08f Strawberry FestivalMEMORANDUM
TO: CITYCOUNCIL
FROM:
/&
TERESA MCCLISH,~IRECTOR OF COMMUNITY DEVELOPMENT
BY: MATTHEW DOWNING, PLANNING INTERN
SUBJECT: CONSIDERATION OF AUTHORIZATION TO USE ClTY PROPERTY
AND CLOSE ClTY STREETS FOR THE ANNUAL ARROYO GRANDE
STRAWBERRY FESTIVAL AND STAMPEDE ON MAY 26 AND 27,2012
TEMPORARY USE PERMIT NO. 12-001
DATE: FEBRUARY 14,2012
RECOMMENDATION:
It is recommended the City Council adopt a Resolution authorizing the use of City
property and closure of City streets for the annual Arroyo Grande Strawberry Festival
and Stampede on May 26 and 27,2012.
FINANCIAL IMPACT:
There is no direct funding impact as a result of this event. Event organizers are required
to reimburse the City for the costs of police, fire, maintenance and other City services
used to conduct this event.
BACKGROUND:
The Strawberry Festival is an annual arts and crafts event hosted by the Arroyo Grande
Village Improvement Association (AGVIA). This year marks the 29" consecutive
Strawberry Festival. The Strawberry Stampede is a runlwalk held in conjunction with the
Strawberry Festival and hosted by the Kiwanis Club of Greater Pismo Beach. This year
marks the 26'h running of the Stampede. A Temporary Use Permit approved by the City
Council is required due to the use of City property and to authorize the closure of City
streets.
ANALYSIS OF ISSLIES:
The Strawberry Festival and the Strawberry Stampede remain unchanged from last
year. Vendor's tents and merchandise will be removed on Saturday evening and
assembled again on Sunday morning. In order to operate the Strawberry Festival, the
AGVIA has requested street closures and the use of City property as follows:
1. The closure of East and West Branch Street from Traffic Way to Mason Street
from 6 am to 7 pm on Saturday, May 26'h and 6 am to 6 pm on Sunday, May 27th.
Agenda Item 8.f.
Page 1
ClN COUNCIL
CONSIDERATION OF AUTHORIZATION TO USE ClN PROPERN AND CLOSE
ClN STREETS FOR THE ANNUAL ARROYO GRANDE STRAWBERRY FESTIVAL
ON MAY 26 AND 27,2012
20F3
2. The closure of Short Street from East Branch Street to Olohan Alley from 5 pm
Friday, May 2sth until 6 pm, Sunday, May 27th.
3. The closure of Bridge Street from Branch Street to Traffic Way from 6 am
Saturday, May 26th until 6 pm, Sunday, May 27th.
4. -The closure of Nelson Street from Mason Street to Traffic Way on from 6 am
Saturday, May 26th to 6 pm Sunday, May 27th.
5. The use of parking lots along Olohan Alley from Mason Street to Bridge Street,
including old City Hall, from 5 pm Friday, May 2sth through 6 pm Sunday, May
27th.
6. The use of the Car Corral from 10 pm Friday, May 2sth to 6 pm, Sunday May
28th.
7. The use of the parking area from the Car Corral to and including the Brisco
parking lot and the Le Point Street parking lot from 10 pm Friday, May 2sth to 6
pm Sunday, May 27th.
8. The use of lawns at Heritage Square from 4 pm Friday, May 25" until 6 pm
Sunday, May 27th.
9. 'The use of the Hart-Collette Park between Bridge Street and Traffic Way from 6
am Saturday, May 26th to 6 pm on Sunday, May 27th.
10.The use of the five-acre lot next to the Woman's Club on West Branch Street for
shuttle bus parking on Saturday, May 26th and Sunday, May ~7~~.
11 .'The use of the dirt lot at Rodeo Drive and West Branch Street from 6 am
Saturday, May 26th to 6 pm Sunday, May 27th.
12.The use of the City Hall parking lot at 300 E. Branch Street from 6 am Saturday,
May 26th to 6 pm Sunday, May 27th.
13. In addition, to effectively operate the Strawberry Stampede, the Kiwanis Club of
Greater Pismo Beach has requested the closure of Branch Mill Road between
East Cherry Street and the City limit line to through traffic from 8:00 am to 9:30
am on Sunday May 27th, 2012.
Agenda Item 8.f.
Page 2
ClTY COUNCIL
CONSIDERATION OF AUTHORIZATION TO USE ClTY PROPERTY AND CLOSE
ClTY STREETS FOR 'THE ANNUAL ARROYO GRANDE STRAWBERRY FESTIVAL
ON MAY 26 AND 27,2012
3 OF 3
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
- Adopt the attached Resolution;
- Modify as appropriate and adopt the attached Resolution; - Do not adopt the attached Resolution;
- Provide direction to staff.
ADVANTAGES:
The event draws thousands of visitors to the City and serves as an important
fundraising opportunity for the AGVIA. The Strawberry Stampede is a fundraising event
for the Kiwanis Club of Greater Pismo Beach with proceeds supporting youth activities
in the South County.
DISADVANTAGES:
The Strawberry Festival requires the closure of City streets for up to 36 hours, which
can be inconvenient to citizens and visitors.
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 use of land. If
the Council does not think that this determination is appropriate, project approval shall
not be considered.
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. In addition, the Agenda was posted in front of City Hall on Thursday,
February 9, 2012. The Agenda and report were posted on the City's website on Friday,
February 10, 2012. No public comments were received. A condition of approval also is
included in the Resolution requiring the event organizers to mail or hand deliver
notification of street closure to all affected Village residents one week before the event.
A second condition of approval requires the event organizers place an advertisement in
the Five Cities Times-Press Recorder prior to the event to advise the public of street
closures.
Agenda Item 8.f.
Page 3
RESOLUTION NO.
A RESOLUTION OF THE ClTY COLlNClL OF THE ClTY OF
ARROYO GRANDE AUTHORIZING THE USE OF ClTY PROPERTY
ANDCLOSUREOFCITYSTREETSFORTHE ANNUALARROYO
GRANDE STRAWBERRY FESTIVAL AND STAMPEDE ON MAY 26
AND 27,2012; TEMPORARY USE PERMIT NO. 12-001 ,
WHEREAS, the Arroyo Grande Village lmprovement Association (AGVIA), organizers of the
Strawberry Festival, 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:
and
WHEREAS, in co~junction with the AGVIA, the Kiwanis Club of Greater Pismo Beach,
organizers of the Strawberry Stampede, have requested closure of certain City streets and the
use of City property as outlined below, for the purpose of a runlwalk.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande that
the Arroyo Grande Village lmprovement Association is hereby granted the use of certain City
streets and property as follows:
Strawberry Festival - Saturday & Sunday, May 26 & 27,2012
1. The closure of East and West Branch Street from Traffic Way to Mason Street from 6
am to 7 pm on Saturday, May 26'h and 6 am to 6 pm on Sunday, May 27th.
2. The closure of Short Street from East Branch Street to Olohan Alley from 5 pm Friday,
May 25th until 6 pm, Sunday, May 27th.
3. The closure of Bridge Street from Branch Street to Traffic Way from 6 am Saturday,
May 26'h until 6 pm, Sunday, May 27'h.
4. The closure of Nelson Street from Mason Street to Traffic Way on from 6 am Saturday,
May 26'h to 6 pm Sunday, May 27th.
5. The use of parking lots along Olohan Alley from Mason Street to Bridge Street,
including old City Hall, from 5 pm Friday, May 25th through 6 pm Sunday, May 27th.
6. The use of the Car Corral from 10 pm Friday, May 25th to 6 pm, Sunday May 28'h.
Agenda Item 8.f.
Page 4
RESOLUTION NO.
PAGE 2
7. The use of the parking area from $the Car Corral to and including the Brisco parking lot
and the Le Point Street parking lot from 10 pm Friday, May 25th to 6 pm Sunday, May
27th.
8. The use of lawns at Heritage Square from 4 pm Friday, May 25th until 6 pm Sunday,
May 27th.
9. The use of the Hart-Collette Park between Bridge Street and Traffic Way from 6 am
Saturday, May 26th to 6 pm on Sunday, May 27th.
10.The use of the five-acre lot next to the, Woman's Club on West Branch Street for
shuttle bus parking on Saturday, May 26th and Sunday, May 27th.
11.'rhe use of the dirt lot at Rodeo Drive and West Branch Street from 6 am Saturday,
May 26th to 6 pm Sunday, May 27th.
12.The use of the City Hall parking lot at the 300 E. Branch Street from 6 am Saturday,
May 26th to 6 pm Sunday, May 27th.
13. Branch Mill Road between East Cherry Street and the City limit line will be closed to
through traffic from 8:00 am to 9:30 am on Sunday, May 27, 2012 for the running of
the Strawberry Stampede.
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 14' day of February 2012.
Agenda Item 8.f.
Page 5
RESOLUTION NO.
PAGE 3
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
Agenda Item 8.f.
Page 6
RESOLUTION NO.
PAGE 4
EXHIBIT "A"
CONDITIONS OF APPROVAL FOR
TEMPORARY USE PERMIT NO. 12-001
This approval authorizes the use of City property and the closure of City streets for the
annual Arroyo Grande Strawberry Festival and the annual Strawberry Stampede on May 26
and 27,2012.
General Conditions
1. The Arroyo Grande Village Improvement Association (AGVIA) 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 AGVlA shall cor~iply with all the conditions of the City Council Resolution adopted
on February 14,2012.
4. The AGVlA shall agree to defend, indemnify and hold the City harmless, at hisfherfits
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 AGVlA 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 AGVlA of hisfher obligations under this condition.
Recreation and Maintenance Services Department Conditions
5. The AGVlA is responsible for providing trash bags and restroom supplies for the
festival. Any supplies the Recreation and Maintenance Services Department may need
to provide must be reimbursed by the AGVIA.
6. The AGVlA shall have an individual designated to periodically inspect the restrooms
and areas around food vendors and waste containers. That individual shall be
responsible for maintaining the cleanliness of these areas and gathering and disposing
of all debris.
7. The AGVlA shall reimburse the City for electrical costs associated with special events.
Specifically, costs for the outlets by the gazebo, Rotary Bandstand, Bridge Street,
Olohan Alley, and behind former City Hall shall be reimbursed.
8. The AGVlA shall reimburse the City for the costs of any Recreation and Maintenance
staff services required for this event, including, but not limited to, restroom
maintenance, trash, etc.
9. The AGVlA shall remove any tape placed on streets and parking areas after the event.
Enaineerinq Division Conditions
10. Restroom facilities, barricades, signing and detour routes shall be provided by the
AGVlA as required.
11. The AGVlA shall place an advertisement in the Five Cities Times-Press Recorder just
prior to the event to advise residents of street closures.
Agenda Item 8.f.
Page 7
RESOLUTION NO.
PAGE 5
12. The AGVlA shall provide a $1,000,000.00 insurance policy naming the City as
additional insured.
13. The AGVlA shall reimburse the City for the costs of Engineering Division services and
any other City services required for this event.
Building and Life Safetv Division Conditions
14. All food booths (cooking) must comply with the Fire Department guidelines, and must
have County Health Department approval. The AGVlA will inform booth applicants of
Fire Department guidelines, and will ensure total compliance of booth operators. The
AGVlA will not allow non-compliant booths to operate.
15. The project shall comply wi,th 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.
16. The Building and Life Safety Division must inspect all food booths, generators and
temporary electrical service prior to the opening of the event. In lieu of requiring a
building permit for temporary electrical service, The AGVlA will collect a fee of $1 5 per
every booth utilizing an electrical connection. This fee will be itemized by booth
number and submitted to the Building and Life Safety Division within 15 days of the
end of the Festival.
17. Emergency access must be maintained to the satisfaction of the Building Official and
Fire Chief. A detailed chart or map will be provided to Building and Life Safety Division
and Fire Department for approval prior to the event, showing placement of all booths,
to include actudl dimensions of access pathways for fire apparatus and emergency
vehicles.
18. Per the approval of the Fire Chief, there will be ambulance service dedicated to the
event.
19. The use of generators must be reviewed and approved by the Building Official.
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 AGVlA shall identify an individual to act as liaison with the Fire Department for the
purpose of maintaining life and safety.
22. Prior to opening the event, the fire access road shall be posted. AGVlA shall provide
continuous enforcement of the fire access road during the event.
23. The AGVlA will coordinate with and be responsible for costs associated with San Luis
Ambulance to provide standby personnel and equipment for Bike Medic and golf cart
transport for entire duration of Festival.
24. The AGVlA shall pay the Fire Department for members and equipment assigned to the
event.
Police Department Conditions
25. The AGVlA shall pay Police Department costs for officers assigned to the event.
26. All temporary "No Parking" signs shall be posted a minimum of 24 hours prior to event
setup (by 6:00 am, Friday, May 25, 201 2).
Agenda Item 8.f.
Page 8
RESOLLITION NO.
PAGE 6
. 27: A minimum of four (4) private "licensed" security personnel will be provided by the
AGVIA. The AGVlA 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
Minimum required security is one (1) officer stationed at Nelson & Bridge Street, two
(2) officers assigned to the Swinging Bridge, and one (1) officer for patrol throughout
the evening hours on Saturday, May 26, 2012.
28. Failure to provide private licensed security will result in AGPD Officers being assigned
with expenses billed to the AGVIA.
29. 'The AGVlA shall provide and place all barricades, signs, and arrow boards.
30. The AGVlA shall replace all delineators that are stolen, misplaced, or vandalized.
Special Conditions
31. Notification of all streets subject to closure must be posted a minimum of 24 hours
prior to closure, stating the dates and times of closures.
32. The AGVlA shall distribute State Board of Equalization forms to all vendors to report
the sales. tax collected during the Festival, and shall notify them that a list of vendors
will be supplied to the City to verify payment of sales tax.
33. The AGVlA shall provide to the City's Administrative Services Department a list of all
vendors participating in the festival. The list will be used to verify that sales tax was
collected and reported as earned in Arroyo Grande.
34. 'The AGVlA and the Kiwanis Club of Greater Pismo Beach shall mail or hand deliver
notification of street closure to all affected residents one week before the event.
35. -There shall be no parking on the north side of Poole Street and Allen Street from
Mason Street to Traffic Way through Saturday, May 26th and Sunday, May 27".
Agenda Item 8.f.
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Agenda Item 8.f.
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