject to the
Item 9.h. - Page 5
RESOLUTION NO.
PAGE 2
conditions set forth in Exhibit "A", attached hereto and incorporated herein by this
reference:
1. East Grand Avenue between Courtland Street and Halcyon Road shall be
closed from 6:00 pm to 8:30 pm on Friday, July 29th, 2016.
2. Sunset Drive between Alder Street and Elm Street shall be closed from
6:00 pm to 8:30 pm on Friday, July 29th, 2016.
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;
Westbound traffic– South on S. Halcyon Road to Farroll Avenue; West
on Farroll Avenue to Oak Park Avenue; North on Oak Park Avenue.
4. Closure of 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 30, 2016.
5. Closure of Nelson Street 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 on Saturday, July 30, 2016.
6. 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 24th day of May, 2016.
Item 9.h. - Page 6
RESOLUTION NO.
PAGE 3
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 9.h. - Page 7
RESOLUTION NO.
PAGE 4
EXHIBIT “A”
CONDITIONS OF APPROVAL
ARROYO VALLEY CAR CLUB SUNSET CRUISE AND CAR SHO
TEMPORARY USE PERMIT NO. 16-004
FRIDAY AND SATURDAY, JULY 29 AND 30, 2016
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 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 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 22, 2016. 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
25, 2016, with the Director of Public Works.
Item 9.h. - 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 trashcans that will be needed for the event.
Police Department Conditions
10. The applicant shall reimburse remaining 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 District 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 29 and July 30, 2016.
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 9.h. - 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
29. 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.
30. The applicant shall coordinate with the Farmers’ Market Association in relocating
the Farmers’ Market to Heritage Square Park on Saturday, July 30th, 2016.
Item 9.h. - Page 10
East Grand Avenue
Sunse Crui e De our Routes
And Act v Areas
July 24, 2015
6:00 PM until 8:30 PM
Item Item 9.h. - Page 11
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ATTACHMENT 2
Item 9.h. - Page 12