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08.g. Car Club Show and CruIseMEMORANDUM TO: ClTY COUNCIL aV FROM: TERESA MCCLISH; DIRECTOR OF COMMUNITY DEVELOPMENT Ah3 BY: MATTHEW DOWNING, PLANNING INTERN SUBJECT: CONSIDERATION OF TEMPORARY USE PERMIT NO. 12-005 TO AUTHORIZE 'THE USE OF ClTY PROPERTY AND THE CLOSURE OF ClTY STREETS FOR THE 23rd ANNUAL ARROYO VALLEY CAR CLUB CRUISE NIGHT ON JULY 27, 2012 AND CAR SHOW ON JULY 28, 201 2 DATE: APRIL 24,2012 RECOMMENDATION: It is recommended the City Council consider the request from the Arroyo Valley Car Club and adopt a Resolution authorizing the use of City property, the closure of City streets, and the waiver of application fees for the Annual Arroyo Valley People's Choice Cruise Night on July 27, 2012 and Car Show on July 28, 2012. FINANCIAL IMPACT: Total costs associated with the Cruise Night and Car Show is approximately $3,000 for additional Police Department personnel and delivery of traffic control devices, signs and trashcans by Recreation and Maintenance Services personnel. As was done last year, staff recommends the applicant be responsible for $500. Therefore, the cost impact to the City is $2,500, which represents an increase of approximately $1,000. The cost associated with the Temporary Use Permit application ($1 52) has traditionally been waived and the waiver of the fee is again recommended. Fees for the car show have traditionally been waived since it is a community event and all proceeds go to the community. The Cruise Night was previously subsidized by the Redevelopment Agency since it is a promotional event for East Grand Avenue. With the absence of the Redevelopment Agency, the event applicant has been requested to pay a portion of the costs the past two years. 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 Cruise Night and Car Show. Agenda Item 8.g. Page 1 ClTY COUNCIL CONSIDERATION OF TEMPORARY USE PERMIT NO. 12-005 TO AUTHORIZE THE USE OF ClTY PROPERTY AND TO CLOSE ClTY STREETS FOR THE ANNUAL ARROYO VALLEY PEOPLE'S CHOICE CRUISE NIGHT ON JULY 27,2012 AND CAR SHOW ON JULY 28,2012 APRIL 24, 2012 PAGE 2 The following areas are proposed to be used for the event: Cruise Night - July 27: Closure of East Grand Avenue between Courtland and Alder Streets between 6:00 pm and 8:30 pm. Cruise Night - July 27: Closure of Sunset Avenue between Alder and Elm Streets between 6:00 pm and 8:30 pm Car Show - July 28: Closure and use of Branch and Bridge Streets, Olohan Alley and surrounding areas between 5:00 am and 5:00 pm. The Staff Advisory Committee has 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: Cruise Niqht The Cruise Night consists of the closure of East Grand Avenue between Courtland and Alder Streets and closure of Sunset Avenue between Alder and Elm Streets between 6:00 pm and 8:30 pm on Friday, July 27, 2012. At this event, cars participating in the next day's Car Show will "cruise" a portion of East Grand Avenue in a loop pattern. The recommended detour route (see 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 Farroll; West on Farroll 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 Cruise Night was well attended. Feedback from local merchants appeared to be positive. Added events hosted by the 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. Agenda Item 8.g. Page 2 ClTY COUNCIL CONSIDERATION OF 'TEMPORARY USE PERMIT NO. 12-005 TO AUTHORIZE THE USE OF ClTY PROPERTY AND TO CLOSE ClTY STREETS FOR THE ANNUAL ARROYO VALLEY PEOPLE'S CHOICE CRLllSE NIGHT ON JULY 27,2012 AND CAR SHOW ON JULY 28,2012 APRIL 24,2012 PAGE 3 Car Show The Car Show is proposed to utilize West and East Branch Streets from Traffic Way to Mason Street; 6ridge Street from Branch Street to Nelson Street; Olohan Alley from Bridge Street to Short Street; Nevada Street at Branch Street; the Car Corral; Short Street between Branch Street and Olohan Alley from 5:00 am until 5:00 pm on Saturday, July 28, 2012. Additionally, it is being requested that Nelson Street be closed between Bridge and Short Streets for the purpose of creating a registration area for the car show from 5:00 am until 9:00 am (see Attachment 2). There was uncertainty during last year's event as to whether or not Branch Street was to be closed for the event, resulting in confusion amongst business owners in the Village and City staff. For this year's event, Community Development Department staff has discussed proposed street closures with the Arroyo Valley Car Club representatives to ensure proposed road closures indicated in the attached Resolution are correct. Due to the size and location of the Car Show, 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 illegal alcohol consumption to a minimum. ADVANTAGES: City staff believes that the annual Car Show and Cruise Night has been a successful event 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. 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 Cruise Night and in the Village during the Car Show. To mitigate these potential negative impacts during the Cruise Night, 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 Cruise Night vehicles will be circulated in a loop pattern and in the Village residential areas adjacent to the Car Show. ALTERNATIVES: The following alternatives are presented for Council consideration: Agenda Item 8.g. Page 3 ClTY COUNCIL CONSIDERATION OF TEMPORARY USE PERMIT NO. 12-005 TO AUTHORIZE THE USE OF ClTY PROPERTY AND TO CLOSE ClTY STREETS FOR THE ANNUAL ARROYO VALLEY PEOPLE'S CHOICE CRUISE NIGHT ON JULY 27,2012 AND CAR SHOW ON JULY 28,2012 APRIL 24,2012 PAGE 4 - Adopt the attached Resolution approving the Cruise Night and Car Show and authorizing the waiver of fees for the Temporary Use Permit application; - Modify and adopt the attached Resolution approving the Cruise Night and Car Show and authorizing the waiver of fees for the Temporary Use Permit application; - Do not adopt the attached Resolution, take tentative action to deny the Temporary Use Permit, and direct staff to return with an appropriate Resolution; - Do not adopt the attached Resolution and take tentative action to deny the Temporary Use Permit without further direction to staff; - 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 from the Car Club and the East Grand Avenue Merchants group will visit merchants on East Grand Avenue to disseminate information about the Cruise Night including the date, time and route of the event. Representatives from the Car Club and the East Grand Avenue Merchants group 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. The Agenda was posted in front of City Hall on Thursday, April 19, 2012. The Agenda and staff report were posted on the City's website on Friday, April 20, 2012. Attachments: 1. Cruise Night detour and activity area map 2. Car Show map Agenda Item 8.g. Page 4 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING TEMPORARY USE PERMIT 12- 005; AUTHORIZING THE USE OF CITY PROPERTY AND THE CLOSURE OF CITY STREETS FOR THE 23RD ANNUAL ARROYO VALLEY CAR CLUB CRUISE NIGHT ON JULY 27,2012 AND CAR SHOW ON JULY 28,2012 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 Show and Cruise Night event to be held on July 27th and 28th, 2012; and WHEREAS, members of the Arroyo Valley Car Club will be responsible for traffic control and cleanup; and WHEREAS, the cruise event and car show are expected to benefit both the East Grand Avenue business corridor and the Village commercial area and provide both residents and visitors with entertainment and recreation. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande hereby approves Terr~porary Use Permit 12-005, authorizing the waiver of application fees and the use of certain Clty streets and property as follows, subject to the conditions set forth in Exhibit "A, attached hereto and incorporated herein by this reference: 1. East Grand Avenue between Courtland and Alder Streets shall be closed from 6:00 pm to 8:30 pm on Friday, July 27th, 2012. 2. Sunset Avenue between Alder Street and Elm Street shall be closed from 6:00 pm to 8:30 pm on Friday, July 27th, 2012. 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. Closure of East and West Branch Street from Traffic Way to Mason Street; Bridge Street from Branch Street to Nelson Street; Olohan Alley from Agenda Item 8.g. Page 5 RESOLUTION NO. PAGE 2 Bridge Street to Short Street; Nevada Street at Branch Street; the Car Corral; Short Street between East Branch and Olohan Alley from 5:00 am to 5:00 pm; and the use of Nelson Street between Bridge Street and Short Street for registration from 5:00 am to 9:00 am. 5. That the Arroyo Valley Car Club will adhere to certain requirements and conditions set forth by the Community Development, Streets, Police, Recreation and Maintenance Services, Building and Life Safety, and Fire Departments regarding security and traffic control and all other applicable conditions of a Temporary Use Permit to be issued by the City as set forth in Exhibit "A". 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 24th day of April, 2012. Agenda Item 8.g. Page 6 RESOLUTION NO. PAGE 3 TONY FERRARA, MAYOR ATTEST: KELLY WETMORE, CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY Agenda Item 8.g. Page 7 RESOLUTION NO. PAGE 4 EXHIBIT "A" CONDITIONS OF APPROVAL ARROYO VALLEY PEOPLE'S CHOICE CRUISE NIGHT AND CAR SHOW TEMPORARY USE PERMIT 12-005 FRIDAY AND SATURDAY, JULY 27 AND 28,2012 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. The applicant shall agree to defend at hislher 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 hislher obligations under this condition. 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 20, 2012. Additionally, the applicant shall inform the Arroyo Grande Village Improvement Association and the Chamber of Commerce of the car show and cruise night activities. Recreation and Maintenance Services Department Conditions 5. 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. 6. The applicant shall coordinate the placement of waste containers by Monday, July 23, 2012, with the Director of Recreation and Maintenance Services. 7. 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. Agenda Item 8.g. Page 8 RESOLUTION NO. PAGE 5 8. One week prior to the car show, the applicant shall inform the Recreation and Maintenance Services Department on the number of trashcans that will be needed for the event. Police Department Conditions 9. The applicant shall reimburse remaining Streets and Police Department expenses for traffic control and related services associated with the Car Cruise and Car Show events. 10. No throwing of candy from vehicles shall be allowed. All rules of the road shall apply to the participants of the Car Cruise and violators are subject to ejection, citation and arrest. 11. All participants, volunteers, and employees of the Car Cruise and Car Show shall wear appropriate attire at all times. 12. All volunteers and employees of the Car Cruise shall wear traffic vests at all times. Streets Division Conditions 13. 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. 14. 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. 15. The applicant shall place a notice of street closures in the Times-Press Recorder at least once during the week prior to July 27 add July 28, 2012. 16. The applicant shall coordinate with the Police, Streets, and Fire Departments with regard to the closures of streets, alleys, parking lots, and the use of City property. 17. The applicant shall clean all City streets and parking areas utilized at the conclusion of the event. Building and Life Safety Division and Fire Department Conditions 18. The applicant must comply with the Building and Life Safety Division and Fire Department guidelines. 19. Emergency access must be maintained to the satisfaction of the Fire Chief. 20. The use of generators must be reviewed and approved by the Fire Chief. Agenda Item 8.g. Page 9 RESOLUTION NO. PAGE 6 21. All fire lanes must be posted and enforced per Police and Fire Department guidelines. 22. All food booths must comply with the San Luis Obispo County and City Building and Life Safety Division and Fire Department guidelines. 23. The Building and Life Safety Division and Fire Department must inspect all food booths and generators prior to event opening. 24. 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. Agenda Item 8.g. Page 10 ATTACHMENT I East Grand Avenue Sunset Cruise Detour Routes And Activity Areas July 27,2012 6:W pm until 8:30 pm Agenda Item 8.g. Page 11 ATTACHMENT 2 Ag e n d a I t e m 8 . g . Pa g e 1 2