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R 3493 -- RESOLUTION NO. 3493 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE AUTHORIZING THE CLOSURE OF CITY STREETS AND USE OF CITY PROPERTY FOR THE ANNUAL EASTER IN THE VILLAGE, SATURDAY, APRIL 7, 2001; ANNUAL STRAWBERRY FESTIVAL, SATURDAY AND SUNDAY, MAY 26 & 27,2001; AND ANNUAL FOURTH OF JULY IN THE VILLAGE, WEDNESDAY, JULY 4, 2001 WHEREAS, the Arroyo Grande Village Improvement Association (AGVIA), organizers of the annual Easter in the Village, Strawberry Festival, and 4th of July in the Village, 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, members of the AGVIA will be responsible for traffic control, cleanup, and payment of all related fees and costs for use of City property and City employee time related to the event. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande as follows: 1. That the Arroyo Grande Village Improvement Association is hereby granted the use of certain City streets and property as follows: Easter in the Village - Saturday, April 7, 2001 A. The use of. the parking lots in Olohan Alley between Mason St. and Bridge St. from 6:00 p.m. Friday, April 6 to 6:00 p.m. Saturday, April 7. B. The use of Short St. between Olohan Alley and Branch St. from 6:00 p.m. Friday, April 6 to 6:00 p.m. Saturday, April 7. C. The use of the Nelson St. lawn b~tween Mason St. and Short St. for Easter Egg Hunt. Strawberry Festival- Saturday & Sunday, May 26 & 27, 2001 A. The closure of Branch St. from Traffic Way to Mason St. from 6:00 a.m. to 6:00 p.m. Saturday, May 26 and Sunday, May 27. (The Police Department will have to apply to CalTrans for street closure authorization). B. The closure of Short St. from Branch St. to Olohan Alley from 6:00 p.m. Friday, May 25 to 6:00 p.m. Sunday, May 27. C. The closure of Bridge St. from Branch St. to McLintock's Saloon parking lot from 6:00 a.m. Saturday, May 26 to 6:00 p.m. Sunday, May 27. D. The closure of Bridge St. from McLintock's driveway to Nelson St. from 6:00 a.m. to 6:00 p.m. Saturday and Sunday, May 26 & 27. E. The closure of Bridge St. from Nelson St. to Traffic Way from 6:00 a.m. Saturday, May 26 to 6:00 p.m. Sunday, May 27. F. The use of the parking lots along Olohan Alley from Mason St. to Bridge St. from 6:00 p.m. Friday, May 25 to 6:00 p.m. Sunday, May 27. Resolution No. 3493 Page 2 G. The use of the Car Corral from 6:00 a.m. to 6:00 p.m. Saturday, May 26 and Sunday, May 27. H. Use of the Nelson St. lawn between Short and Mason St. from 6:00 p.m. Friday, May 25 to 6:00 p.m. Sunday, May 27. I. The use of Hart-Collett Park between Bridge St. and Traffic Way from 6:00 a.m. to 6:00 p.m. Saturday, May 26 and Sunday, May 27. J. The use of the five-acre lot on West Branch St. next to the Woman's Club/Community Center for shuttle bus parking on Saturday, May 26 and Sunday, May 27. 4th of July in the Village - Wednesday, July 4, 2001 A. The use of the parking lots on Olohan Alley between Mason St. and Bridge St. from 6 p.m. Tuesday, July 3rd to 6 p.m. Wednesday, July 4th. B. The use of Short St. between Olohan Alley and Branch St. from 6 p.m. Tuesday, July 3rd to 6 p.m. Wednesday, July 4th. 2. That the AGVIA will adhere to all requirements and conditions of approval as set forth in Exhibit II A II attached hereto and incorporated herein by this reference for each of the above events issued by the City. On motion of Council Member Runels, seconded by Council Member Dickens, and on the following roll call vote, to wit: AYES: Council Members Runels, Dickens, Lubin, Ferrara, and Mayor Lady NOES: None ABSENT: None The foregoing resolution was passed and adopted this 9th day of January, 2001. Resolution No. 3493 Page 3 MICHAE:.'~~t4 ATTEST: j i/1iO/L-L- E, DIRECTOR OF ADMINISTRATIVE SERVICESI DEPUTY CITY CLERK APPROVED AS TO CONTENT: ~~~- 2 STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: ~I"'fi ATTORNEY , ~-_._.. EXHIBIT "A" CONDITIONS OF APPROVAL FOR TEMPORARY USE PERMITS NOS. 01-001, 01-002, & 01-003 EASTER IN THE VILLAGE (April 7, 2001) 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 office. 3. The event organizers shall comply with all the conditions of the City Council Resolution adopted on January 9, 2001 (reference attachment). 4. The applicant shall agree to defend at his/her 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 his/her obligations under this condition. Parks and Recreation Department Conditions 5. The event organizers shall notify the Parks and Recreation Department of the number and placement of waste containers and barricades prior to April 1, 2001. 6. The AGVIA is responsible for providing trashbags and restroom supplies for the festival. Any supplies the Parks and Recreation Department may need to provide will need to be reimbursed by the AGVIA. 7. The event organizers shall have an individual designated to periodically inspect the restrooms and areas around the food vendors and waste containers. That individual shall be responsible for maintaining these areas in a clean manner and to gather and dispose of all debris. 8. The event organizers shall reimburse the City for electrical costs associated with special events. Specifically, for the outlets by the gazebo, Bridge St., and behind City hall. 9. The event organizers shall reimburse the City for the costs of any Parks and Recreation City services required for this event. Public Works Department Conditions 10. Restroom facilities, barricades, signing and detour routes shall be provided as required by applicant. 11 . The event organizers shall place an advertisement in the April 4, 2001 edition of the Five Cities Times-Press Recorder advising residents of street closures. 12. The event organizers shall provide a $1,000,000 insurance policy naming the City as additional insured. 13. The event organizers shall reimburse the City for the costs of Fire, Public Works, and any other City services required for this event. I -_.~-_.... Conditions of Approval Page 2 14. The event organizers shall contact the Public Works Department 72 hours prior to the event to check on the status of street maintenance/construction activities. The Public Works Department may require the event organizers to provide temporary construction (orange plastic) fencing around areas designated as potentially hazardous. II BuildinQ and Fire Department Conditions 15. All food booths (cooking) must comply with the Fire Department guidelines. 16. All electrical must be inspected by the Building and Life Safety Division, prior to the event opening. 17. Emergency access must be maintained to the satisfaction of the Director of Building and Fire. 18. The use of generators must be reviewed and approved by the Director of Building and Fire. Police Department Conditions 19. The event organizers shall pay Police Department costs for officers assigned to the event. Special Conditions 20. The AGVIA shall distribute to all vendors State Board of Equalization forms to report the sales tax collected during the festival, and notify the vendors that a listing of vendors will be supplied to the City to verify payment of sales tax. 21. The AGVIA shall provide to the City's Financial Services Department a listing of all vendors participating in the festival. The listing will be used to verify that sales tax was collected and reported as earned in Arroyo Grande. STRAWBERRY FESTIVAL (May 26 & 27, 2001) 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 office. 3. The event organizers shall comply with all the conditions of the City Council Resolution adopted on January 9, 2001 (reference attachment). 4. The applicant shall agree to defend at his/her 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 his/her obligations under this condition. . , -- Conditions of Approval Page 3 Parks and Recreation Department Conditions 5. The event organizers shall notify the Parks and Recreation Department of the number and placement of waste containers and barricades prior to May 26, 2001. 6. The AGVIA is responsible for providing trash bags and restroom supplies for the festival. Any supplies the Parks and Recreation Department may need to provide will need to be reimbursed by the AGVIA. 7. The event organizers shall have an individual designated to periodically inspect the restrooms and areas around the food vendors and waste containers. That individual shall be responsible for maintaining these areas in a clean manner and to gather and dispose of all debris. 8. The event organizers shall reimburse the City for electrical costs associated with special events. Specifically, for the outlets by the gazebo, Bridge St., and behind City hall. 9. The event organizers shall reimburse the City for the costs of any Parks and Recreation City services required for this event Public Works Department Conditions 10. Restroom facilities, barricades, signing and detour routes shall be provided as required by applicant. 11. The event organizers shall place an advertisement in the May 21, 2001 edition of the Five Cities Times-Press Recorder advising residents of street closures. 12. The event organizers shall provide a $1,000,000 insurance policy naming the City as additional insured. 13. The event organizers shall reimburse the City for the costs of Public Works and any other City services required for this event. 14. The event organizers shall contact the Public Works Department 72 hours prior to the event to check on the status of street maintenance/construction activities. The Public Works Department may require the event organizers to provide temporary construction (orange plastic) fencing around areas designated as potentially hazardous. BuildinQ and Fire Department Conditions 15. All food booths (cooking) must comply with the Fire Department guidelines, and must have County Health Department approval. AGVIA will inform booth applicants of Fire Department guidelines, and will ensure total compliance of booth operators. AGVIA will not allow non-compliant booths to operate. 16. 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. 17. The Building and Fire Department must inspect all food booths, generators and temporary electrical service prior to the opening of the event. In lieu of r~quiring a building permit for temporary electrical service, AGVIA will collect a fee of $15 per every booth utilizing an electrical connection. This fee will be itemized by , -- Conditions of Approval Page 4 booth number and submitted to the Department of Building and Fire within 15 days of the end of the Festival. 18. Emergency access must be maintained to the satisfaction of the Director of the Building and Fire Department. A detailed chart or map will be provided to the Department of Building and Fire for approval prior to the event, showing placement of all booths, to include actual dimensions of access pathways for fire apparatus and emergency vehicles. 19. Per the approval of the Fire Chief, there will be ambulance service dedicated to the event. 20. The use of generators must be reviewed and approved by the Director of the Building and Fire Department. 21. 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. 22. The applicant shall identify an individual to act as liaison with the Fire Department for the purpose of maintaining proper life and safety. 23. Prior to opening the event, the fire access road shall be posted. The applicant shall provide continuous enforcement of the fire access road during the event. 24. AGVIA will coordinate, and be responsible for costs associated with Five Cities Ambulance, to provide standby personnel and equipment for Bike Medic and golf cart transport for entire duration of Festival. 25. AGVIA shall pay Department of Building and Fire costs for members and equipment assigned to the event. Police Department Conditions 26. The event organizers shall pay Police Department costs for officers assigned to the event. 27. All temporary "no parking" signs shall be posted a minimum of 24 hours prior to event setup (by 6:00 a.m., Friday, May 25, 2001). 28. A minimum of four (4) private "licensed" security will be provided by AGVIA. The AGVIA will present to the Arroyo Grande Police Department two (2) weeks prior to the event: a. The name of the security agency b. A schedule of security coverage c. Location and hours of security assignments d. Minimal security locations will be one (1) officer stationed at Nelson & Bridge St. Two (2) officers assigned to the swinging bridge. One (1) officer for patrol throughout the nighttime hours on Saturday, May 26, 2001. 29. Failure to provide private licensed security will result in AGPD Officers being assigned with billing made to the AGVIA. Special Conditions 30. All streets subject to closure must be posted a minimum of 24 hours prior to closure, stating the dates and times of closures. I Conditions of Approval Page 5 31. The AGVIA shall distribute to all vendors State Board of Equalization forms to report the sales tax collected during the festival, and notify the vendors that a listing of vendors will be supplied to the City to verify payment of sales tax. 32. The AGVIA shall provide to the City's Financial Services Department a listing of all vendors participating in the festival. The listing will be used to verify that sales tax was collected and reported as earned in Arroyo Grande. 4TH OF JULY IN THE VILLAGE (July 4, 2001) 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 office. 3. The event organizers shall comply with all the conditions of the City Council Resolution adopted on January 9, 2001 (reference attachment). 4. The applicant shall agree to defend at his/her 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 employ~es 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 his/her obligations urider this condition. Parks and Recreation Department Conditions 5. The event organizers shall notify the Parks and Recreation Department of the number and placement of waste containers and barricades prior to July 4, 2001. 6. The AGVIA is responsible for providing trashbags and restroom supplies for the festival. Any supplies the Parks and Recreation Department may need to provide will need to be reimbursed by the AGVIA. 7. The event organizers shall have an individual designated to periodically inspect the restrooms and areas around the food vendors and waste containers. That individual shall be responsible for maintaining these areas in a clean manner and to gather and dispose of all debris. 8. The event organizers shall reimburse the City for electrical costs associated with special events. Specifically, for the outlets by the gazebo, Bridge St., and behind City hall. 9. The event organizers shall reimburse the City for the costs of any Parks and Recreation City services required for this event Public Works Department Conditions 10. Restroom facilities, barricades, signing and detour routes shall be provided as required by applicant. 11. The event organizers shall place an advertisement in the June 28, 2001 edition of the Five Cities Times-Press Recorder advising residents of street closures. , Conditions of Approval Page 6 12. The event organizers shall provide a $1,000,000 insurance policy naming the City as additional insured. 13. The event organizers shall reimburse the City for the costs of Fire, Public Works, and any other City services required for this event. 14. The event organizers shall contact the Public Works Department 72 hours prior to the event to check on the status of street maintenance/construction activities. The Public Works Department may require the event organizers to provide temporary construction (orange plastic) fencing around areas designated as potentially hazardous. BuildinQ and Fire Department Conditions 15. All food booths (cooking) must comply with the Fire Department guidelines, and must have County Health Department approval. Non-compliant booths will not be permitted to operate. 16. 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.Ec. must be met. 17. The Building and Fire Department must inspect all food booths, generators and temporary electrical service prior to the opening of the event. . A building permit is required for temporary electrical service. The fee is $30.00. 18. Emergency access must be maintained to the satisfaction of the Director of the Building and Fire Department. 19. The use of generators must be reviewed and approved by the Director of the Building and Fire Department. 20. 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. 21. The applicant shall identify an individual to act as liaison with the Fire Department for the purpose of maintaining proper life and safety. 22. Prior to opening the event, the fire access road shall be posted. The applicant shall provide continuous enforcement of the fire access road during the event. Police Department Conditions 23. The event organizers shall pay Police Department costs for officers assigned to the event. Special Conditions 24. The Building and Fire Department must approve booth layout and food booth locations prior to the event. 25. All streets subject to closure must be posted a minimum of 24 hours prior to closure, stating the dates and times of closures. 26. The AGVIA shall distribute to all vendors State Board of Equalization forms to report the sales tax collected during the festival, and notify the vendors that a listing of vendors will be supplied to the City to verify payment of sales tax. I Conditions of Approval Page 7 27. The AGVIA shall provide to the City's Financial Services Department a listing of all vendors participating in the festival. The listing will be used to verify that sales tax was collected and reported as earned in Arroyo Grande. , RESOLUTION NO. 3493 OFFICIAL CERTIFICATION I, KELL Y WETMORE, Director of Administrative Services/Deputy City Clerk of the City of Arroyo Grande, County of San Luis Obispo, State of California, do hereby certify under penalty of perjury, that Resolution No. 3493 is a true, full, and correct copy of said Resolution passed and adopted at a regular meeting of the City Council of the City of Arroyo Grande on the 9th day of January, 2001. WITNESS my hand and the Seal of the City of Arroyo Grande affixed this 11 th day of January, 2001. I ~ t-ii&1.JL- RE, DIRECTOR OF ADMINISTRATIVE SERVICESI DEPUTY CITY CLERK _.-._-~~---