CC 2019-07-23_08i TUP_Harvest Festival 2019
MEMORANDUM
TO: CITY COUNCIL
FROM: TERESA McCLISH, COMMUNITY DEVELOPMENT DIRECTOR
BY: ANDREW PEREZ, ASSISTANT PLANNER
SUBJECT: CONSIDERATION OF TEMPORARY USE PERMIT 19-005;
AUTHORIZING CLOSURE OF CITY STREETS AND USE OF CITY
PROPERTY FOR THE 82ND ANNUAL ARROYO GRANDE VALLEY
HARVEST FESTIVAL, FRIDAY AND SATURDAY, SEPTEMBER 27-28,
2019; APPLICANT – ANNE MCCRACKEN
DATE: JULY 23, 2019
SUMMARY OF ACTION:
Approval of the permit will authorize the use of City property and closure of City streets for
the annual Harvest Festival on September 27 and 28, 2019.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Application fees for this event have been waived pursuant to Resolution 3760, which
established policies to waive permit application fees for certain annual temporary events
meeting the following criteria:
The applicant is a local non-profit organization;
The group/organization donates at least 50% of its budget to support
programs/activities within the City of Arroyo Grande or the Five Cities Area;
Proceeds from the event or activity will be used for a specific City of Arroyo Grande
or Five Cities area public project, program or cause;
The event or activity is organized and operated by non-paid volunteers; and
The event or activity is open to the public.
A waiver of fees and costs has a fiscal impact to the City of approximately $6,780.
Historically, fees and costs for this event have been waived because the City has served
as co-sponsor of the event.
RECOMMENDATION:
It is recommended that the City Council adopt a Resolution approving Temporary Use
Permit 19-005, authorizing closure of City streets and use of City property for the 82nd
Annual Arroyo Grande Valley Harvest Festival.
Item 8.i. - Page 1
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT 19-005
JULY 23, 2019
PAGE 2
BACKGROUND:
The first Harvest Festival was organized by the Woman’s Club in 1937. It was a two-day
celebration held in an elementary school building. Food, craft booths and entertainment
were included. The event was held in the classrooms and a children’s pet parade took
place on the Saturday of the Festival. The Woman’s Club ran the Festival until 1946 when
they asked for community supporters to take over the event. The Arroyo Grande Harvest
Festival Committee has been in charge ever since, and its goal has been to make the
event grow and add more attractions each year.
ANALYSIS OF ISSUES:
The 82nd Annual Arroyo Grande Valley Harvest Festival is scheduled for Friday,
September 27, 2019 from 4:00 pm until 8:00 pm and Saturday, September 28, 2019 from
10:00 am until 4:00 pm. Setup will begin on Thursday, September 26, 2019 at 5:00 p.m.
and cleanup will end early Sunday morning, September 29, 2019. Activities at the Festival
will include entertainment, food, games and crafts booths, contests and a parade.
Festival Areas
The Festival organizers request the closure of the following streets or use of the following
areas for the Festival:
Heritage Square Park;
Short Street from Nelson Street to the Swinging Bridge;
Nelson Street from Mason Street to Bridge Street;
Bridge Street from the Lucia Mar Unified School District Parking lot to Branch
Street;
Kiwanis Park;
Olohan Alley from Bridge Street to Mason Street;
Short Street from East Branch Street to Centennial Park; and
City Hall parking lot at 300 East Branch Street.
The area devoted to the Festival remains unchanged from last year.
Parade
The parade route will run from the intersection of West Branch Street and Traffic Way,
travel east through the Village core, turn south on South Mason Street, and end at Poole
Street, with parade dispersal to occur on South Mason Street between Poole and Allen
Streets.
The parade staging areas will include:
West Branch Street from the Shell Station to Rodeo Drive;
Old Ranch Road from West Branch Street to the east end of the five acre City
owned dirt lot at the northeast corner of the intersection of Old Ranch Road and
West Branch street, including use of the lot; and
West Branch Street between Old Ranch Road and the South County Regional
Center.
Item 8.i. - Page 2
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT 19-005
JULY 23, 2019
PAGE 3
The vacant City owned parcel at the corner of Rodeo Drive and West Branch Street,
adjacent to the St. Patrick’s school, has traditionally been used as a staging area for the
parade. However, from July through October the parcel is being used as a staging area
for the contractor hired to complete the Lift Station No.1 Force Main Replacement project.
There will be a portion of the parcel reserved for staging of the Harvest Festival Parade,
and although it will be a smaller area than previous years, it will still be able to
accommodate the needs of the Festival.
Road closures needed for the parade route, staging areas and detour routes include:
West and East Branch Streets from Rodeo Drive to Highway 227 (Bus Barn);
Old Ranch Road from West Branch Street to the end of the City owned property;
Wesley Street between Larchmont and West Branch Street;
Traffic Way to Station Way; and
North and South Mason Street from Tally Ho Road to Poole Street.
These road closures are requested from 9:00 am until noon on Saturday, September 28,
2019 with no-parking enforcement beginning at 8:00 am, with the exception of the
staging area, for which an 8:00 am closure with no-parking enforcement beginning at
7:00 am is requested. The detour route around the City via East Cherry Avenue, West
Branch Street and Huasna Road remains unchanged from previous years.
During the 2011 Harvest Festival parade, an additional detour route was established by
opening the gate at the top of Miller Way, between Miller Way and Emerald Bay Drive.
This detour was established for use by affected residents of the Miller Way, Miller Court,
Le Point Street and W. Le Point Street area only and residents in those areas were
notified of the additional detour. No issues have been identified as a result of the gate
opening and it has been included as part of this year’s event.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt the attached Resolution approving Temporary Use Permit 19-005 including
road closures and detours for the parade route;
2. Modify and adopt the attached Resolution approving Temporary Use Permit 19-
005 including road closures and detours for the parade route;
3. Do not adopt the attached Resolution; or
4. Provide direction to staff.
ADVANTAGES:
The Festival, now in its 82nd year, is a tradition in the community. The Festival celebrates
the community’s heritage, builds a sense of community, brings families and friends
together, provides fundraising opportunities for local community organizations, and
provides quality family oriented entertainment.
Item 8.i. - Page 3
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT 19-005
JULY 23, 2019
PAGE 4
DISADVANTAGES:
The closure of streets will have an impact on parking and traffic congestion.
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 uses of land.
PUBLIC NOTIFICATION AND COMMENTS:
The event organizers are required to place an advertisement in the September 15, 2019
edition of The Tribune advising residents of street closures. The event organizers are
required to mail or hand deliver a notification of street closures to every property located
within the area where street closures will occur. The event organizers are also required
to mail or hand deliver a notification of the opening of the gate between Emerald Bay Drive
and Miller Way to every property accessed from Miller Way, Miller Court, the 200 and 100
blocks of Le Point Street, and W. Le Point Street.
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code 54954.2.
ATTACHMENTS:
1. Road closure and detour map
Item 8.i. - Page 4
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING TEMPORARY USE
PERMIT 19-005, AUTHORIZING CLOSURE OF CITY
STREETS AND USE OF CITY PROPERTY FOR THE 82nd
ANNUAL ARROYO GRANDE VALLEY HARVEST
FESTIVAL, FRIDAY AND SATURDAY, SEPTEMBER 27-28,
2019
WHEREAS, organizers of the annual Arroyo Grande Valley Harvest Festival have
requested closure of City streets and use of City property; and
WHEREAS, the Arroyo Grande City Code (AGMC) provides for the issuance of
Temporary Use Permits for events such as the Arroyo Grande Harvest Festival and
AGMC Section 10.16.050 authorizes the City Council to restrict parking on any street,
and California Vehicle Code Section 21101(e) authorize the closure of streets for parades
and local special events; and
WHEREAS, organizers of the annual Arroyo Grande Valley Harvest Festival will be
responsible for the removal of all garbage and debris generated by the event.
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.
The operation of the Harvest Festival will not jeopardize, endanger, or otherwise
constitute a menace to the public health, safety or general welfare. The Festival is a
family friendly event that will be held during daytime hours on Friday and Saturday
September 27th and 28th. Adherence to conditions of approval ensure that the Festival is
operated in a safe and orderly manner.
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 proposed site is adequate in size and shape to accommodate the temporary use
without detriment to the use and enjoyment of other properties located adjacent to and
in the vicinity of the site due to road closures encompassing the entire Festival site.
Item 8.i. - Page 5
RESOLUTION NO.
PAGE 2
The proposed site is approximately ten (10) acres in size, which is large enough to
prevent spill over from the event onto surrounding properties.
3. The Festival area 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 proposed site is adequately served by East Branch Street, North and South
Mason Street, and Traffic Way, which are of significant width and improvements to
accommodate the kind and quantity of traffic that the temporary use will 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.
Adequate parking to accommodate traffic to be generated by the Harvest Festival will be
provided by use of City parking lots in the vicinity. Permitted street parking in areas not
affected by road closures and parking restrictions will suffice.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande
does hereby approve Temporary Use Permit 19-005 authorizing the following actions and
use of the following described City property for the Harvest Festival:
Harvest Festival – Friday & Saturday, September 27th & 28th, 2019
1. “No-parking/tow away” restrictions and use of the City parking area behind the former
City Hall from the entrance of Mason Street and extending to the area of the Gazebo
and Short Street for use between the hours of 5:00 p.m. on Thursday, September
26, 2019 until 8:00 a.m. Sunday, September 29, 2019.
2. The use of the Heritage Square Park for various displays, activities, and contests
from 8:00 a.m. to 6:00 p.m. on Saturday, September 28, 2019.
3. “No-parking/tow away” restrictions and the use and closure of Short Street from
Nelson to the Swinging Bridge from 8:00 a.m. to 6:00 p.m. on Saturday, September
28, 2019.
4. “No-parking/tow away” restrictions and the use and closure of Nelson Street from
Mason Street to Bridge Street from 8:00 a.m. to 6:00 p.m. on Saturday, September
28, 2019.
5. “No-parking/tow away” restrictions and the use and closure of Mason Street from Le
Point Street to Poole Street from 8:00 a.m. to 12:00 p.m. on Saturday, September
28, 2019.
Item 8.i. - Page 6
RESOLUTION NO.
PAGE 3
6. “No-parking/tow away” restrictions of Poole Street from Mason Street to Traffic Way
from 8:00 a.m. to 12:00 p.m. on Saturday, September 28, 2019.
7. “No-parking/tow away” restrictions and the use and closure of Bridge Street from
Traffic Way to Branch Street from 8:00 a.m. to 6:00 p.m. on Saturday, September
28, 2019.
8. “No-parking/tow away” restrictions and use and closure of Kiwanis Park, Olohan
Alley from Bridge Street to Short Street, and the City Hall parking lot of 300 East
Branch Street from 8:00 a.m. to 9:00 p.m. on Friday, September 27, 2019 and from
8:00 a.m.to 6:00 p.m. on Saturday, September 28, 2019.
9. The use of the City’s electrical service as needed for the lighting of booths, sound
system, and contests.
10. That the City Council authorizes “no-parking/tow away” restrictions and closure of a
portion of West Branch Street from U.S. Highway 101 to Stanley Avenue on
Saturday, September 28, 2019 from 10:00 a.m. to 12:00 p.m.
11. That the Arroyo Grande Police Department will control traffic around the parade
route, and police officers will be stationed to give instructions to motorists on
detouring the parade route.
12. That three parking spaces on Mason Street at the corner of Nelson Street, adjacent
to Nelson Green be reserved for vehicles associated with the petting zoo.
13. That the gate between Emerald Bay Drive and Miller Way will be opened at 8 a.m.
until 12:00 p.m. on Saturday, September 28, 2019 for increased resident access.
BE IT FURTHER RESOLVED, that the following streets shall be closed for the Harvest
Festival Parade on Saturday, September 28, 2019, from 8:00 a.m. to noon, with “no-
parking/tow away” restrictions starting at 7:00 am:
West and East Branch Street from Rodeo Drive to Mason Street;
Old Ranch Road from West Branch Street to the end of the City owned property;
Wesley Street between Larchmont and West Branch Street;
Traffic Way from Fair Oaks Avenue to Station Way;
North Mason Street from East Branch Street to Tally Ho Road; and
South Mason Street from East Branch Street to Poole Street.
In addition, E. Branch will be closed from Mason to Highway 227 (Bus Barn) from 8 a.m.
to 12 noon, however, parking will be allowed.
BE IT FURTHER RESOLVED, that the Harvest Festival Committee will adhere to certain
requirements and conditions imposed by the City regarding cleanup and traffic control
and all other applicable conditions of the Temporary Use Permit with the above findings
Item 8.i. - Page 7
RESOLUTION NO.
PAGE 4
and subject to the conditions as set forth in Exhibit "A", attached hereto and incorporated
herein by this reference.
On motion by Council Member seconded by Council Member and by the
following roll call vote, to wit:
AYES:
NOES:
ABSENT:
The foregoing Resolution was passed and adopted this 23rd day of July, 2019.
Item 8.i. - Page 8
RESOLUTION NO.
PAGE 5
______________________________________
CAREN RAY RUSSOM, 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 8.i. - Page 9
RESOLUTION NO.
PAGE 6
EXHIBIT “A”
CONDITIONS OF APPROVAL
TEMPORARY USE PERMIT 19-005
82nd ANNUAL HARVEST FESTIVAL
FRIDAY AND SATURDAY, SEPTEMBER 27th AND 28th, 2019
GENERAL CONDITIONS:
1. The Harvest Festival Committee 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.
3. The Harvest Festival Committee shall comply with all of the Conditions of Approval
for Temporary Use Permit 19-005.
4. To the full extent permitted by law, the Harvest Festival Committee 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 except liability arising
out of the proven sole negligence of the City.
PUBLIC WORKS DEPARTMENT CONDITIONS:
5. The Harvest Festival Committee is to contact the Public Works Department no later
than September 13, 2019 regarding the number and location of trash receptacles to
be placed in the downtown area.
6. The Harvest Festival Committee is responsible for disposal of its garbage into large
trash containers. The Harvest Festival Committee is responsible for providing
adequate dumpsters to accommodate all garbage and recycling in addition to
required trash containers.
7. The Harvest Festival Committee is responsible for providing trashcan liners for all
trash containers.
8. The Harvest Festival Committee is responsible for providing additional restroom
supplies for the festival. The Harvest Festival Committee is also responsible for
monitoring and maintenance of restroom facilities. Should the City provide these
Item 8.i. - Page 10
RESOLUTION NO.
PAGE 7
supplies, the Harvest Festival Committee will reimburse the City for the cost of these
supplies and related staff time.
9. Supplemental restroom facilities shall be provided by the Harvest Festival
Committee.
10. The Public Works Department will provide and place all delineators, signs and
barricades for road closures, “no-parking/tow away” and detour routes. The Harvest
Festival Committee shall pay for all water barricades.
11. The Harvest Festival Committee shall place an advertisement in the September 15,
2019 edition of The Tribune advising residents of street closures and “no-
parking/tow away” restrictions.
12. At least two (2) weeks in advance of the event, the Harvest Festival Committee shall
mail or hand deliver a notification of street closures to every property located within
the area where street closures will occur.
13. At least two (2) weeks in advance of the event, the Harvest Festival Committee shall
mail or hand deliver a notification of the opening of the Emerald Bay Drive gate to
every property accessed from Miller Way, Miller Court, the 200 and 100 block of Le
Point Street, and W. Le Point Street.
14. The Harvest Festival Committee shall provide a $1,000,000 commercial general
liability insurance policy naming the City as additional insured subject to approval by
the City Attorney. Proof of insurance shall be submitted to the Director of Legislative
and Information Services ten (10) days before the event.
BUILDING AND LIFE SAFETY DIVISION CONDITIONS:
15. A handicapped accessible toilet shall be included where other portable toilets are
located.
16. All electrical must be inspected by the Building and Life Safety Division prior to the
event opening.
17. All tape used for marking the booth locations shall be removed by the Harvest
Festival Committee immediately following the event.
18. The project shall comply with the most recent edition of the Codes as adopted by
the City of Arroyo Grande. Specifically, all temporary-wiring provisions of the
California Electrical Code must be met.
19. A member of the Harvest Festival Committee shall be assigned to the Swinging
Bridge to enforce the five (5) person limit for the duration of the event.
Item 8.i. - Page 11
RESOLUTION NO.
PAGE 8
FIVE CITIES FIRE AUTHORITY CONDITIONS:
20. Emergency access must be maintained to the satisfaction of the Fire Chief.
21. All food booths (cooking) must comply with the Five Cities Fire Authority guidelines,
must have County Health Department approval, and must ensure total compliance
of booth operators. The Five Cities Fire Authority will not allow non-compliant booths
to operate.
22. The use of generators must be reviewed and approved by the Fire Chief.
23. A detailed chart or map will be provided to the Fire Chief for approval prior to the
event, showing placement of all booths, to include actual dimensions of access
pathways for fire apparatus and emergency vehicles.
24. Per the approval of the Fire Chief, there will be medical service dedicated to the
event.
25. All fire lanes must be posted and enforced in accordance with Police Department
and Five Cities Fire Authority guidelines. Fire lanes and access must be approved
by the Fire Chief.
26. The Harvest Festival Committee shall identify an individual to act as liaison with
the Five Cities Fire Authority for the purpose of maintaining life and safety.
27. Prior to opening the event, the fire access road shall be posted. The Harvest
Festival Committee shall provide continuous enforcement of the fire access road
during the event.
28. The Harvest Festival Committee will coordinate and be responsible for costs
associated with San Luis Ambulance to provide standby personnel and equipment
for Bike Medic and golf cart transport for the entire duration of the Festival.
Item 8.i. - Page 12
Item 8.i. - Page 13
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AP PROVED BY:
DATE
ARROYO GRANDE
VALLEY HARVEST FESTIVAL
ROAD CLOSURES AND ALTERNATE ROUTES
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Item 8.i. - Page 14