CC 2019-09-24_11b Halloween in the VillageMEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT
BY: MATTHEW DOWNING, PLANNING MANAGER
SUBJECT: CONSIDERATION OF A RESOLUTION AUTHORIZING
IMPLEMENTATION OF SAFETY MEASURES INCLUDING NO PARKING
ZONES, STREET CLOSURES AND WARNING DEVICES FOR
ANTICIPATED CROWDS RELATED TO “HALLOWEEN IN THE
VILLAGE” ON THURSDAY, OCTOBER 31, 2019
DATE: SEPTEMBER 24, 2019
SUMMARY OF ACTION:
Authorize City staff to implement safety measures to protect anticipated crowds due to
the traditional Halloween in the Village activities on Thursday, October 31, 2019.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Direct equipment and staffing costs to facilitate the safety measures are estimated at
$5,000. This includes $2,735 from Public Works estimated as follows:
- $1,500 for Public Works staff time and materials;
- $850 for water barricade rentals; and
- $385 for contractor to fill water barricades.
The remaining $2,265 includes Police Department time and material costs as follows:
- (2) Officers on foot patrol / at Police Booth;
- (2) Officers as a Reaction Team;
- (1) Motor Officer for traffic enforcement; and
- (1) Part-time Neighborhood Services Technician for parking enforcement.
The total financial impact does not account for time and materials from Community
Development Department staff that assist with the event, as that fluctuates year-to-year
nor does it take into consideration staff time to coordinate Village businesses.
RECOMMENDATION:
It is recommended the City Council adopt a Resolution authorizing implementation of
safety measures including no parking zones, street closures, and warning devices for
“Halloween in the Village” and appropriating $5,000 from the General Fund Reserves for
the event.
Item 11.b. - Page 1
CITY COUNCIL
CONSIDERATION OF A RESOLUTION AUTHORIZING IMPLEMENTATION OF
SAFETY MEASURES INCLUDING NO PARKING ZONES, STREET CLOSURES AND
WARNING DEVICES FOR ANTICIPATED CROWDS RELATED TO “HALLOWEEN IN
THE VILLAGE” ON THURSDAY, OCTOBER 31, 2019
SEPTEMBER 24, 2019
PAGE 2
BACKGROUND:
For the last 18 years, there has been an annual celebration of Halloween in the Village.
This event started informally but as it has grown, the City has required a formalization of
the event and measures to protect the large crowds of participants with an estimated
2,500 children participating in the last few years. For the last 8 years, the Village
Improvement Association has applied for a Temporary Use Permit to host “Halloween in
the Village” in an effort to provide children a safe daytime environment to trick or treat and
to highlight the businesses in the Village by allowing merchants an opportunity to pass
out candy. The use of the Temporary Use Permit process has given an official sponsor
to the event (The Village Improvement Association) to which liability and conditions of
approval have been required of the applicant to ensure a safe and organized event. In
order to ensure safety, the City has also participated by providing staff, equipment and
rental cost in order to safely close East and West Branch Street during the activities. The
cost for these resources were considered and authorized during the Temporary Use
Permit process.
This year, the Village Improvement Association has been undergoing an organizational
transition and has informed the City that they will not be sponsoring or acting as the
applicant for the event. The City was informed that this decision was due to several
reasons including candy costs to the Village merchants, about an even split of merchants
for and against the event, and perceived impacts to business from no parking signs that
must be displayed at least 48 hours before the event. This organizational change places
the City in the difficult situation of assuming there will be large crowds of attendees as in
previous years who consistently show up without the need of event advertising and the
City will become the default event sponsor or undertake the responsibility and efforts to
proactively message that the event will not occur this year. The VIA has indicated that
they do not have plans to provide messaging indicating their decision not to sponsor the
event.
ANALYSIS OF ISSUES:
The purpose of the street closures and imposed safety measures 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 eight (8) years with no incidents observed or
reported.
As stated previously, it has been determined that the reorganized VIA will no longer act
as the official applicant for Halloween in the Village. This places the decision on the City
Item 11.b. - Page 2
CITY COUNCIL
CONSIDERATION OF A RESOLUTION AUTHORIZING IMPLEMENTATION OF
SAFETY MEASURES INCLUDING NO PARKING ZONES, STREET CLOSURES AND
WARNING DEVICES FOR ANTICIPATED CROWDS RELATED TO “HALLOWEEN IN
THE VILLAGE” ON THURSDAY, OCTOBER 31, 2019
SEPTEMBER 24, 2019
PAGE 3
as to whether or not to make the event an official City event. The shift to a City event has
some benefits and some drawbacks. The benefits include:
1. Continuation of a very popular event focused on children and families;
2. Maintaining a shoulder season event for City businesses; and
3. Eliminates the need to perform extensive public outreach that the event is
cancelled.
There are drawbacks associated with continuing the event, including:
1. The business model for the event has no revenue component (a main factor in the
VIA not continuing to act as the sponsor) making the event cost negative for the
City and the merchants.
2. The City takes full liability for incidents that occur as a result of the event, as there
is no applicant to provide the typical $1,000,000 insurance policy or indemnification
provisions;
3. Potential for lack of coordination of Village businesses and the City; and
4. Full cost of providing safety and personnel resources is continued to be borne by
the City.
As demonstrated, either course of action selected will result in outreach and coordination
efforts by the City. For this reason, it is recommended the Council approve conducting
the 2019 Halloween in the Village event, which includes 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 recent drought conditions of previous years, investigation continues into
alternative methods of safely closing Branch Street. It has been determined that for such
a limited event there is an opportunity to utilize various City vehicles to safely close side
streets; however, at this time, the closure of West and East Branch Street will remain a
hard closure utilizing non potable water barricades.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt the Resolution directing staff to implement safety measures for Halloween
in the Village and appropriate funds;
Item 11.b. - Page 3
CITY COUNCIL
CONSIDERATION OF A RESOLUTION AUTHORIZING IMPLEMENTATION OF
SAFETY MEASURES INCLUDING NO PARKING ZONES, STREET CLOSURES AND
WARNING DEVICES FOR ANTICIPATED CROWDS RELATED TO “HALLOWEEN IN
THE VILLAGE” ON THURSDAY, OCTOBER 31, 2019
SEPTEMBER 24, 2019
PAGE 4
2. Do not adopt a Resolution and instead direct staff to conduct appropriate outreach
to inform the public about the cancellation of Halloween in the Village; or
3. Provide other direction to staff.
ADVANTAGES:
In addition to those advantages listed above, 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:
In addition to those disadvantages listed above, “No Parking” restrictions and the closure
of sections of Branch Street will have an impact on traffic congestion and parking.
Motorists not familiar with the event will have to use detours to get to their destinations,
which may increase travel time. Additionally, the costs to the City are absorbed by
individual Department budgets, as specific funds for special events have not been set
aside in years past.
ENVIRONMENTAL REVIEW:
In accordance 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:
A condition of approval has been developed that will require notification of property
owners and businesses located within the area of street closures and/or restricted
parking.
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachment
1. Event map
Item 11.b. - Page 4
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE AUTHORIZING IMPLEMENTATION OF
SAFETY MEASURES INCLUDING NO PARKING ZONES, STREET
CLOSURES, AND WARNING DEVICES FOR ANTICIPATED
CROWDS RELATED TO “HALLOWEEN IN THE VILLAGE” ON
THURSDAY, OCTOBER 31, 2019, AND APPROPRIATING $5,000
FROM THE GENERAL FUND RESERVES FOR THE EVENT
WHEREAS, the former Arroyo Grande Village Improvement Association (VIA), acted as a
coordinator for individual merchants for the Halloween in the Village event (the “Event”);
WHEREAS, the former VIA will no longer act as the coordinator for the Event and instead the City
Council has determined it is in the best interest of public health and safety to continue the Event
and 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:
1. In accordance with Subsection 21101(e) of the Vehicle Code, the closure of the street is
necessary for the safety and protection of persons who are to use that portion of the street
during the temporary closing.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande does
hereby authorize the following actions, with the above finding and subject to the conditions as set
forth below:
1. The establishment of a “No Parking” zone on East and West Branch Streets between Traffic
Way and Mason Street between the hours of 2:00PM 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.
Item 11.b. - Page 5
RESOLUTION NO.
PAGE 2
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.
6. The City shall notify all affected businesses and residents of street closures and parking
restrictions at least 48 hours prior to the event.
7. The City shall clean up all debris associated with the event to the satisfaction of the Public
Works Director.
8. Traffic detouring shall be coordinated by the Police Department.
9. The Public Works Department shall be responsible for ordering and directing the setup of
all traffic control equipment through a private purveyor.
10. Vehicles associated with the costume contest shall be permitted onto Branch Street, when
determined safe, to allow setup of that portion of the event.
BE IT FURTHER RESOLVED that the City Council of the City of Arroyo Grande does hereby
appropriate $5,000 from the General Fund Reserves to facilitate implementation of safety
measures for the event.
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 September, 2019.
Item 11.b. - Page 6
RESOLUTION NO.
PAGE 3
______________________________________
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 11.b. - Page 7
ATTACHMENT 1Item 11.b. - Page 8LE POINT ST, □LOHAN ~ I ID i---1 -I fTl r fTl --< POOLE ST, HA Detour directional IIIIIJ A 35 # of Orange cones REFERENCE NO. CITY OF ARROYO GRANDE ~ ~1)1)1)1~ Trick or Treat Route Directions sign 111110 # of Delineators Road Closed ♦ MA 20 # of .. A .. frame signs VILLAGE HALLOWEEN SHEET: ~ ~ Detour Route BRANCH STREET Detour Ahead >---< 15 # of water barricades ROAD CLOSURE PLAN _OF_