08.g. Car Club Show and CruIseMEMORANDUM
TO: ClTY COUNCIL aV
FROM: TERESA MCCLISH; DIRECTOR OF COMMUNITY DEVELOPMENT
Ah3
BY: MATTHEW DOWNING, PLANNING INTERN
SUBJECT: CONSIDERATION OF TEMPORARY USE PERMIT NO. 12-005 TO
AUTHORIZE 'THE USE OF ClTY PROPERTY AND THE CLOSURE OF
ClTY STREETS FOR THE 23rd ANNUAL ARROYO VALLEY CAR CLUB
CRUISE NIGHT ON JULY 27, 2012 AND CAR SHOW ON JULY 28,
201 2
DATE: APRIL 24,2012
RECOMMENDATION:
It is recommended the City Council consider the request from the Arroyo Valley Car
Club and adopt a Resolution authorizing the use of City property, the closure of City
streets, and the waiver of application fees for the Annual Arroyo Valley People's Choice
Cruise Night on July 27, 2012 and Car Show on July 28, 2012.
FINANCIAL IMPACT:
Total costs associated with the Cruise Night and Car Show is approximately $3,000 for
additional Police Department personnel and delivery of traffic control devices, signs and
trashcans by Recreation and Maintenance Services personnel. As was done last year,
staff recommends the applicant be responsible for $500. Therefore, the cost impact to
the City is $2,500, which represents an increase of approximately $1,000.
The cost associated with the Temporary Use Permit application ($1 52) has traditionally
been waived and the waiver of the fee is again recommended. Fees for the car show
have traditionally been waived since it is a community event and all proceeds go to the
community. The Cruise Night was previously subsidized by the Redevelopment Agency
since it is a promotional event for East Grand Avenue. With the absence of the
Redevelopment Agency, the event applicant has been requested to pay a portion of the
costs the past two years.
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 Cruise Night
and Car Show.
Agenda Item 8.g.
Page 1
ClTY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT NO. 12-005 TO AUTHORIZE THE
USE OF ClTY PROPERTY AND TO CLOSE ClTY STREETS FOR THE ANNUAL
ARROYO VALLEY PEOPLE'S CHOICE CRUISE NIGHT ON JULY 27,2012 AND
CAR SHOW ON JULY 28,2012
APRIL 24, 2012
PAGE 2
The following areas are proposed to be used for the event:
Cruise Night - July 27: Closure of East Grand Avenue between Courtland
and Alder Streets between 6:00 pm and 8:30 pm.
Cruise Night - July 27: Closure of Sunset Avenue between Alder and Elm
Streets between 6:00 pm and 8:30 pm
Car Show - July 28: Closure and use of Branch and Bridge Streets, Olohan
Alley and surrounding areas between 5:00 am and 5:00 pm.
The Staff Advisory Committee has 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:
Cruise Niqht
The Cruise Night consists of the closure of East Grand Avenue between Courtland and
Alder Streets and closure of Sunset Avenue between Alder and Elm Streets between
6:00 pm and 8:30 pm on Friday, July 27, 2012. At this event, cars participating in the
next day's Car Show will "cruise" a portion of East Grand Avenue in a loop pattern. The
recommended detour route (see 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; East on Fair Oaks
to S. Halcyon; North on S. Halcyon.
Westbound traffic- South on S. Halcyon to Farroll; West on Farroll to Oak Park;
North on Oak Park.
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 Cruise Night was well attended. Feedback from local merchants appeared to
be positive. Added events hosted by the 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.
Agenda Item 8.g.
Page 2
ClTY COUNCIL
CONSIDERATION OF 'TEMPORARY USE PERMIT NO. 12-005 TO AUTHORIZE THE
USE OF ClTY PROPERTY AND TO CLOSE ClTY STREETS FOR THE ANNUAL
ARROYO VALLEY PEOPLE'S CHOICE CRLllSE NIGHT ON JULY 27,2012 AND
CAR SHOW ON JULY 28,2012
APRIL 24,2012
PAGE 3
Car Show
The Car Show is proposed to utilize West and East Branch Streets from Traffic Way to
Mason Street; 6ridge 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 28, 2012. 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 show from 5:00 am until 9:00 am (see Attachment 2). There was uncertainty during
last year's event as to whether or not Branch Street was to be closed for the event,
resulting in confusion amongst business owners in the Village and City staff. For this
year's event, Community Development Department staff has discussed proposed street
closures with the Arroyo Valley Car Club representatives to ensure proposed road
closures indicated in the attached Resolution are correct.
Due to the size and location of the Car Show, 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 illegal alcohol
consumption to a minimum.
ADVANTAGES:
City staff believes that the annual Car Show and Cruise Night has been a successful
event in the Village area and on East Grand Avenue for many years and appears to
benefit 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 Cruise Night and in
the Village during the Car Show. To mitigate these potential negative impacts during the
Cruise Night, 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
Cruise Night vehicles will be circulated in a loop pattern and in the Village residential
areas adjacent to the Car Show.
ALTERNATIVES:
The following alternatives are presented for Council consideration:
Agenda Item 8.g.
Page 3
ClTY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT NO. 12-005 TO AUTHORIZE THE
USE OF ClTY PROPERTY AND TO CLOSE ClTY STREETS FOR THE ANNUAL
ARROYO VALLEY PEOPLE'S CHOICE CRUISE NIGHT ON JULY 27,2012 AND
CAR SHOW ON JULY 28,2012
APRIL 24,2012
PAGE 4
- Adopt the attached Resolution approving the Cruise Night and Car Show and
authorizing the waiver of fees for the Temporary Use Permit application; - Modify and adopt the attached Resolution approving the Cruise Night and Car
Show and authorizing the waiver of fees for the Temporary Use Permit
application;
- Do not adopt the attached Resolution, take tentative action to deny the
Temporary Use Permit, and direct staff to return with an appropriate Resolution; - Do not adopt the attached Resolution and take tentative action to deny the
Temporary Use Permit without further direction to staff;
- 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 and the East Grand Avenue Merchants group will
visit merchants on East Grand Avenue to disseminate information about the Cruise
Night including the date, time and route of the event. Representatives from the Car Club
and the East Grand Avenue Merchants group will visit merchants for a second time in
July. Bob Lund of 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, April 19,
2012. The Agenda and staff report were posted on the City's website on Friday, April
20, 2012.
Attachments:
1. Cruise Night detour and activity area map
2. Car Show map
Agenda Item 8.g.
Page 4
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING TEMPORARY USE PERMIT 12-
005; AUTHORIZING THE USE OF CITY PROPERTY AND THE
CLOSURE OF CITY STREETS FOR THE 23RD ANNUAL ARROYO
VALLEY CAR CLUB CRUISE NIGHT ON JULY 27,2012 AND CAR
SHOW ON JULY 28,2012
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 Show and
Cruise Night event to be held on July 27th and 28th, 2012; and
WHEREAS, members of the Arroyo Valley Car Club will be responsible for traffic control
and cleanup; and
WHEREAS, the cruise event and car show 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.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande
hereby approves Terr~porary Use Permit 12-005, authorizing the waiver of application
fees and the use of certain Clty streets and property as follows, subject to the conditions
set forth in Exhibit "A, attached hereto and incorporated herein by this reference:
1. East Grand Avenue between Courtland and Alder Streets shall be closed
from 6:00 pm to 8:30 pm on Friday, July 27th, 2012.
2. Sunset Avenue between Alder Street and Elm Street shall be closed from
6:00 pm to 8:30 pm on Friday, July 27th, 2012.
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 to E. Grand Avenue; East on E. Grand Avenue;
Westbound traffic - South on S. Halcyon Road to Farroll Avenue; West
on Farroll Avenue to Oak Park Boulevard; North on Oak Park
Boulevard.
4. Closure of East and West Branch Street from Traffic Way to Mason Street;
Bridge Street from Branch Street to Nelson Street; Olohan Alley from
Agenda Item 8.g.
Page 5
RESOLUTION NO.
PAGE 2
Bridge Street to Short Street; Nevada Street at Branch Street; the Car
Corral; Short Street between East Branch and Olohan Alley from 5:00 am
to 5:00 pm; and the use of Nelson Street between Bridge Street and Short
Street for registration from 5:00 am to 9:00 am.
5. That the Arroyo Valley Car Club will adhere to certain requirements and
conditions set forth by the Community Development, Streets, Police,
Recreation and Maintenance Services, Building and Life Safety, and Fire
Departments 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 April, 2012.
Agenda Item 8.g.
Page 6
RESOLUTION NO.
PAGE 3
TONY FERRARA, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
STEVEN ADAMS, CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Agenda Item 8.g.
Page 7
RESOLUTION NO.
PAGE 4
EXHIBIT "A"
CONDITIONS OF APPROVAL
ARROYO VALLEY PEOPLE'S CHOICE CRUISE NIGHT AND CAR SHOW
TEMPORARY USE PERMIT 12-005
FRIDAY AND SATURDAY, JULY 27 AND 28,2012
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. The applicant shall agree to defend at hislher sole expense any action brought
against the City, its agents, officers, or employees because of the issuance of said
approval, or in the alternative, to relinquish such approval. The applicant shall
reimburse the City, its agents, officers, or employees, for any court costs and
attorney's fees which the City, its agents, officers or employees may be required by
a court to pay as a result of such action. The City may, at its sole discretion,
participate at its own expense in the defense of any such action but such
participation shall not relieve applicant of hislher obligations under this condition.
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 20, 2012. Additionally, the applicant shall inform the
Arroyo Grande Village Improvement Association and the Chamber of Commerce
of the car show and cruise night activities.
Recreation and Maintenance Services Department Conditions
5. 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.
6. The applicant shall coordinate the placement of waste containers by Monday, July
23, 2012, with the Director of Recreation and Maintenance Services.
7. 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.
Agenda Item 8.g.
Page 8
RESOLUTION NO.
PAGE 5
8. One week prior to the car show, the applicant shall inform the Recreation and
Maintenance Services Department on the number of trashcans that will be needed
for the event.
Police Department Conditions
9. The applicant shall reimburse remaining Streets and Police Department expenses
for traffic control and related services associated with the Car Cruise and Car Show
events.
10. No throwing of candy from vehicles shall be allowed. All rules of the road shall
apply to the participants of the Car Cruise and violators are subject to ejection,
citation and arrest.
11. All participants, volunteers, and employees of the Car Cruise and Car Show shall
wear appropriate attire at all times.
12. All volunteers and employees of the Car Cruise shall wear traffic vests at all times.
Streets Division Conditions
13. 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.
14. 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.
15. The applicant shall place a notice of street closures in the Times-Press Recorder at
least once during the week prior to July 27 add July 28, 2012.
16. The applicant shall coordinate with the Police, Streets, and Fire Departments with
regard to the closures of streets, alleys, parking lots, and the use of City property.
17. The applicant shall clean all City streets and parking areas utilized at the conclusion
of the event.
Building and Life Safety Division and Fire Department Conditions
18. The applicant must comply with the Building and Life Safety Division and Fire
Department guidelines.
19. Emergency access must be maintained to the satisfaction of the Fire Chief.
20. The use of generators must be reviewed and approved by the Fire Chief.
Agenda Item 8.g.
Page 9
RESOLUTION NO.
PAGE 6
21. All fire lanes must be posted and enforced per Police and Fire Department
guidelines.
22. All food booths must comply with the San Luis Obispo County and City Building
and Life Safety Division and Fire Department guidelines.
23. The Building and Life Safety Division and Fire Department must inspect all food
booths and generators prior to event opening.
24. The applicant shall provide one handicapped accessible restroom.
Additional Conditions
25. 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.
Agenda Item 8.g.
Page 10
ATTACHMENT I
East Grand Avenue
Sunset Cruise Detour Routes
And Activity Areas
July 27,2012
6:W pm until 8:30 pm
Agenda Item 8.g.
Page 11
ATTACHMENT 2
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