CC 2017-10-10_09j TUP Halloween in the Village
MEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT
BY: MATTHEW DOWNING, PLANNING MANAGER
SUBJECT: CONSIDERATION OF TEMPORARY USE PERMIT CASE NO. 17-015;
AUTHORIZING “HALLOWEEN IN THE VILLAGE” ON TUESDAY,
OCTOBER 31, 2017 AND DIRECTING STAFF TO IMPLEMENT
RELATED SAFETY MEASURES INCLUDING NO PARKING ZONES,
STREET CLOSURES AND WARNING DEVICES
DATE: OCTOBER 10, 2017
SUMMARY OF ACTION:
Approval of the Temporary Use Permit will authorize Halloween in the Village and direct
staff to implement safety measures, including closure of East and West Branch Streets
between Traffic Way and Mason Street, establish no parking zones, and detour
automobile traffic on Tuesday, October 31, 2017.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Direct equipment and staffing costs to facilitate the safety measures is estimated at
$4,735. This includes $2,035 from Public Works estimated as follows:
- $1,450 for Public Works staff time and materials;
- $200 for water barricade rentals; and
- $385 for contractor to fill water barricades.
The remaining $2,700 includes Police Department staff time and materials costs. The
total financial impact does not account for time and materials from Community
Development Department staff that assist with the event, as that fluctuates year-to-year.
This total cost is consistent with last year’s event. The City typically cosponsors this and
other community events by providing labor and equipment.
RECOMMENDATION:
It is recommended the City Council adopt a Resolution approving Temporary Use
Permit 17-015.
BACKGROUND:
Halloween in the Village consists of a voluntary closure or limitation of services by the
majority of East and West Branch Street businesses in the Village on October 31st to
Item 9.j. - Page 1
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT 17-015
OCTOBER 10, 2017
PAGE 2
allow merchants an opportunity to pass out candy to children in a safe daytime
environment. This loosely organized tradition has occurred for at least 16 years and has
been informally promoted through the Village Improvement Association (VIA). Although
the event is not advertised outside of the City, attendance has steadily increased with
an estimated 2,500 children participating in the last few years. To staff’s knowledge,
there has never been an injury or incident. This is the sixth year East and West Branch
Streets are to be closed for the event. No issues related to this closure have been
communicated or identified.
ANALYSIS OF ISSUES:
The purpose of the Temporary Use Permit, which authorizes street closures and
imposes safety measures and conditions, is to increase pedestrian safety by reducing
pedestrian and vehicle interaction related to the crowds of children and parents who
congregate and circulate on both sides of the four-block core of the Village during the
event. Prior to implementing the street closure, large numbers of participants filled the
sidewalks at many points and crossed at uncontrolled intersections with the help of
crossing guards. Full street closure and safety measures were successfully
implemented over the last six (6) years with no incidents observed or reported. Five (5)
years ago, the applicant proposed increasing the period of street closure and no parking
between the hours of 2:00 pm to 6:00 pm due to further increases in the number of
participants and time necessary to clear vehicles from the streets.
It is recommended the closure of West and East Branch Street from Traffic Way to
Mason Street, including the placement of “No Parking” signs mounted on delineators 48
hours in advance of the event on West and East Branch Streets; a small section of “No
Parking” signs at the corner of Mason Street and Nelson Street (to allow turning
movement for commercial trucks); closure of intersections or major driveways onto East
and West Branch Street, including Bridge Street, Short Street, the Car Corral, and
Nevada Street; and implementation of a detour which routes automobile and truck traffic
onto Traffic Way, Nelson Street and Mason Street and delineating a widened turning
lane on East Branch Street at Mason Street for commercial trucks.
Due to recent drought conditions of previous years, investigation continues into
alternative methods of safely closing Branch Street. It has been determined that for
such a limited event there is an opportunity to utilize various City vehicles to safely close
side streets; however, at this time, the closure of West and East Branch Street will
remain a hard closure utilizing non potable water barricades.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt the attached Resolution approving Temporary Use Permit 17-015;
2. Do not adopt a Resolution; or
3. Provide direction to staff.
Item 9.j. - Page 2
CITY COUNCIL
CONSIDERATION OF TEMPORARY USE PERMIT 17-015
OCTOBER 10, 2017
PAGE 3
ADVANTAGES:
Full street closure provides a safer environment for participating children and allows
children to safely cross the street at any location, thus helping the event to operate
more efficiently. This option does improve safety at uncontrolled intersections as
compared with the use of private crossing guards and decreases the number of police
officers and crossing guards needed.
DISADVANTAGES:
“No Parking” restrictions and the closure of sections of Branch Street will have an
impact on traffic congestion and parking. Motorists not familiar with the event will have
to use detours to get to their destinations, which may increase travel time. Additionally,
the cost to the City to cosponsor the event is absorbed by individual Department
budgets, as specific funds for special events have not been set aside in years past.
ENVIRONMENTAL REVIEW:
In accordance with the California Environmental Quality Act (CEQA), it has been
determined that this project is categorically exempt per Section 15304(e) of the CEQA
Guidelines regarding minor temporary uses of land.
PUBLIC NOTIFICATION AND COMMENTS:
A condition of approval has been developed, which will require the applicant to notify
property owners and businesses located within the area of street closures and/or
restricted parking.
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachment
1. Event map
Item 9.j. - Page 3
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING TEMPORARY USE PERMIT
CASE NO. 17-015 AUTHORIZING “HALLOWEEN IN THE
VILLAGE” ON TUESDAY, OCTOBER 31, 2017 AND DIRECTING
STAFF TO IMPLEMENT RELATED SAFETY MEASURES
INCLUDING NO PARKING ZONES AND STREET CLOSURES
WHEREAS, the Arroyo Grande Village Improvement Association (VIA), acting as a coordinator
for individual merchants, applied for a Temporary Use Permit for the Halloween in the Village
event which, amongst other things, helped establish conditions to ensure the safety of the
children who will be visiting various Village businesses; and
WHEREAS, the implementation of safety measures including no parking zones and street
closures will help to facilitate a safe Halloween for all individuals participating in the event and
traveling through the Village area; and
WHEREAS, the Arroyo Grande Municipal Code (AGMC) provides for the issuance of
Temporary Use Permits for events such as “Halloween in the Village”, AGMC Section 10.16.050
authorizes the City Council to restrict parking on any street, and California Vehicle Code Section
21101(e) authorizes the closure of streets for parades and local special events.
WHEREAS, the City Council finds, after due study, the following circumstances exist:
FINDINGS FOR APPROVAL – TEMPORARY USE PERMIT
1. The operation of the requested use at the locations proposed and within the time period
specified will not jeopardize, endanger, or otherwise constitute a menace to the public
health, safety or general welfare due to the use of traffic safety equipment and dedicated
local law enforcement personnel.
2. The City streets to be used are adequate in size and shape to accommodate the trick-or-
treat event without material detriment to the use and enjoyment of other properties located
adjacent to and in the vicinity of the Event.
3. The proposed site is adequately served by streets or highways having sufficient width and
improvements to accommodate the kind and quantity of traffic that the Event will or could
reasonably be expected to generate.
4. Adequate temporary parking to accommodate vehicular traffic to be generated by the Event
is available throughout the City.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande does
hereby approve Temporary Use Permit 17-015 authorizing the following actions, with the above
Item 9.j. - Page 4
RESOLUTION NO.
PAGE 2
findings and subject to the conditions as set forth in Exhibit "A", attached hereto and
incorporated herein by this reference:
1. The establishment of a “No Parking” zone on East and West Branch Streets between
Traffic Way and Mason Street between the hours of 2:00PM and 6:00PM;
2. “No Parking” at the corner of Mason Street and Nelson Street (to allow turning movement
for commercial trucks) between the hours of 2:00PM and 6:00PM;
3. The closure of West and East Branch Street from Traffic Way to Mason Street between
the hours of 2:00PM and 6:00PM;
4. The closure of intersections or major driveways onto East and West Branch Street
including Bridge Street, Short Street, the Car Corral, and Nevada Street between the
hours of 2:00PM and 6:00PM;
5. The implementation of a detour which routes automobile and truck traffic onto Traffic Way,
Nelson Street and Mason Street and delineating a widened turning lane on East Branch
Street at Mason Street for commercial trucks between the hours of 2:00PM and 6:00PM.
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 10th day of October, 2017.
Item 9.j. - Page 5
RESOLUTION NO.
PAGE 3
______________________________________
JIM HILL, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
______________________________________
JAMES A. BERGMAN, CITY MANAGER
APPROVED AS TO FORM:
______________________________________
HEATHER K. WHITHAM, CITY ATTORNEY
Item 9.j. - Page 6
RESOLUTION NO.
PAGE 4
EXHIBIT "A"
CONDITIONS OF APPROVAL FOR
TEMPORARY USE PERMIT NO. 17-015
GENERAL CONDITIONS:
1. This Temporary Use Permit authorizes “Halloween in the Village” and directs staff to
implement related safety measures including no parking zones and street closures on
Tuesday, October 31, 2017.
2. The applicant shall ascertain and comply with all State, County and City requirements
as are applicable to this project.
3. The event shall occur in substantial conformance with the application and plans on file in
the Community Development Department.
4. The applicant shall comply with all of the Conditions of Approval for Temporary Use
Permit 17-015.
5. The applicant shall agree to indemnify and defend at his/her sole expense any action
brought against the City, its agents, officers, or employees because of the issuance of
said 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.
6. The applicant shall notify all affected businesses and residents of street closures and
parking restrictions at least 48 hours prior to the event.
7. The applicant shall clean up all debris associated with the event to the satisfaction of
the Public Works Director.
8. Traffic detouring shall be coordinated with the Police Department.
9. The Public Works Department shall be responsible for ordering and directing the setup
of all traffic control equipment through a private purveyor.
10. The applicant 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 the insurance shall be submitted to the Director of Legislative and Information
Services ten (10) days before the event.
11. Vehicles associated with the costume contest shall be permitted onto Branch Street,
when determined safe, to allow setup of that portion of the event.
Item 9.j. - Page 7
ATTACHMENT 1Item 9.j. - Page 8