CC 2015-08-25_08e Resolution_TUP Harvest FestivalTO:
FROM:
BY:
SUBJECT:
DATE:
MEMORANDUM
CITY COUNCIL
TERESA McCLISH, COMMUNITY DEVELOPMENT DIRECTOR
MATTHEW DOWNING1ssOCIATE PLANNER
CONSIDERATION OF TEMPORARY USE PERMIT 15-012;
AUTHORIZING CLOSURE OF CITY STREETS AND USE OF CITY
PROPERTY FOR THE 75TH ANNUAL ARROYO GRANDE VALLEY
HARVEST FESTIVAL, FRIDAY AND SATURDAY, SEPTEMBER 25-26,
2015
SEPTEMBER 8, 2015
RECOMMENDATION:
It is recommended that the City Council adopt a Resolution approving Temporary Use
Permit 15-012, authorizing closure of City streets and use of City property for the 78th
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
meeting the following criteria:
• The applicant is a local non-profit organization;
• The group/organization donates at least 50% of its budget to support
programs/activities within the City of Arroyo Grande or the Five Cities Area;
• Proceeds from the event or activity will be used for a specific City of Arroyo
Grande or Five Cities area public project, program or cause;
• The event or activity is organized and operated by non-paid volunteers; and
• The event or activity is open to the public.
A waiver of fees and costs reduGes 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. This item is related to the City's Economic Development plan,
which is identified in the City's Critical Needs Action Plan.
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. 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
Item 8.e. - Page 1
CITY COUNCIL
CONSIDERATION OF-TEMPORARY USE PERMIT 15-012
SEPTEMBER 8, 2015
PAGE2
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 its goal
has been to make the event grow and add more attractions each year.
ANALYSIS OF ISSUES:
The 78th Annual Arroyo Grande Valley Harvest Festival is scheduled for Friday
September 25, 2015 from 4:00 pm until 9:00 pm and Saturday, September 26, 2015
from 10:00 am until 5:00 pm. Setup will begin on Thursday, September 24, 2015 at
5:00 p.m. and cleanup will end early Sunday morning, September 27, 2015. 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 Street 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
• City Hall parking lot at 300 East Branch Street.
The area devoted to the Festival remains unchanged from last year, including the
closure of Olohan Alley from Short Street to Bridge Street beginning at 8:00 a.m. on
Friday, September 25, 2015, that occurred for the first time last year.
Parade
The parade 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.
Item 8.e. - Page 2
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT 15-012
SEPTEMBER 8, 2015
PAGE3
Road closures needed for the parade route, staging areas and detour routes include:
• West and East Branch Streets 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; and
• North and South Mason Street from Tally Ho Road to Poole Street.
These road closures are requested from 9:00 am until noon on Saturday, September
26, 2015 with no-parking enforcement beginning at 8:00 am, with the exception of the
staging area, for which an 8:00 am closure with no-parking enforcement beginning at
7:00 am is requested. The detour route around the City via East Cherry Avenue, West
Branch Street and Huasna Road remains unchanged from previous years, as staff has
worked with the County of San Luis Obispo to have the Tar Spring Creek Bridge
temporarily open for detour traffic during the parade.
During the 2011 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.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
-Adopt the attached Resolution approving Temporary Use Permit 15-012
including road closures and detours for the parade route;
Modify and adopt the attached Resolution approving Temporary Use Permit 15-
012 including road closures and detours for the parade route;
Do not adopt the attached Resolution; or
Provide direction to staff.
ADVANTAGES:
The Festival, now in its 78th year, is a tradition in the community. The Festival
celebrates the community's heritage, builds a sense of community, brings families and
friends together, provides fundraising opportunities for local community organizations,
and provides quality family oriented entertainment.
DISADVANTAGES:
The closure of streets will have an impact on traffic congestion. The request for
increased closure of Olohan Alley on Friday, September 25, 2015 could have impacts to
businesses in the immediate vicinity due to reduced public parking. However, other
parking areas in the Village will remain available.
Item 8.e. - Page 3
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT 15-012
SEPTEMBER 8, 2015
PAGE4
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 11, 2015 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
blocks of Le Point Street, and W. Le Point Street.
The Agenda was posted in front of City Hall on Thursday, September 3, 2015. The
Agenda and staff report were posted on the City's website on Friday, September 4,
2015.
ATTACHMENTS:
1. Road closure and detour map
Item 8.e. - Page 4
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ARROYO GRANDE APPROVING TEMPORARY USE
PERMIT 15-012, AUTHORIZING CLOSURE OF CITY
STREETS AND USE OF CITY PROPERTY FOR THE 78th
ANNUAL ARROYO GRANDE VALLEY HARVEST
FESTIVAL, FRIDAY AND SATURDAY, SEPTEMBER 25-
26, 2015
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 and
AGMC Section 10.16.050 authorizes the City Council to restrict parking on any street,
and California Vehicle Code Section 21101(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 15-012 authorizing the following actions and
use of the following described City property for the Harvest Festival:
Harvest Festival -Friday & Saturday, September 25 & 26, 2015
1. "No-parking/tow 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 24, 2015 until 8:00 a.m. Sunday, September 27, 2015.
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 26, 2015.
3. "No-parking/tow 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 26, 2015.
4. "No-parking/tow 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
26, 2015.
Item 8.e. - Page 5
RESOLUTION NO.
PAGE2
5. "No-parking/tow away" restrictions and the use and closure of Mason Street from
Le Point Street to Poole Street from 8:00 a.m. to 12:00 p.m. on Saturday,
September 26, 2015. -
6. "No-parking/tow away" restrictions of Poole Street from Mason Street to Traffic Way
from 8:00 a.m. to 12:00 p.m. on Saturday, September 26, 2015.
7. -"No-parking/tow away" restrictions and the use and closure of Bridge Street from
Traffic Way to Branch Street from 8:00 a.m. to 6:00 p.m. on Saturday, September
26, 2015.
8. "No-parking/tow 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 8:00 a.m. to 9:00 p.m. on Friday, September 25, 2015 and from
8:00 a.m.to 6:00 p.m. on Saturday, September 26, 2015.
9. The use of the City's electrical service as needed for the lighting of booths, sound
system, and contests.
10. That the City Council authorizes "no-parking/tow away" restrictions and closure of a
portion of West Branch Street from U.S. Highway 101 to Stanley Avenue on
Saturday, September 26, 2015 from 10:00 a.m. to 12:00 p.m.
11. That the City Council authorizes a banner for the event to be installed across East
Branch Street.
12. 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.
13. 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.
14. That the gate between Emerald Bay Drive and Miller Way will be opened at 8 a.m.
until 12:00 p.m. on Saturday, September 26, 2015 for increased resident access.
BE IT FURTHER RESOLVED, that the following streets shall be closed for the Harvest
Festival Parade on Saturday, September 26, 2015, from 8:00 a.m. to noon, with "no-
parking/tow away" restrictions starting at 7:00 am: -
• 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 from Fair Oaks Avenue to Station Way;
• North Mason Street from East Branch Street to Tally Ho Road; and
• South Mason Street from East Branch Street to Poole Street.
Item 8.e. - Page 6
RESOLUTION NO.
PAGE3
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 Harvest Festival Committee 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 8th day of September 2015.
Item 8.e. - Page 7
RESOLUTION NO.
PAGE4
JIM HILL, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
DIANNE THOMPSON, CITY MANAGER
APPROVED AS TO FORM:
HEATHER WHITHAM, CITY ATTORNEY
Item 8.e. - Page 8
RESOLUTION NO.
PAGES
EXHIBIT "A"
CONDITIONS OF APPROVAL
TEMPORARY USE PERMIT 15-012
73th ANNUAL HARVEST FESTIVAL
GENERAL CONDITIONS:
1. The Harvest Festival Committee 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 15-012.
4. The Harvest Festival Committee shall agree to defend, indemnify and hold the
City, its agents, officers, and employees harmless, at its sole expense from any
action brought against the City, its agents, officers, or employees because of said
approval, or in the alternative, to relinquish such approval. The Harvest Festival
Committee 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 the Harvest Festival Committee of his/her
obligations under this condition. -
5. To the full extent permitted by law, the Harvest Festival Committee 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 except
liability arising out of the proven sole negligence of the City.
PUBLIC WORKS DEPARTMENT CONDITIONS:
6. The Harvest Festival Committee is to contact the Public Works Department no later
than September 19, 2015 regarding the number and location of trash receptacles to
be placed in the downtown area.·
Item 8.e. - Page 9
RESOLUTION NO.
PAGE6
7. 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.
8. The Harvest Festival Committee is responsible for providing trashcan liners for all
trash containers.
9. 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.
10. Supplemental restroom facilities shall be provided by the Harvest Festival
Committee.
11. The Public Works Department will provide and place all delineators, signs and
barricades for road closures, "no-parking/tow away" and detour routes. The Harvest
Festival Committee shall pay for all water barricades. -,
12. The Harvest Festival Committee shall place an advertisement in the September 12,
2015 edition of the Five Cities Times-Press Recorder advising residents of street
closures and "no-parking/tow away" restrictions.
13. At least two (2) 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 c\osures will occur.
14. 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.
15. The Harvest Festival Committee 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 (10) days before the event.
BUILDING AND LIFE SAFETY DIVISION CONDITIONS:
16. A handicapped accessible toilet shall be included where other portable toilets are
located.
17. All electrical must be inspected by the Building and Life Safety Division prior to the
event opening.
Item 8.e. - Page 10
RESOLUTION NO.
PAGE7
18. All tape used for marking the booth locations shall be removed by the Harvest
Festival Committee immediately following the event.
19. The project shall comply with the most recent edition of the Codes as adopted by
the City of Arroyo Grande. Specifically, all temporary-wiring provisions of the
California Electrical Code must be met.
FIVE CITIES FIRE AUTHORITY CONDITIONS:
20. Emergency access must be maintained to the satisfaction of the Fire Chief.
21. 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.
22. The use of generators must be reviewed and approved by the Fire Chief.
23. 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.
24. Per the approval of the Fire Chief, there will be medical service dedicated to the
event.
25.All fire lanes must be posted and enforced in accordance with Police Department
and Five Cities Fire Authority guidelines. Fire lanes and access must be
approved by the Fire Chief.
26. 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.
27. 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.
28. The Harvest Festival Committee will coordinate and be responsible for costs
associated with San Luis Ambulance to provide standby personnel and
equipment for Bike Medic and golf cart transport for the entire duration of the
Festival.
Item 8.e. - Page 11
Directions sign
Road Closed
Detour Ahead
Legend
~ ---Parade Staging
Parade Route
Road Closure
Detour Route
AV(NUC.
! # of Orange cones
~ #of "A" frame signs
>--< # of water barricades
GRANDE
ATTACHMENT 1
\.cj>t1 ~·
' ' ' ' , .. ' , ' .,,,
CITY OF ARROYO GRANDE
ARROYO GRANDE
HARVEST FESTIVAL PARADE
ROAD CLOSURE PLAN
ACfUtCNCC HO
-"'-
Item 8.e. - Page 12