CC 2018-03-27_09e Adopt Resolution_Strawberry FestivalMEMORANDUM
TO: CITY COUNCIL
FROM: TERESA McCLISH, COMMUNITY DEVELOPMENT DIRECTOR
BY: MATTHEW DOWNING, PLANNING MANAGER
CHRISTOPHER TURNER, PLANNING INTERN
SUBJECT: CONSIDERATION OF TEMPORARY USE PERMIT NO. 17-024;
AUTHORIZATION TO USE CITY PROPERTY AND CLOSE CITY
STREETS FOR THE ANNUAL ARROYO GRANDE STRAWBERRY
FESTIVAL AND STAMPEDE ON MAY 26 AND 27, 2018; APPLICANT –
ARROYO GRANDE VILLAGE IMPROVEMENT ASSOCIATION;
REPRESENTATIVE – BOB LUND
DATE: MARCH 27, 2018
SUMMARY OF ACTION:
Approval of the permit will authorize the use of City property and closure of City streets
for the annual Arroyo Grande Strawberry Festival and Stampede on May 26 and 27,
2018.
IMPACT TO FINANCIAL AND PERSONNEL RESOURCES:
There is an estimated impact of $10,000 to the City’s General Fund for the costs of City
services used to conduct this event.
RECOMMENDATION:
It is recommended the City Council adopt a Resolution approving Temporary Use
Permit 17-024 which includes waiving costs for City services during the Strawberry
Festival.
BACKGROUND:
The Strawberry Festival is an annual arts and crafts event hosted by the Arroyo Grande
Village Improvement Association (VIA). This year marks the 35th 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 32nd 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.
Item 9.e. - Page 1
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT NO. 17-024
MARCH 27, 2018
PAGE 2
ANALYSIS OF ISSUES:
The Strawberry Festival and the Strawberry Stampede remain largely unchanged from
last year, with the exception of the changes noted above, as well as the request to
increase the closure time of Olohan Alley on Friday, May 26, 2018 to begin at 1 P.M.
Vendor’s tents and merchandise will be removed on Saturday evening and assembled
again on Sunday morning; however, Nelson Street will remain closed to through traffic
overnight to aid in event security and reduce the amount of non-potable water
necessary to fill the water barricades used to close streets during the event. In order to
operate the Strawberry Festival, the VIA has requested street closures and the use of
City property as follows:
1. The closure of Branch Street from Traffic Way to Mason Street from 5 am to 7
pm on Saturday, May 26th and 5 am to 6 pm on Sunday, May 27th.
2. The closure of Short Street from East Branch Street to Olohan Alley from 1 pm
Friday, May 25th until 6 pm, Sunday, May 27th.
3. The closure of Bridge Street from Branch Street to Traffic Way from 5 am
Saturday, May 26th until 7 pm, Sunday, May 27th.
4. The closure of Nelson Street from Mason Street to Traffic Way from 5 am
Saturday, May 26th to 7 pm Sunday, May 27th.
5. The use of parking lots along Olohan Alley from Mason Street to Bridge Street
from 1 pm Friday, May 25th through 9 pm Sunday, May 27th.
6. The use of the Car Corral from 10 pm Friday, May 25th to 7 pm, Sunday May
27th.
7. The use of the parking area from the Car Corral to and including the Brisco
parking lot and the Le Point Street parking lot from 10 pm Friday, May 25th to 7
pm Sunday, May 27th.
8. The use of lawns at Heritage Square from 1 pm Friday, May 25
th until 9 pm
Sunday, May 27th.
9. The use of the Hart-Collette Park between Bridge Street and Traffic Way from 5
am Saturday, May 26th to 7 pm on Sunday, May 27th.
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 26th and Sunday, May 27th.
11. The use of the dirt lot at Rodeo Drive and West Branch Street for festival
attendee parking on Saturday, May 26th and Sunday, May 27th.
Item 9.e. - Page 2
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT NO. 17-024
MARCH 27, 2018
PAGE 3
12. The use of the City Hall parking lot at 300 E. Branch Street on Saturday, May
26th and Sunday, May 27th.
13. The use of the parking area along the creek fence on the south side of Olohan
Alley directly behind Salon 132 and two parking spaces in the Car Corral
adjacent to Nevada Street from 6 am Thursday, May 24th until 6 pm Monday,
May 28th to accommodate trash roll-off placement.
14. The use of the last three (3) parking spaces on Bridge Street approaching Traffic
Way on the west side of the street from 8 am Friday, May 25th to 11 am Monday,
May 28th to accommodate a refrigerator truck.
15. The use of two (2) parking spaces on the southeast corner of Traffic Way and
Poole Street from 8 am Friday, May 25th to 5 pm Monday, May 28th to
accommodate an electric detour sign.
16. “No Parking” in two (2) parking spaces along the south curbline of E. Branch
Street immediately east of Mason Street while streets are closed.
17. “No Parking” on the north side of Poole Street between Mason Street and Traffic
Way and “No Parking” on the south side of Allen Street between Mason Street
and Traffic Way due to vehicular “detour” while streets are closed.
18. “No Parking” on the north side of East Branch Street from Mason Street to Crown
Hill Street from 5 am on Saturday, May 26th until 7 pm on Sunday, May 27th.
19. “No Parking” on Nevada Street, “No Parking” on the west side of Miller way
between Le Point Street and Miller Circle, “No Parking” on Crown Terrace
between Le Point Street and Crown Hill Street, “No Parking” on East Branch
Street from Garden Street to Huasna Road, and “No Parking” on Short Street
from Nelson Street to the Swinging Bridge.
20. “Right Turn Only” from Poole Street onto Traffic Way while streets are closed.
21. “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.
22. In 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 27, 2018.
Item 9.e. - Page 3
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT NO. 17-024
MARCH 27, 2018
PAGE 4
The Kiwanis Club of Greater Pismo Beach is also requesting that Allen Street be closed
to through traffic from 8 am to 10 am on Sunday, May 27, 2018 for the Strawberry
Stampede. Stampede organizers cite concerns regarding vehicular traffic conflicting
with the 500 runners that participate in the event as reasons for the request. This is
consistent with last year’s event
Waiver Request of Safety Related Event Costs and Assessment of Economic Value
In previous years the VIA has been required to reimburse personnel costs the City
incurred to conduct the event. However, due to heightened requirements by staff to
adequately ensure public safety at the event, costs have significantly increased over the
years. The VIA has now requested that the City become a partner in the Strawberry
Festival and waive the requirement to reimburse the City for the cost of the services
provided (Attachment 3). These services are primarily related to public safety at the
event.
The VIA is dedicated to the preservation, restoration and promotion of the Arroyo
Grande Village. Activities undertaken by the VIA benefit merchants in the Village but
also provide citywide benefits such as name recognition of the City of Arroyo Grande
and potential sales tax revenue through consumer spending by attracting an estimated
100,000 people to events throughout the year. These events include:
Strawberry Festival
Beer Feast
Summer Concert Series
Christmas Shopping Events
o Parade
o Accommodations for Santa Claus
o Elegant Evening
July 4th Celebration
Weekly Farmers Market
VIA revenues that exceed expenses from these visitor generating events are used to
support administrative and operational overhead and are reinvested to provide more
activities to attract visitors and to supply upkeep to the Village area including tree and
building lighting during the winter; volunteer maintained street plantings including
decorative pots, tree wells, and bulb outs; and a seasonal decorative banner program.
In the last 4 quarters, consumer spending in the Village area has generated $278,000 in
sales and use tax revenue for the City. Absorbing the cost for public safety services
during the Strawberry Festival would equate to 3.6% of revenues received by the City
from the Village area.
Item 9.e. - Page 4
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT NO. 17-024
MARCH 27, 2018
PAGE 5
If the services are provided by the City without reimbursement, the VIA will be able to
replace worn banners, increase funding to Arroyo Grande In Bloom that leverages
volunteer support and the continued purchasing of planting materials, expand the
Christmas lights program to include East Branch Street to Crown Hill, and potentially
bring back a musician at the Farmer’s Market. Additionally, the VIA will become
financially stable by not incurring an annual loss and be able to continue all programs
throughout the year without reducing service levels (Attachment 4).
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt the attached Resolution approving Temporary Use Permit 17-024;
2. Modify as appropriate and adopt the attached Resolution approving Temporary
Use Permit 17-024 including related fee waiver requests;
3. Do not adopt the attached Resolution, take tentative action to deny the event,
and direct staff to return with an appropriate resolution and findings for denial of
Temporary Use Permit 17-024; or
4. Provide direction to staff.
ADVANTAGES:
The event draws thousands of visitors to the City and serves as an important
fundraising opportunity for the VIA to assist in improving the Village. 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 long periods of time,
which can be inconvenient to citizens and visitors. The event also utilizes emergency
personnel to cover the event.
ENVIRONMENTAL REVIEW:
In compliance with the California Environmental Quality Act (CEQA), it has been
determined that this project is Categorically Exempt per Section 15304 (e) of the CEQA
Guidelines regarding minor temporary use of land.
PUBLIC NOTIFICATION AND COMMENTS:
A condition of approval is included in the Resolution requiring the VIA to mail or hand
deliver notification of street closures to all affected Village residents one week before
the event. A second condition of approval requires the event organizers place an
advertisement in The Tribune prior to the event to advise the public of street closures.
The Agenda was posted in at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Item 9.e. - Page 5
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT NO. 17-024
MARCH 27, 2018
PAGE 6
Attachments:
1. Road closure map
2. Letter from the Village Improvement Association
3. Letter requesting City partnership from the Village Improvement Association
4. Letter from the Village Improvement Association describing benefits provided
Item 9.e. - Page 6
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING TEMPORARY USE PERMIT NO.
17-024; AUTHORIZING THE USE OF CITY PROPERTY AND
CLOSURE OF CITY STREETS FOR THE ANNUAL ARROYO
GRANDE STRAWBERRY FESTIVAL AND STAMPEDE ON MAY 26
AND 27, 2018; 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, the Strawberry Festival and other events undertaken by the AGVIA benefit the
citizens of Arroyo Grande, attract tourism and generate significant amounts of sales and use
tax, as such the City of Arroyo Grande will not seek reimbursement from the AGVIA for the cost
of public safety services attributable to the Strawberry Festival; 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.
WHEREAS, the City Council finds, after due study and deliberation, 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.
The use of City property and closure of City streets for the annual Arroyo Grande Strawberry
Festival and Stampede will not endanger public health, safety, or general welfare due to the
event complying with conditions of approval specifically developed to protect public health
and safety.
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.
The property and streets identified for the temporary use are of adequate size and shape for
the event and conditions of approval developed for the project will ensure the use is not a
detriment to the use of other properties located adjacent to and in the vicinity of the event.
Item 9.e. - Page 7
RESOLUTION NO.
PAGE 2
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.
The property and streets identified for the temporary use are adequately served by streets to
accommodate the kind and quantity of traffic anticipated for the event, will be closed in a
safe manner to protect event participants and motorists, and detour routes will continue to
serve areas surrounding the events.
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.
Adequate temporary parking is provided by the event organizers to accommodate the
vehicular traffic to be generated by the event.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande
hereby approves Temporary Use Permit 17-024 with the above findings and subject to the
conditions as set forth in Exhibit “A”, and directs 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 26 & 27, 2018
1. The closure of Branch Street from Traffic Way to Mason Street from 5 am to 7 pm on
Saturday, May 26th and 5 am to 6 pm on Sunday, May 27th.
2. The closure of Short Street from East Branch Street to Olohan Alley from 1 pm Friday,
May 25th until 6 pm, Sunday, May 27th.
3. The closure of Bridge Street from Branch Street to Traffic Way from 5 am Saturday,
May 26th until 7 pm, Sunday, May 27th.
4. The closure of Nelson Street from Mason Street to Traffic Way from 5 am Saturday,
May 26th to 7 pm Sunday, May 27th.
5. The use of parking lots along Olohan Alley from Mason Street to Bridge Street from 1
pm Friday, May 25th through 9 pm Sunday, May 27th.
6. The use of the Car Corral from 10 pm Friday, May 25
th to 7 pm, Sunday May 27th.
7. The use of the parking area from the Car Corral to and including the Brisco parking lot
and the Le Point Street parking lot from 10 pm Friday, May 25th to 7 pm Sunday, May
27th.
8. The use of lawns at Heritage Square from 1 pm Friday, May 25th until 9 pm Sunday,
May 27th.
Item 9.e. - Page 8
RESOLUTION NO.
PAGE 3
9. The use of the Hart-Collette Park between Bridge Street and Traffic Way from 5 am
Saturday, May 26th to 7 pm on Sunday, May 27th.
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 26th and Sunday, May 27th.
11. The use of the dirt lot at Rodeo Drive and West Branch Street for festival attendee
parking on Saturday, May 26th and Sunday, May 27th.
12. The use of the City Hall parking lot at 300 E. Branch Street on Saturday, May 26th and
Sunday, May 27th.
13. The use of the parking area along the creek fence on the south side of Olohan Alley
directly behind Salon 132 and two parking spaces in the Car Corral adjacent to
Nevada Street from 6 am Thursday, May 24th until 6 pm Monday, May 28th to
accommodate trash roll-off placement.
14. The use of the last three (3) parking spaces on Bridge Street approaching Traffic Way
on the west side of the street from 8 am Friday, May 25th to 11 am Monday, May 28th
to accommodate a refrigerator truck.
15. The use of two (2) parking spaces on the southeast corner of Traffic Way and Poole
Street from 8 am Friday, May 25th to 5 pm Monday, May 28th to accommodate an
electric detour sign.
16. “No Parking” in two (2) parking spaces along the south curbline of E. Branch Street
immediately east of Mason Street while streets are closed.
17. “No Parking” on the north side of Poole Street between Mason Street and Traffic Way
and “No Parking” on the south side of Allen Street between Mason Street and Traffic
Way due to vehicular “detour” while streets are closed.
18. “No Parking” on the north side of East Branch Street from Mason Street to Crown Hill
Street from 5 am on Saturday, May 26th until 7 pm on Sunday, May 27th.
19. “No Parking” on Nevada Street, “No parking” on the west side of Miller way between
Le Point Street and Miller Circle, “No Parking” on Crown Terrace between Le Point
Street and Crown Hill Street, “No Parking” on East Branch Street from Garden Street
to Huasna Road, and “No Parking” on Short Street from Nelson Street to the Swinging
Bridge.
20. “Right Turn Only” from Poole Street onto Traffic Way while streets are closed.
Item 9.e. - Page 9
RESOLUTION NO.
PAGE 4
21. “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.
22. 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 27, 2018 for the running of the
Strawberry Stampede.
23. Allen Street between Traffic Way and Garden Street will be closed to through traffic
from 8 am to 10 am on Sunday, May 27th for the running of the Strawberry Stampede.
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 27th day of March, 2018.
Item 9.e. - Page 10
RESOLUTION NO.
PAGE 5
________________________________________
JIM HILL, MAYOR
ATTEST:
________________________________________
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
________________________________________
JAMES A. BERGMAN, CITY MANAGER
APPROVED AS TO FORM:
________________________________________
HEATHER K. WHITHAM, CITY ATTORNEY
Item 9.e. - Page 11
RESOLUTION NO.
PAGE 6
EXHIBIT "A"
CONDITIONS OF APPROVAL FOR
TEMPORARY USE PERMIT NO. 17-024
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 26
and 27, 2018.
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 27, 2018.
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 remove any tape placed on streets and parking areas after the event.
Engineering Division Conditions
8. Restroom facilities, barricades, signing and detour routes shall be provided by the
AGVIA as required.
9. The AGVIA shall place an advertisement in The Tribune just prior to the event to
advise residents of street closures.
10. The AGVIA shall provide a $1,000,000.00 comprehensive general liability insurance
policy naming the City as additional insured by May 1, 2018.
11. The AGVIA shall reimburse the City for the costs of Engineering Division services and
any other City services required for this event.
Item 9.e. - Page 12
RESOLUTION NO.
PAGE 7
Building and Life Safety Division Conditions
12. All food booths 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.
13. 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.
14. 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.
15. 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.
16. Per the approval of the Fire Chief, there will be ambulance service dedicated to the
event.
17. The use of generators must be reviewed and approved by the Building Official.
18. 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.
19. The AGVIA shall identify an individual to act as liaison with the Fire Department for the
purpose of maintaining life and safety.
20. 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.
21. 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.
22. The AGVIA shall pay the Five Cities Fire Authority for members and equipment
assigned to the event.
Police Department Conditions
23. 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.
24. Security personnel will be provided by the AGVIA, to the satisfaction of the Chief of
Police. 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 26, 2018.
25. Failure to provide private licensed security will result in AGPD Officers being assigned
with expenses billed to the AGVIA.
26. The AGVIA shall provide and place all barricades, signs, and arrow boards.
Item 9.e. - Page 13
RESOLUTION NO.
PAGE 8
27. The AGVIA shall replace all delineators that are stolen, misplaced, or vandalized.
28. Traffic signal operation shall be conducted as directed by the Police Department.
Special Conditions
29. Additional event themed signage by local businesses is permitted for the duration of
the event.
30. 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.
31. 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.
32. 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,
including residents on Allen Street due to the street closures.
33. 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 26
and Sunday, May 27.
34. There shall be no parking on the north side of E. Branch Street from Mason Street to
Crown Hill Street from 5:00 am on Saturday, May 26 until 7 pm Sunday, May 27.
35. 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 9.e. - Page 14
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December 5, 2017
Mr. Matthew Downing, Planning Manager
City of Arroyo Grande
300 East Branch St.
Arroyo Grande, CA 93420
Dear Mr. Downing:
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.
Arroyo Grande Strawberry Festival -Saturday and Sunday, May 26& 27, 2017
1. The closure of Branch St. from Traffic Way to Mason St. from 5 a.m. to 7 p.m. on Saturday, May 26 and
from 5 a.m. to 6 p.m. on Sunday, May 27.
2. The closure of Short St. from Branch St. to Olohan Alley from 1 p.m. Friday, May 25, to 6 p.m. Sunday,
May27.
3. The closure of Bridge St. from Branch Street to Traffic Way from 5 a.m. on Saturday, May 26, until 7
p.m. on Sunday, May 27.
4. The closure of Nelson St. from Mason St. to Traffic Way from 5 a.m. Saturday, May 26 to 7 p.m. on
Sunday, May 27.
5. The use of the parking lots in Olohan Alley from Mason St. to Bridge St. from 1 p.m. Friday, May 25
through 9 p.m. Sunday, May 27.
6. The use of the Car Corral from 10 p.m. Friday, May 25 to 7 p.m. Sunday, May 27.
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 p.m. Friday, May 25 to 7 p.m. Sunday, May 27.
8. The use of the lawns at Heritage Square from 1 p.m. Friday, May 25 to 9 p.m. Sunday, May 27.
9. The use of Hart-Collette Park between Bridge St. and Traffic Way from 5 a.m. Saturday, May 26 to 7
p.m. Sunday, May 27.
10. The all day use of the five-acre lot next to the Woman's Club on West Branch St. for festival attendee
parking on Saturday, May 26 and Sunday, May 27.
11. The all day use of the dirt lot at Rodeo Drive and West Branch Street for festival attendee parking on
Saturday, May 26 and Sunday, May 27.
12. The all day use of the City Hall parking lot at Mason and E. Branch St. on Saturday, May 26 and Sunday,
May27.
ATTACHMENT 2
Item 9.e. - Page 16
13. To accommodate trash roll off placement, we request the use of the parking area along the creek fence
on the South side of Olohan Alley directly behind Salon 132 from 6 a.m on Thursday, May 24 until Monday,
May 28 at 6 p.m.
14. To accommodate a refrigerator truck, we request the use of the last three parking spaces on Bridge St.
approaching Traffic Way on the west side of the street from 8 a.m. on Friday, May 25 to 11 a.m. on Monday,
May28.
The Arroyo Grande Village Improvement Association (AGVIA) will provide the proper insurance policy to the
City by May 1, 2018.
AGVIA will compensate the City for any extra expenses incurred as agreed upon.
AGVIA will abide by all rules and regulations that will be discussed and agreed upon.
AGVIA will provide and place all barricades and signs, and arrow boards as necessary.
AGVIA will provide all "No Parking" delineators and the proper "No Parking" signs.
AGVIA will install all delineators with "tow away, no parking" signs. They will be installed on Thursday, May 24
on all streets as outlined by the Police Dept. on:
Branch St. between Traffic Way and Mason St.;
All of Bridge St.;
Nelson St. between Traffic Way and Mason St. (with permission for the operators of Luna Jumps to Park on
Nelson St. with their truck and generator to operate the rides in Heritage Square Park);
Mason St. from LePoint St. to Poole St.;
North side of Poole St. from Mason St. to Traffic Way;
South side of Allen St. from Mason St. to Traffic Way;
All of Nevada St.;
The uphill side of Miller Way from LePoint St. to Miller Circle;
Crown Terrace between LePoint St. and Crown Hill;
Right turn only from Poole St. onto Traffic Way while streets are closed;
No parking in four parking spaces along the south curb line of E. Branch St. immediately east of Mason St.
while streets are closed;
The last two parking spaces on the southeast corner of Traffic Way and Poole St. from 8 am Friday, May 25th to
5:00 pm on Monday, May 28th to accommodate electric detour sign.
On the north side of E. Branch St. from Mason St. to Crown Hill St. from 5:00 am on Saturday, May 26th until
7:00 pm on Sunday, May 27th.
East Branch St. from Garden St. to the Huasna interchange;
The corner of Allen St. and Mason St., two parldng spaces in from the corner in all directions;
Short St. from the Swinging Bridge to Nelson St.:
We will also install delineators with "tow away, no parking" signs in all Village parking areas we have authority
to use.
AGVIA will replace delineators that are stolen, misplaced, or vandalized.
AGIV A will provide Swinging Bridge security as needed.
Thank you for your consideration.
Sincerely,
fo/~/
Bob Lund, Executive Director
Arroyo Grande Village Improvement Association
Item 9.e. - Page 17
February 5, 2018
Mr. Jim Bergman, Arroyo Grande City Manager
300 East Branch St.
Arroyo Grande, CA 93420
Dear Mr. Bergman:
This letter is to request that the City of Arroyo Grande consider becoming the primary sponsor
for the annual Strawberry Festival in the Village of Arroyo Grande. The primary reason for this
request is that the billing charges for the Police and Fire Departments are so large that the
Arroyo Grande Village Improvement Association (AGVIA)is unable to further provide all of the
services that we have done in the past. We have attached the 2017 AGVIA profit and loss
statement (Exhibit 1), a summary of the 2017 Strawberry Festival expenses (Exhibit 2), and a
summary of Strawberry Festival income and expenses for the last 19 years (Exhibit 3).
For the last few years we have experienced a decline in vendor sign-ups where almost all of
our association revenues are derived. Inasmuch as we experience the same number of ·
attendees (or more) each year and costs related to the providing of services for the festival
continue to increase, we are experiencing a much reduced net income from the festival. There
are significant benefits to the continuation of the festival, both to the businesses in the Village,
the hotels and motels in the city and to the City itself. The exposure of the VIiiage businesses
to the attendees is significant and the event itself produces significant tax revenues to the city.
We have reduced festival expenses as much as possible without impacting the operation of
the festival. Most all of the festival expenses now are fixed; such as Clean Up costs,
Ambulance costs, Parking costs and Rentals. We have reduced entertainment costs but there
are no other festival services received that we are able to reduce without further reducing our
services to the public.
ATTACHMENT 3
Item 9.e. - Page 18
Our Summer Concert Series is self sustaining. Our Beer Feast event will net us about
$7,500.00 in 2018. Our Farmers' Market receipts only average a little over $100.00 perweek.
We had to omit our Farmers' Market music since it was costing us $100.00 per week.
We, with the consent of Arroyo Grande in Bloom (AGIB), have reduced monthly payments to
AGIB from $600.00 per month to $400.00 per month. This is about $200.00 per month less
that.AGVIA paid a gardener for maintaining the planters in the Village. AGIB not only
maintains the planters in the Village but they also replant and maintain all of the tree wells
and bulb outs in the Village, the baskets on top of the bridge and the hanging baskets on
Bridge Street, the Car Corral, the Brisco Parking Lot, the Le Point Parking Lot, Hoosegow Park,
Heritage Square Park, Firemen's' Park, the Fire Resistive Garden, the island at Branch and
Traffic Way, the Walk of History by the Herifage House, Olohan Alley and the Railroad Kiosk at
Branch and Crown Hill.
/
Further examples of cost-cutting measures: the VIA executive director has had to reduce his
billings by about $6,000.00 per year. The banners in the Village (Exhibit 4) are paid for by the
AGVIA (except for the Harvest Festival banners) and put up on street light poles by Public
Works personnel. The AGVIA pays for and maintains 37 banners each for Spring, Strawberry
Festival, Summer, Fall and Christmas. The banners cost about $105.00 each and require
replacement of about 15 banners each year. We are now behind iri replacing needed banners
due to our current financial condition.
Thank you for considering our request.
Sincerely, Arroyo Grande Village Improvement Association Board of Directors;
Laurie Waller Toni Pelletier , Randy Steiger
Scott Astrosky Debbie Schiro Lance Gonzales
Bob Lund
Item 9.e. - Page 19
~-/. /·J/ I ~
2017 VIA PL
August 1, 2016 -September 30, 2017
Income
Assoc.
Strawberry Festival $
Beer Festival Income
Summer Concert Series
Farmers' Market
Dues-assessment
Total Income
Expense
Strawberry Festival
Association
. omce&taff
. Arroyo Grande In Bloom
Rent
Utilltles
Web Site
Insurance
Other General and admln. costs
Supplies
. Total Association
·Beer Festlval
Christmas
Summer Concerts
July4
Farmer's Mkt.
·Car Show
Total Expense
Net Income (loss! $
142,431.00
13,690.00
15,000.00
5,932.00
5,700.00
182,758.00
86,626.00
37,891.00
7,000.00
6,600.00
5,890.00
3,706.00
3,534.00
3,198.00
1,862.00
69,681.00
14,120.00
9,494.00
8,922.00
1,300.00
1,125.00
350.00
191.618.00
(8,860.00)
Page 1of1 Item 9.e. - Page 20
1:11 PM
0111M/18
CUtl ... ls
Arroyo Grande VIiiage Improvement Assoc.
September 2018 through August 2017
mrawtJerry Featlvat
AMrtlalng
ln19tnet •dverti.lng
NawllpapeJS
Printing
81Qnt-bannars
Totll AdVerlleing
Ambulance
Cleanup
Crecllt cant Fee&
Eftetrlc
Entel'taln1119'1t
Fire 0.pertrMnt
Food rorvOluntiMN
General Liability IMUl'lftCe
!ce for v.ndonl
.P•rtdng
Police Deplrtment
Poetage
PrtnUng
Rentals
~ele-bOutlque
ReHle-food
Sec;urtty
S1111p11n
Tiie praducts
Toilet&
Volunfiller'a
Total 81nlwbllrry Festival
407.95
85.00
106.47
750.95
1,360.37
2,232.56
10,410.28
2,430.27
960.00
10,715.00
4,9&1.91
1.701.15
2,365.09
603.90
15,885.31
10,201.09
98.00
784.41
5,891.88
1,642.00
6,020.00
905.00
1,812.24
950.DO
2,145.80
_____ 2_~
86,628.22.
Item 9.e. - Page 21
Revenues ExE!enses Net
1999 $ 106,524.00 $ 49,613.00 $ 56,911.00
2000 102,806.00 53,432.00 49,374.00
2001 108,975.00 64,778.00 44,197.00
2002 136,021.00 64,618.00 71,403.00
2003 141,811.00 70,579,00 71,232.00
2004 153,345.00 72,674.00 80,671.00
2005 165,739.00 83,179.00 82,660.00
2006 171,334.00 84,146.00 87,188.00
2007 165,771.00 88,543.00 77,228.00
2008 180,915.00 96,614.00 84,301.00
2009 157,199.00 80,544.00 76,655.00
2010 176,850.00 92,311.00 84,239.00
2011 148,859.00 81,655.00 67,204.00
2012 168,700.00 78,000.00 90,700.00
2013 149,381.00 81,308.00 68,073.00
2014 156,109.00 82,576.00 73,533.00
2015 141,893.00 77,830.00 64,063.00
2016 150,308.00 85,088.00 65,220.00
2017 142,431.00 86,626.00 55,805.00
Item 9.e. - Page 22
Village Banners
Spring Banners-12 Tulip (050902), 12 Daffodil (050903), 12 AG Town Banner (050904) 211 -511
Strawberry Festival Banners 5/1 -6/1 (40 banners)
\
American Flag banners {002136) 611-911 (35 banners)
Harvest Festival Banners 911 -10/1 (Responsibility of Harvest Festival Committee)
Fall Banners-(003412) 10/1 -11/(Monday before Thanksgiving) (44 banners)
Xmas banners 11/ •• -211 (1st Monday before Thanksgiving) (22Christmas tree Blue (982505) and
22 red Poinsettia (02542) banners.
Banners are ordered from Street Decor, Inc. 888-891-7680 fax 775-746-2647
All banners are 30" X 60" w/grommets on all four comers.
Stock 2 color banners cost $95.00 each plus tax and shipping of about $10.00 each.
Banners
Traffic Way to Mason St on Branch 19 Banners
Branch St. -Mason to Crown Hill 6 Banners
Bridge Street 6 Banners
Heritage Square 5 Banners
Mason next to City Hall 1 Banner
Total . 37 Banners
All banners are put up by Public Works personnel.
When taken down, banners will be rolled up individually and
Placed back in the VIA basement in Olohan Alley.
Item 9.e. - Page 23
March 15~ 2018
Mr. Jim Bergman, Arroyo Grande City Manager
300 East Branch St.
Arroyo Grande, CA 93420
Dear Mr. Bergman:
The intent of this letter is to better explain the benefits of tpe Arroyo Grande Strawberry
Festival financial contribution to the Village and City of Arroyo Grande. It will also address the
benefits to the Village and City as a result of the City not charging the Police and Fire
Department costs of the Festival of approximately $15,000.00.
The events that the AGVIA creates during each year are the October Beer Feast Festival, the
weekly Farmers' Market, the Memorial Day weekend Strawberry Festival, the Village Summer
Concert Series and Christmas in the Village which includes a Christmas Concert, Elegant
Christmas in the Village, Santa Clause in the Village and lights on all of the buildings in the
Village plus all of the trees on Branch Street and Christmas displays on some of the buildings.
The majority of the funds raised during each year come from the Strawberry Festival. The net
revenues from this event pay for banners that are put up on the street light poles five times a
year in the Village. There are about 200 banners and these need to be replaced periodically at
a cost of about $100.00 each. They have only been replaced a little since we have had
constricted revenues for the last few years. The net revenues also pay for all of the events and
decorations in the Village during the Christmas season. This amounts to a little over
$10,000.00 each year. We have had to cancel music at the weekly Farmer's Market due to our
decrease in net earnings. We also have reduced our music events by about $3,000.00 during
the Festiva I.
ATTACHMENT 4
Item 9.e. - Page 24
The workers that the Strawberry Festival uses are comprised of volunteers from different civic
and social organizations where the volunteers work for the benefit of their sponsoring group.
This is an added benefit to the community as we are supporting organizations in need to help
others. In 2017 we paid $5,400.00 to the Gryphon Society, $2,500.00 to the coastal Recovery
Group, $5, 775.00 to Casa Solano and $2,160.00 to the Central Coast Exchange Club. In
addition, we provided $1,700.00 for breakfasts and lunches for all of the volunteers. These are
the people that put up all of the delineators, no parking signs and barricades; they monitor all
of the parking lots in the Village and adjoining lots, ~ssist vendors in set up and tear down,
provide rest room relief and change for the vendors and provide security at entrances to the
event.
The Gryphon Society is a nonprofit community based organization committed to helpin,g ex-
inmates break the patterns of behavior that are destructive to themselves, their families, and
to the community. Gryphon society provides referral services, employment, shelter, clothing,
food, medical, dental, counseling and recovery from drug and alcohol addiction.
Casa Solano is a nonprofit organization for public benefit created to establish and operate a
Social Model recovery home for alcohol/drug addicted women in San Luis Obispo County.
Coastal Recovery Project is a non-profit organization created as a sober living facility for men
over 18 years old. The facility is dedicated to offering structure in unity. The men are offered
a bed, food, and living quarters, including washers, dryers, clothing and bedding.
The Central Coast Exchange Club has been serving our community since 1982. It annually
provides financial support for Child Abuse Prevention. Support where needed, to Special
Olympics, DARE programs throughout the county, to our local Cub Scout Pack 13 and the Fire
Safe House plus many other local projects.
AGVIA pays $400.00 per month to Arroyo Grande in Bloom. This is a reduction of $200.00 per
I
month that Arroyo Grande in Bloom has agreed to due to a shortage of funds for the AGVIA.
Arroyo Grande in Bloom volunteers replaced a hired gardener in 2007 who was costing about
$600.00 per month just for tending the pots in the Village whereas AGIB volunteers not only
takes care of the planters but also the bulb outs, parking lots, Heritage Square, the Village
entry signs, Hoosegow Park, the Car Corral and the Fire Resistive Garden by the Fire Station.
We have Village brochures printed to be distributed by participating merchants .in the Village.
We used to contract for distribution at hotels and motels throughout the county but this
became too costly.
What the savings of the $15,000.00 will do for the AGVIA will be to:
Item 9.e. - Page 25
• Not incur the loss of approximately $9,000.00 we incurred in 2017
• Replace badly needed ba~nners for $3,000.00
• Increase the compensation to Arroyo Grande in Bloom by $2,400.00 which was
their previous pay
• Pay for the increased cost of Christmas lights in the Village of $2,000.00
• Possibly bring musicians back to the Saturday Farmers' Market
• Continue on will all of our programs for the Village without substantially cutting
costs on any of them
Please consider this request to ensure the future viability of the Arroyo Grande Village
Improvement Association, Arroyo Grande in Bloom, the annual Strawberry Festival, the annual
Beer Feast Festival, the banner program in the Village, the Summer Concert Series, Halloween
in the Village and Christmas in the Village with Santa Clause, the Christmas Concert, the
Elegant Christmas in the Village and all of the light displays.
Sincerely,
Bob Lund, Executive Director
Arroyo Grande Village Improvement Association
Item 9.e. - Page 26