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08.f. Harvest Festival TUPMEMORANDUM TO: CITY COUNCIL FROM: TERESA DEVELOPMENT DIRECTOR BY: MATTHEW DOWNING, PLANNING INTERN SUBJECT: CONSIDERATION OF TEMPORARY USE PERMIT 12-015 AUTHORIZING CLOSURE OF CITY STREETS AND USE OF CITY PROPERTY FOR THE 7sTH ANNUAL ARROYO GRANDE VALLEY HARVEST FESTIVAL, FRIDAY AND SATURDAY, SEPTEMBER 28-29, 201 2 DATE: AUGUST 14,2012 RECOMMENDATION: It is recommended that the City Council adopt a Resolution approving Temporary Use Permit 12-015, authorizing closure of City streets and use of City property for the 75" Annual Arroyo Grande Valley Harvest Festival. 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. A waiver of fees and costs reduces City revenue by approximately $6,780. Historically, the City has waived fees and costs for this event because the City has served as co-sponsor of the event. The parade route, modified in 2009, has resulted in savings of approximately $1,300 due to reduced staffing needs and additional indirect savings related to overtime by not utilizing mutual aid officers for the event. 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 and 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 their goal has been to make the event grow and add more attractions with each passing year. ANALYSIS OF ISSUES: The 7!jth Annual Arroyo Grande Valley Harvest Festival is scheduled for Friday September 28, 2012 from 4:00 pm until 9:00 pm and Saturday, September 29, 2012 Item 8.f. - Page 1 ClTY COUNCIL CONSIDERATION OF TEMPORARY USE PERMIT 12-015 AUTHORIZING CLOSURE OF ClTY STREETS AND USE OF ClTY PROPERTY FOR THE 7sth ANNUAL ARROYO GRANDE VALLEY HARVEST FESTIVAL, FRIDAY AND SATURDAY, SEPTEMBER 28-29, 201 2 AUGUST 14,2012 PAGE 2 from 9:00 am until 500 pm. Setup will begin on Thursday, September 27, 2012 at 500 p.m. and cleanup will end early Sunday morning, September 30, 2012. 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 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 the City Hall parking lot of 300 East Branch Street. The area devoted to the Festival remains unchanged from last year. Parade The ~arade 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. Road closures needed for the parade route, staging areas and detour routes include: West and East Branch Street 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; North and South Mason Street from Tally Ho Road to Poole Street; and Tally Ho Road from North Mason Street to James Way. Item 8.f. - Page 2 CITY COUNCIL CONSIDERATION OF TEMPORARY USE PERMIT 12-015 AUTHORIZING CLOSURE OF ClTY STREETS AND USE OF ClTY PROPERTY FOR THE 75th ANNUAL ARROYO GRANDE VALLEY HARVEST FESTIVAL, FRIDAY AND SATURDAY, SEPTEMBER 28-29,2012 AUGUST 14,2012 PAGE 3 These road closures are requested from 9:00 am until noon on Saturday, September 29, 2012 with no parking enforcement beginning at 8:00 am. The detour route around the City via East Cherry Avenue, West Branch Street and Huasna Road remains unchanged from previous years. During the 201 1 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. Farmer's Market The Farmer's Market will be held on Bridge Street from just south of the bridge to Nelson Street and on Nelson Street from Bridge Street to Short Street during the Harvest Festival. ALTERNATIVES: The following alternatives are provided for the Council's consideration: - Adopt the attached Resolution authorizing Temporary Use Permit 12-01 5 including road closures and detours for the parade route; - Modify and adopt the attached Resolution authorizing Temporary Use Permit 12- 01 5 including road closures and detours for the parade route; - Do not adopt the attached Resolution; or - Provide direction to staff. ADVANTAGES: The Festival will bring the community together and promote social interaction. The annual event, now in its 7!jth year, is popular and a staple of the identity of Arroyo Grande as a city and a community. Advantages associated with the parade route include: 1) the need for fewer police officers and police volunteers to monitor intersections on East Grand Avenue, 2) freeway off ramps on East Grand Avenue may remain open for travelers heading west; and 3) an estimated 41 business locations on East Grand Avenue can remain open during the parade. DISADVANTAGES: The closure of streets will have an impact on traffic congestion. Disadvantqges associated with the parade route include: 1) impacts to residents on West Branch Street, Vernon Street, Larchmont and Wesley Street; 2) a shorter parade route for participants; 3) potential confusion by participants and organizers; and 4) motorists not Item 8.f. - Page 3 CITY COUNCIL CONSIDERATION OF TEMPORARY USE PERMIT 12-015 AUTHORIZING CLOSURE OF CITY STREETS AND USE OF CITY PROPERTY FOR THE 75th ANNUAL ARROYO GRANDE VALLEY HARVEST FESTIVAL, FRIDAY AND SATURDAY, SEPTEMBER 28-29, 201 2 AUGUST 14,2012 PAGE 4 familiar with the festival will have to use detours to get to their destinations which may increase travel time. 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 regarding minor temporary uses of land. If the Council does not feel that this determination is appropriate, project approval shall not be considered. PUBLIC NOTIFICATION AND COMMENTS: The event organizers shall place an advertisement in the September 14, 2012 edition of the Five Cities Times-Press Recorder advising residents of street closures. The event organizers shall mail or hand deliver a notification of street closures to every property located within the area where street closures will occur. The event organizers shall also 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 block of Le Point Street, and W. Le Point Street. The Agenda was posted in front of City Hall on August 9, 2012. The Agenda and staff report were posted on the City's website on Friday, August 10, 201 2. ATTACHMENTS: 1. Road closure and detour map Item 8.f. - Page 4 RESOLUTION NO. A RESOLUTION OF THE ClTY COUNCIL OF THE ClTY OF ARROYO GRANDE APPROVING TEMPORARY USE PERMIT 12-01 5, AUTHORIZING CLOSURE OF ClTY STREETS AND USE OF ClTY PROPERTY FOR 75th ANNUAL ARROYO GRANDE VALLEY HARVEST FESTIVAL, FRIDAY AND SATURDAY, SEPTEMBER 28- 29,2012 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, AGMC Section 10.16.050 authorizes the City Council to restrict parking on any street, and California Vehicle Code Section 21 101(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. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande does hereby approve Temporary Use Permit 12-01 5 authorizing the following actions and use of the following described City property for the Harvest Festival: 1. "No parkingltow 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 27, 201 2 until 8:00 a.m. Sunday, September 30, 201 2. 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 29, 2012. 3. "No parkingltow 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 29,201 2. 4. "No parkingltow 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 29, 2012. Item 8.f. - Page 5 RESOLUTION NO. PAGE 2 5. "No parkingitow away" restrictions and the use and closure of Mason Street from Le Point Street to Poole Street from 8:00 a.m. to 12:OO p.m. on Saturday, September 29, 201 2. 6. "No parkingitow away" restrictions and the use and closure of Bridge Street from the Lucia Mar Unified School District Parking lot to Branch Street from 8:00 a.m. to 6:00 p.m. on Saturday, September 29, 2012. 7. "No parkingitow 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 12:OO p.m. to 9:00 p.m. on Friday, September 28, 2012 and from 8:00 a.m.until6:OO p.m. on Saturday, September 29, 2012. 8. The use of the City's electrical service as needed for the lighting of booths, sound system, and contests. 9. That the City Council authorizes "no parkingitow away" restrictions and closure of a portion of East Branch Street from U.S. Highway 101 to Stanley Avenue. 10. That the City Council authorizes a banner for the event to be installed across East Branch Street. 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 during the event for increased resident access. BE IT FURTHER RESOLVED, that the following streets shall be closed with "no parkingitow away" restrictions for the Harvest Festival Parade on Saturday, September 29, 2012, from 8:00 a.m. to noon: 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 to Station Way; North Mason Street to Tally Ho Road; Tally Ho Road from North Mason Street to James Way; and South Mason Street to Poole Street. Item 8.f. - Page 6 RESOLUTION NO. PAGE 3 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 organizers of the Harvest Festival 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 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 14~~ day of August 2012. Item 8.f. - Page 7 RESOLUTION NO. PAGE 4 TONY FERRARA, MAYOR ATTEST: KELLY WETMORE, ClTY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, ClTY MANAGER APPROVED AS TO FORM: 'TIMOTHY J. CARMEL, ClTY ATTORNEY Item 8.f. - Page 8 RESOLUTION NO. PAGE 5 EXHIBIT "A" CONDITIONS OF APPROVAL TEMPORARY USE PERMIT 12-015 75'h ANNUAL HARVEST FESTIVAL GENERAL CONDITIONS: 1. The applicant 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 event organizers shall comply with all of the Conditions of Approval for Temporary Use Permit 12-01 5. 4. 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. RECREATION AND MAINTENANCE SERVICES CONDITIONS: 5. The Harvest Festival Committee is to contact the Recreation and Maintenance Services Department no later than September 21, 2012 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. Should the City provide these supplies, the Harvest Festival Committee will reimburse the City for the cost of these supplies and related staff time. Item 8.f. - Page 9 RESOLUTION NO. PAGE 6 9. Supplemental restroom facilities shall be provided by the Harvest Festival Committee. 10.The Recreation and Maintenance Services Division will provide and place all delineators, signs and barricades for road closures, "no parkingltow away" and detour routes. The Harvest Festival Committee shall pay for all water barricades. 1 1. The Harvest Festival Committee shall place an advertisement in the September 21, 2012 edition of the Five Cities Times-Press Recorder advising residents of street closures and "no parkingltow away" restrictions. 12. At least two 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 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 Comrrrittee 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 (1 0) 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. 18.The project shall comply with the most recent edition of the California State Fire and Building Codes and the International Building and Fire Codes as adopted by the City of Arroyo Grande. Specifically, all temporary-wiring provisions of the C.E.C. must be met. FIVE CITIES FIRE AUTHORITY CONDITIONS: 19. Emergency access must be maintained to the satisfaction of the Fire Chief. Item 8.f. - Page 10 RESOLUTION NO. PAGE 7 20.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. 21. The use of generators must be reviewed and approved by the Fire Chief. 22.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. 23. Per the approval of the Fire Chief, there will be medical service dedicated to the event. 24.All fire lanes must be posted and enforced in accordance with Police and Five Cities Fire Authority guidelines. Fire lanes and access must be approved by the Fire Chief. 25.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. 26. 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. Item 8.f. - Page 11 ATTACHMENT I DATE ROAD CLOSURES AND ALTERNATE ROUTES -4-4 It e m 8 . f . - P a g e 1 2