CC 2015-06-23_08g TUP Sunset Cruise and Car ShoTO:
FROM:
BY:
SUBJECT:
MEMORANDUM
CITY COUNCIL
TERESA McCLISH, COMMUNITY DEVELOPMENT DIRECTOR
. MATTHEW DOWNINSSSISTANT PLANNER
CONSIDERATION OF TEMPORARY USE PERMIT CASE NO. 15-010
TO AUTHORIZE THE USE OF CITY PROPERTY AND THE CLOSURE
OF CITY STREETS AND WAIVER OF APPLICATION FEES FOR THE
26TH ANNUAL ARROYO VALLEY CAR CLUB SUNSET CRUISE ON
JULY 24,2015 AND·CAR SHO ON JULY 25,2015
DATE: JUNE 23, 2015
RECOMMENDATION:
It is recommended the City Council consider the request from the Arroyo Valley Car
Club and adopt a Resolution approving Temporary Use Permit 15-010, authorizing the
use of City property, the closure of City streets, and the waiver of application fees for
the 2015 Arroyo Valley Car Club Sunset Cruise on July 24, 2015 and the 26th Annual
Car Sho on July 25, 2015.
IMPACT TO FINANCIAL AND PERSONNEL RESOURCES:
Total costs associated with the Sunset Cruise and Car Sho are approximately $3,000
for additional Police Department personnel and delivery of traffic contror devices, signs
and trash cans by Public Works personnel. For the last three (3) years, this cost has
been required to be reimbursed by the applicant. Therefore, there is no direct financial
impact to the City.
The cost associated with the Temporary Use Permit application ($156) has traditionally
been waived and the waiver of the fee is again recommended, pursuant to Arroyo
Grande Municipal Code Subsection 16.16.090.0.1.a, which allows for the waiver of
application fees for non-profit/charitable events. The Sunset Cruise was previously
subsidized by the Redevelopment Agency since it is a promotional event for East Grand
Avenue. Waivers of this cost are recommended this year in order to be consistent with
the overall permit.
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 Sunset Cruise
and Car Sho.
Item 8.g. - Page 1
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE. PERMIT CASE NO. 15-010 TO
AUTHORIZE THE USE OF CITY PROPERTY AND THE CLOSURE OF CITY
STREETS AND WAIVER OF APPLICATION FEES FOR THE 26TH ANNUAL
ARROYO VALLEY CAR CLUB SUNSET CRUISE ON JULY 24, 2015 AND CAR SHO
ON .JULY 25, 2015
JUNE 23, 2015
PAGE2
The following areas are proposed to be used for the event:
• Sunset Cruise -July 24: Closure of East Grand Avenue between Courtland
and Halcyon Streets between 6:00pm and 8:30pm.
• Sunset Cruise-July 24: Closure of Sunset Avenue between Alder and Elm
Streets between 6:00 pm and 8:30 pm
• Car Sho -July 25: Use of common parking facilities, streets and parks in the
Village area, including Heritage Square Park, Nelson Street, South Mason
Street, Bridge Street and Olohan Alley between 5:00 am and 5:00 pm.
The Staff Advisory Committee 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:
Sunset Cruise
The Sunset Cruise consists of the closure of East Grand Avenue between Courtland
and Halcyon Road between 6:00 pm and 8:30 pm and closure of Sunset Avenue
between Alder and Elm Streets between 6:00pm and 8:30pm on Friday, July 24, 2015.
At this event, cars participating in the next day's Car Sho will "cruise" a portion of East
Grand Avenue in a loop pattern. The recommended detour route (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 Farrell; West on Farrell 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 Sunset Cruise was well attended. Added events hosted by local 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.
Item 8.g. - Page 2
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT CASE NO. 15-010 TO
AUTHORIZE THE USE OF CITY PROPERTY AND THE CLOSURE OF Cl"fv
STREETS AND WAIVER OF APPLICATION FEES FOR THE 26TH ANNUAL
ARROYO VALLEY CAR CLUB SUNSET CRUISE ON JULY 24, 2015 AND CAR SHO
ON JULY 25, 2015
JUNE 23, 2015
PAGE 3
CarSho
The Car Sho is proposed to change from last year's event. Instead of focusing the
event on West and East Branch Streets, the event is proposing to return to Heritage
Square Park. Specifically, the event would utilize Heritage Square Park; Nelson Street
between South Mason Street and Bridge Street; Olohan Alley from Mason Street to
Bridge Street; Short Street between East Branch Street and Nelson Street (both sides
of Arroyo Grande Creek) and Bridge Street between Branch Street and Traffic Way
from 5:00 am until 5:00 pm on Saturday, July 25, 2015. Additionally, it is being
requested that South Mason Street be closed between East Branch and Nelson Streets
for the purpose of creating a registration area for the Car Sho from 5:00 am until 9:30
am (Attachment 2).
This configuration is a change from the last five (5) years (Attachment 3) and was
initiated by City staff due to concerns from Village businesses regarding negative
economic impacts associated with the closure of Branch Street. Staff is recommending
the Car Sho return to the Heritage Square Park area this year to see if these impacts
are mitigated. The event organizers have agreed to the relocation, with the
understanding that they may request the closure of Branch Street in 2016 if this year's
event is less successful than previous years' events.
Due to the size and location of the Car Sho, 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 potential illegal alcohol
consumption to a minimum.
Lastly, due to the Car Sho utilizing Olohan Alley on a Saturday, it will be necessary to
relocate the Farmers' Market to the Car Corrai/Le Point Street Parking Lot area. While
this move is not tied to the relocation of the Car Sho around Heritage Square Park, the
resulting location is. Last year the Farmers' Market was relocated to Heritage Square
Park due to the Car Sho's use of Olohan Alley. This year it is necessary for the
Farmers' Market to relocate to the Car Corrai/Le Point Street Parking Lot area.
ADVANTAGES:
City staff believes that the annual Car Sho and Sunset Cruise have been successful
events 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. City staff thinks the relocation of the event to
the Heritage Square Park area may help address concerns voiced by businesses in the
Village area as a result of closing Branch Street.
Item 8.g. - Page 3
CITY COUNCIL·
CONSIDERATION OF TEMPORARY USE PERMIT CASE NO. 15-010 TO
AUTHORIZE THE USE OF CITY PROPERTY AND THE CLOSURE OF CITY
STREETS AND WAIVER OF APPLICATION FEES FOR THE 26TH ANNUAL
ARROYO VALLEY CAR CLUB SUNSET CRUISE ON JULY 24,2015 AND CAR SHO
ON JULY 25, 2015
JUNE 23, 2015
PAGE4
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 Sunset Cruise and
in the Village during the Car Sho. To mitigate these potential negative impacts during
the Sunset Cruise, 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 Sunset Cruise vehicles will be circulated in a loop pattern. Keeping
Branch Street open during the Car Sho is anticipated to alleviate traffic detour problems,
as well as complaints received from Village businesses regarding the use of Branch
Street and Olohan Alley. Lastly, the Farmers' Market may not like their relocation to the
Car Corrai/Le Point Street Parking Lot area during the Car Sho.
ALTERNATIVES:
The following alternatives are presented for Council consideration:
Adopt the attached Resolution approving Temporary Use Permit Case No. 15-
010 approving the Sunset Cruise and Car Sho and authorizing the waiver of fees
for the Temporary Use Permit application;
Modify and adopt the attached Resolution approving Temporary Use Permit
Case No. 15-010 approving the Sunset Cruise and Car Sho and authorizing the
waiver of fees for the Temporary Use Permit application;
Do not adopt the attached Resolution and direct staff to return with an
appropriate Resolution for the closure of Branch Street, consistent with last
year's event;
Do not adopt the attached Resolution, take tentative action to deny the
Temporary Use Permit, and direct staff to return with an appropriate Re$olution;
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 frorri the Car Club will visit merchants on East Grand Avenue to
disseminate information about the Sunset Cruise including the date, time and route of
Item 8.g. - Page 4
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT CASE NO. 15-010 TO
AUTHORIZE THE USE OF CITY PROPERTY AND THE CLOSURE OF CITY
STREETS AND WAIVER OF APPLICATION FEES FOR THE 26TH ANNUAL
ARROYO VALLEY CAR CLUB SUNSET CRUISE ON JULY 24, 2015 AND CAR SHO
ON JULY 25, 2015
JUNE 23, 2015
PAGES
the event. Representatives from the Car Club 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. Lastly, a condition of approval is included in the attached Resolution
requiring representatives of the Car Club to notify the Farmers' Market of the relocation
to the Car Corral/Le Point Street parking lot. The Agenda was posted at City Hall on
Thursday, June 18, 2015. The Agenda and staff report were posted on the City's
website on Friday, June 19, 2015.
Attachments:
1 . Sunset Cruise detour and activity area map
2. Car Sho map for the 2015 event
3. Car Sho map for the 2014 event
Item 8.g. - Page 5
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY . OF
ARROYO GRANDE APPROVING TEMPORARY USE PERMIT 14-
. 006; AUTHORIZING THE USE OF CITY PROPERTY AND THE
CLOSURE OF CITY STREETS FOR THE 26TH ANNUAL ARROYO
VALLEY CAR CLUB SUNSET CRUISE ON JULY 24, 2015 AND
CAR SHO ON JULY 25,2015
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 Sho and
Sunset Cruise event to be held on July 24th and 25th, 2015; and
WHEREAS, members of the Arroyo Valley Car Club will be responsible for traffic control
and cleanup; and
WHEREAS, the cruise event and Car Sho are expected to benefit both the East Grand
Avenue business corridor and Historic Village commercial area and provide both
residents and visitors with entertainment and recreation; and
WHEREAS, the City Council finds, after due study and deliberation, the following
circumstances exist:
Temporary Use Permit Findings:
1. The operation of the annual Arroyo Valley Car Club Sunset Cruise on July
24, 2015 and Car Sho on July 25, 2015 will not jeopardize, endanger, or
otherwise constitute a menace to the public health, safety, or general
welfare due to the configuration of the events and conditions of approval
developed for the event to ensure the public health, safety, and welfare.
2. The public streets and City property proposed to be used are of adequate
size and shape to accommodate the Sunset Cruise and Car Sho without
material detriment to the use and enjoyment of other properties located
adjacent to and in the vicinity of the events.
3. The Sunset Cruise will utilize East Grand Avenue between Courtland
Street and Halycon Road while the Car Sho will utilize areas in the vicinity
of Heritage Square Park, both of which are adequately served by streets
having sufficient width and improvements to accommodate the kind and
quantity of traffic the events are expected to generate.
4. · Temporary parking in the vicinity of East Grand Avenue between
Courtland Street and Halcyon Road and in the vicinity of Heritage Square
Item 8.g. - Page 6
RESOLUTION NO.
PAGE2
Park is available to accommodate vehicular traffic anticipated to be
generated by the event.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande
hereby approves Temporary Use Permit No. 15-010, authorizing the waiver of
application fees and the use of certain City streets and property as set forth below, with
the above findings and subject to the conditions set forth in Exhibit "A", attached hereto
and incorporated herein by this reference:
1. East Grand Avenue between Courtland and Halcyon Streets shall be
closed from 6:00 pm to 8:30 pm on Friday, July 24th, 2015.
2. Sunset Avenue between Alder Street and Elm Street shall be closed from
6:00pm to 8:30 pm on Friday, July 24th, 2015.
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. Olohan Alley between S. Mason and Bridge Streets; Bridge Street
between E. Branch Street and Traffic Way; Nelson Street between Bridge
and Mason Streets; Short Street between E. Branch and Nelson Streets;
and the lawns at Heritage Square Park shall be closed from 5:00 A.M. to
5:00 P.M. on Saturday, July 25, 2015 for the purposes of holding the car
show.
5. Mason Street between E. Branch and Nelson Streets shall be closed from
5:00 A.M. to 9:00 A.M. on Saturday, July 25, 2015 for the purposes of
holding the car show registration.
6. To accommodate the relocation of the Farmers' Market, the Car Corrai/Le
Point Street Parking Lot area shall be closed from 10 A.M. to 3:00 P.M.
On motion of Council Member , seconded by Council Member , and
on the following roll call vote, to wit:
Item 8.g. - Page 7
RESOLUTION NO.
PAGE3
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this 23rd day of June, 2015.
Item 8.g. - Page 8
RESOLUTION NO.
PAGE4
JIM HILL, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
ROBERT McFALL, INTERIM CITY MANAGER
APPROVED AS TO FORM:
HEATHER WHITHAM, CITY ATTORNEY
Item 8.g. - Page 9
RESOLUTION NO.
PAGE 5
EXHIBIT "A"
.. CONDITIONS OF APPROVAL
ARROYO VALLEY CAR CLUB SUNSET CRUISE AND CAR SHO
TEMPORARY USE PERMIT NO. 15-010
FRIDAY AND SATURDAY, JULY 24 AND 25,2015
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. To the full extent permitted by officials, the applicant 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 or the applicant's use of City streets
and property as provided by this Temporary Use Permit, except liability arising
out of the proven sole negligence of the City.
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 16, 2015. Additionally, the applicant shall inform the
Arroyo Grande Village Improvement Association and the Chamber of Commerce
of the car Sho and cruise night activities.
5. The applicant shall provide a list of the charities that receive proceeds from the
event to the Community Development Director.
6. The applicant shall coordinate the relocation of the Farmers' Market with the San
Luis Obispo County Farmers' Market Association.
Public Works Department Conditions
7. 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.
Item 8.g. - Page 10
RESOLUTION NO.
PAGE6
8. The applicant shall coordinate the placement of waste containers by Monday, July
20, 2015, with the Director of Public Works.
9. 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.
10. At least one week prior to the Car Sho, the applicant shall inform Public Works on
the number of trashcans that will be needed for the event.
Police Department Conditions
11. The applicant shall reimburse rema1mng Public Works and Police Department
expenses for traffic control and related services associated with the Sunset Cruise
and Car Sho events.
12. No throwing of candy from vehicles shall be allowed. All rules of the road shall
apply to the participants of the Sunset Cruise and violators are subject to ejection,
citation and arrest.
13. All participants, volunteers, and employees of the Sunset Cruise and Car Sho shall
wear appropriate attire at all times.
14. All volunteers and employees of the Sunset Cruise shall wear traffic vests at all
times.
15. The road must be blocked with barricades that are used at other events such as the
Strawberry Festival. Coordination between the applicant and Bob Lund of the
Village Improvement District is required.
Streets Division Conditions
16. 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 per a traffic control plan acceptable -to the
Public Works Director.
17. 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.
18. All water barricades shall be filled using non-potable water.
19. The applicant shall place a notice of street closures in the Times-Press Recorder at
least once during the week prior to July 24 and July 25, 2015.
Item 8.g. - Page 11
RESOLUTION NO.
PAGE7
20. The applicant shall coordinate with the Police, Streets, and FCFA with regard to the
closures of streets, alleys, parking lots, and the use of City property.
21. The applicant shall clean all City streets and parking areas utilized at the conclusion
of the event.
22. Traffic signals at W. Branch Street and Traffic Way shall be made to flash rather
than cycle through the standard signalization.
Building and Life Safety Division Five Cities Fire Authority Conditions
23. The applicant must comply with the Building and Life Safety Division and FCFA
guidelines.
24. Emergency access must be maintained to the satisfaction of the Fire Chief.
25. The use of generators must be reviewed and approved by the Fire Chief.
26. All fire lanes must be posted and enforced per Police and FCFA guidelines.
27. All food booths must comply with the San Luis Obispo County and City Building
and Life Safety Division and FCFA guidelines.
28. The Building and Life Safety Division and FCFA must inspect all food booths and
generators prior to event opening.
29. 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.
Item 8.g. - Page 12
East Grand Avenue
Sunset Cruise Detour Routes
And Activity Areas
July 24, 2015
6:00 PM until 8:30 PM
Item 8.g. - Page 13
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Item 8.g. - Page 16