HomeMy WebLinkAboutItem 3a - Special Use Permit - Arcadia Street Fairooh_ 1
STAFF REPORT
Development Services Department
DATE: June 2, 2015
TO:
FROM:
Honorable Mayor and City Council
Jason Kruckeberg, Assistant City Manager /Development Services Director
SUBJECT: SPECIAL USE PERMIT NO. SUP 15 -13 TO ALLOW A PATRIOTIC
CONCERT IN THE ARCADIA TRANSIT PLAZA, AND THE DOWNTOWN
ARCADIA STREET FAIR AS A RECURRING EVENT ON FIRST
AVENUE NORTH OF HUNTINGTON DRIVE BEGINNING ON JULY 3,
2015
Recommendation: Approve
SUMMARY
Joint applications for a Special Use Permit have been filed by the Downtown Arcadia
Improvement Association (AIA) and Family Festival Productions to establish a
Downtown Arcadia Street Fair on First Avenue north of Huntington Drive. The Street
Fair would be a nighttime family event featuring a certified farmer's market, food booths,
artisan and commercial vendors, children's rides, and live music. The proposal is for the
event to run on Friday nights from 5.00 PM to 9.00 PM, with the first event proposed on
Friday, July 3, 2015. Along with this inaugural Street Fair event, the AIA is also
proposing a Patriotic Concert to be held in the Arcadia Transit Plaza (at Santa Clara
and First Avenue) during the same time period. It is recommended that the City Council
approve Special Use Permit No. SUP 15 -13, on a trial basis, subject to the conditions of
approval listed in this staff report.
BACKGROUND
Since the Downtown Arcadia Improvement Association (AIA) was established in 2012, a
primary goal has been to facilitate a more active and pedestrian - friendly Downtown.
Special events are viewed as one way to try and achieve this activity and vitality. A
Holiday Market was staged in the Downtown over the past two holiday seasons in this
same location, and the AIA has been exploring other types of events that will bring folks
to the Downtown area. One such event the AIA has been planning is a Patriotic
Concert in the Downtown. This event is planned to be held in the Arcadia Transit Plaza
on July 3 as a "kick off' to the Independence Day holiday weekend.
Special Use Permit for Downtown Arcadia Street Fair
June 2, 2015
Page 2 of 7
More recently, the AIA was approached by Dave Gayman of Family Festival
Productions, Inc., to move the weekly Monrovia Family Festival (held on Myrtle Avenue
in Monrovia) to Downtown Arcadia. Family Festival Productions, Inc., has operated the
Monrovia Street Fair for well over 20 years; however, recently, the City of Monrovia
chose a new vendor to run their event, and Family Festival Productions, Inc.
approached the AIA to move their event to Arcadia.
The City Council held a study session on May 19 to discuss these two events, in
addition to special events in general in the Downtown. Given the request to hold the
first Street Fair event on July 3, the Council voted to move forward to formally consider
these events at the June 2, 2015, meeting.
DISCUSSION
As proposed, Family Festival Productions, Inc. (FFPI) would provide a recurring Street
Fair from 5:00 PM to 9:00 PM on Friday evenings on First Avenue, between Huntington
Drive to just south of Santa Clara Avenue. The Fair would include a certified farmer's
market, food booths, artisan and commercial vendors, children's rides, and live music.
The events would be held rain or shine. First Avenue would be closed to facilitate the
Fair, starting at 3:00 PM on each event day. Streets would re -open at midnight on event
nights. Closures include, among other things, placement of traffic control devices, road
closure signage, and blocking of left turns from Huntington Drive. The Arcadia Police
and Fire Departments also recommend closing Wheeler Avenue given the inherent
safety concerns of having cross traffic through the middle of a Street Fair event.
However, given the unique configuration of Wheeler Avenue in this area, and the limited
options for access and egress to businesses to the east of First Avenue, alternative
routes and options will be explored between FFPI and the Police and Fire Departments.
The street closure is proposed to end at the driveway of the Avis business on First
Avenue (112 N. First Avenue). Driveways to businesses on the east side of First
Avenue that do not have secondary access will remain open (112 and 124 N. First
Avenue). Additionally, notices of the proposed event and pending closures have been
circulated throughout the Downtown.
FFPI will be responsible for all equipment and personnel to run the Street Fair, including
all security and logistics staffing, street closure equipment and signage, generators and
power equipment, and restroom trailers that are handicap accessible per applicable
Health Code requirements. FFPI will also be responsible for all vendors, including
ensuring that all vendors have the appropriate Health Department certifications,
business licenses, and event insurance, including commercial liability and commercial
vehicle coverage. In addition, FFPI and the AIA will form a committee to oversee
vendors and ensure that they meet the quality expected by the AIA and the City.
Special Use Permit for Downtown Arcadia Street Fair
June 2, 2015
Page 3 of 7
Along with the first proposed night of the Street Fair on July 3, the AIA is also proposing
a Patriotic Concert be held in the Arcadia Transit Plaza. A smaller event, the concert
will be contained to the existing Transit Plaza space at the corner of Santa Clara
Avenue and First Avenue. The event will make use of the stage and public spaces to
provide food, music, and a seating area. The time of this event is proposed to be from
5:00 PM to 10:00 PM. Although the events will likely be promoted together, functionally
they will be separated by Santa Clara Avenue, which will remain open to vehicular traffic
throughout the events. Patrons will utilize the crosswalks at First and Santa Clara
Avenue to access the Transit Plaza and to flow between the two events. Parking for
both events will be available in City lots and on City streets. Directional signage will be
provided in the City parking lot and in various areas surrounding the two events to guide
both drivers and pedestrians. Signage is being coordinated along with the City's
Engineering Division, and final placement of such signage will be at Engineering's
discretion. The patriotic concert will be held on July 3 only, and will not be held along
with the Street Fair following that date.
Because this is a new event for Downtown Arcadia, and the true impacts and benefits
will not be known until the event has been in effect for a number of months, this
approval will be subject to a review period. The joint applicants have requested a six (6)
month "trial" period. This seems a reasonable time period to ensure that: 1)
neighboring businesses are not being negatively impacted, 2) the event is having a
positive impact on Downtown Arcadia, 3) vendors are of a quality that meets the
expectation of the City and AIA, and 4) the event is a safe and family - friendly recurring
event.
The event description and preliminary site plans for both events have been routed to all
relevant City Departments for comments and conditions. The Fire Department and
Police Department have added requirements that are included below. The Police
Department is requiring that two officers be assigned to the event to maintain crowd
control, oversee traffic control, assist with security, and ensure that the event is safe
and orderly.
The following Conditions of Approval are recommended:
1. A final site plan depicting vendors and equipment shall be provided for review no
later than one week prior to the first event (June 26, 2015). This site plan is subject
to review by all City Departments.
2. Any signs or banners to be posted on City streets, parking lots, or private property,
other than the signs on the trucks and tents, shall be subject to review and approval
by the Development Services Director or designee. If a sign has been installed
without approval or is otherwise prohibited, the sign may be immediately removed
by City personnel.
3. Two (2) officers from the Arcadia Police Department will be required to staff the
events.
Special Use Permit for Downtown Arcadia Street Fair
June 2, 2015
Page 4 of 7
4. The event operator and related independent contractors and vendors shall obtain
business licenses from the City's Business License Officer or designee prior to the
first event on July 3, 2015.
5. A committee shall be established to review vendors, booths, and attractions at the
Street Fair. This committee shall meet periodically to review the quality and quantity
of the vendors, and all decisions of the committee shall be provided to the City of
Arcadia. The City shall have the right to make modifications to the vendor list at any
time.
6. The following requirements of the Arcadia Fire Department shall be met to the
satisfaction of the City's Fire Marshal or designee:
a. Tents over 400 square feet and canopies over 700 square feet shall require a
permit and inspection.
b. The location of tables or displays shall not obstruct or block means of egress
from adjacent buildings.
c. The use of any candles or open flames shall be indicated on the final site plan
reviewed by the Fire Department.
d. The use of torches or hot works, such as jewelry repair, is subject to Fire
Department approval and requires a separate permit.
e. A Class K fire extinguisher shall be provided within 30 feet of all cooking
appliances.
f. Generators and other internal combustion power sources shall be isolated from
contact with the public by fencing, enclosure, or other approved means. A
minimum 2A:10BC fire extinguisher shall be provided within 30 feet of
generators.
7. All electrical installations, including generators, lighting, and audio equipment shall
obtain proper permits and are subject to approval by the City's Building Official or
designee.
8. Accessible paths -of- travel are required from all accessible parking spaces to the
events. A site plan that shows the location and number of accessible spaces and
accessible pathways clearly shown must be submitted to Building Services, and
approved by the Building Official prior to the first event.
9. The portable toilets shall not be placed near any catch basins or any other such
drain inlets.
10. The operator of the Street Fair shall comply with all relevant California employment
laws.
Special Use Permit for Downtown Arcadia Street Fair
June 2, 2015
Page 5 of 7
11. Noncompliance by the Applicant with any Arcadia Municipal Code provisions or the
provisions and conditions of approval for SUP 15 -13 shall be grounds for immediate
suspension or revocation of any approvals, which could result in the closing and /or
cancellation of the event. Minor changes to the event, including modifications to
vendors, site plan changes, and the like may be handled administratively. Any
problems identified by the Development Services Director may be brought forward
to the City Council for consideration of possible permit revocation or
additions /modifications of conditions of approval. Prior to the submittal of such
possible permit revocation or additions /modifications of conditions of approval to the
City Council, the Development Services Director may modify or add conditions of
approval, subject to appeal to the City Council.
12. The approval of SUP 15 -13 is effective through the end of calendar year 2015. By
October 30, 2015, FFPI and AIA shall submit a status report along with a revised
Special Use Permit application to the City. A hearing will be held with the City
Council subsequent to the submittal of this information to determine whether the
City would like to continue with the event in 2016.
13. The applicant shall defend, indemnify, and hold harmless the City of Arcadia and its
officials, officers, employees, and agents from and against any claim, action, or
proceeding against the City of Arcadia, its officials, officers, employees or agents to
attack, set aside, void, or annul any approval or conditional approval of the City of
Arcadia concerning this project and /or land use decision, including but not limited to
any approval or conditional approval of the City Council, Planning Commission, or
City Staff, which action is brought within the time period provided for in Government
Code Section 66499.37 or other provision of law applicable to this project or
decision. The City shall promptly notify the applicant of any claim, action, or
proceeding concerning the project and /or land use decision and the City shall
cooperate fully in the defense of the matter. The City reserves the right, at its own
option, to choose its own attorney to represent the City, its officials, officers,
employees, and agents in the defense of the matter.
14. Approval of SUP 15 -13 shall not take effect unless the applicant/property owner has
executed and filed with the City before July 3, 2015, an Acceptance Form available
from the Development Services Department to indicate acceptance of the
conditions of approval.
Findings
Section 9298.4 of the Arcadia Municipal Code states that a Special Use Permit
application is subject to the following four criteria:
1. That the site is adequate in size and shape to accommodate the proposed Special
Use Event. First Avenue at this location provides ample space for the various
booths, attractions, vehicles, and activities planned for this event. Similar events
have successfully been held in this location in the past and the site has proven to
Special Use Permit for Downtown Arcadia Street Fair
June 2, 2015
Page 6 of 7
facilitate space for circulation and access to the various booths and activities.
Similarly, the Transit Plaza was designed for small events such as the proposed
patriotic festival, with the stage and seating area ideal for events of this size. All
food, facilities, and seating will be contained within the Plaza.
2. That the proposed Special Use or Event will not adversely interfere with existing
uses on the subject property, and will not impede or adversely impact pedestrian
access ways and /or vehicular circulation patterns. This event necessitates the
closure of First Avenue and Wheeler Avenue, which does certainly impact vehicular
circulation patterns. However, options to facilitate east -west movement through the
area will be explored to ensure there are other options to access businesses
around the venue location on Friday nights. This section of First Avenue does have
several businesses fronting onto it, but most of these businesses are closed in the
evening. Pedestrian access to and through the site will be maintained and
accessible routes from ADA parking spaces are a requirement of the project.
3. That the proposed Special Use or Event will not result in a significant adverse
impact on any adjacent property. Access to and from the businesses adjacent to
the venue are a critical factor in planning these events. Wheeler Avenue and Santa
Clara Avenue will be left open and the City parking area will be open and
accessible to the general public throughout the event. Driveways from businesses
on both First Avenue north of Wheeler and Santa Clara will be open and accessible
as well. Noise from the Street Fair is not considered a problem as there are no
residences in the immediate vicinity of the event. In addition, the Fair will be over by
9:00 PM and the concert will end by 10:00 PM.
4. That by requiring certain safeguards as conditions of approval, the proposed
Special Use or Event will not be detrimental to the public health, safety and welfare.
The City's Police, Fire, Development Services, and Public Works Departments have
all reviewed the plans. Conditions of approval have been added to the
recommended action to ensure that the Street Fair and Patriotic Concert are safe
and well planned events. Specifically, police officers will be on the scene to ensure
a safe and orderly event and the event is subject to Fire Department inspection and
approval.
ENVIRONMENTAL ASSESSMENT
This project is Categorically Exempt from the California Environmental Quality Act
(CEQA) under Section 15304(e) of the CEQA Guidelines as a temporary use of land
having negligible or no permanent effects on the environment. A Preliminary Exemption
Assessment is attached.
FISCAL IMPACT
The proposed Special Use will have no direct fiscal impact on the City's General Fund.
The City is not requesting a user fee for use of the Transit Plaza or the public streets.
Special Use Permit for Downtown Arcadia Street Fair
June 2, 2015
Page 7 of 7
Costs of inspections, police services, business licenses, and any other ancillary permits
will be paid by the applicant and will serve to defray the costs of provision of those
services. Vendors will provide sales tax on the relevant items sold and it is anticipated
that attracting visitors to the Downtown will ultimately prove a benefit for Downtown
businesses in terms of new customers and awareness of the Downtown.
RECOMMENDATION
It is recommended that the City Council approve Special Use Permit No. SUP 15 -13, to
allow a Patriotic Concert in the Arcadia Transit Plaza, and the Downtown Arcadia Street
Fair as a recurring event on First Avenue north of Huntington Drive, beginning on July 3,
2015, subject to the Conditions of Approval listed in this staff report.
Approved:
Dominic Lazza
City Manager
Attachments: Special Use Permit and Application Materials
Aerial Photo of Event Site
Preliminary Exemption Assessment
` 4 X 44 , j,
`y�
I
s MOMaiMsPERMIT
D=ot�, �
PLEA SE COMPLETE THE FOLLOWING INFORMATION:
BUSINESS NAME: iw Ft� pra].,� }�h s _.•_
PROJECT ADDRESS . S� /art �o I,.�ee.� „• 6. ,1,,,,, fir, Lre,
ZONE CLASSIFICATION
APPLICANT NAME:
ADDRESS V• O.O�t
CITY STATE A ZIP Icy V-7
TELEPHONE NO. bG 440 E -MAIL ADDRESS i
PROPERTY OWNER'S NAME: C;6 t]� A,rt� I e,
r
ADDRESS N0 l..l _ 14w, 4 ,ja4,mn Il
CITY A� al e- STATE _�_ ZIP
TELEPHONE NO. 6ZL 57q Sqco E MAILADDRESS
DESCRIPTION OF EVENT; _Cei- Adical �xr+ner� Mar ha � ar-mi et &--A-"1
DATE OF EVENT:.ry �r► _ _ _._.....
LOCATION(S): jam' Ave Lekveew. a✓IaI San l,a._ C %tirg
HOURS OF EVENT: C1.400
ATTENDANCE: NO. OF PARKING ATTENDANTS:
The applicant and property owner hereby declare under penalty of perjury that all the inrormation submitted for
this application is true and cones.
Applicant's Signature
Property Owner's Signature
Date
Date
Date filed �S Amount paid �� Receipt No. Received
r „ SY— r-
12 -20-11
PLEASE ANSWER THE FOLLOWING QUESTION:
The Development Services Director or designee shall approve the special use permit, based on the
following criteria. Please explain how your request meets these criteria.
1. The site for the intended use is adequate in size and shape to accommodate said use or event.
e ( 2.ler
2. The location for the proposed use or event would not adversely interfere with existing uses on the
subject property; and would not impede or adversely impact pedestrian access ways and/or
vehicular circulation patterns.
U e -64,l,t 4c:,.
Avr- Ice l- acn W6ac le.r axy A 11un.0 ?rya fir, .4L
,n Crong se[ r lar l r
wCuld fie VV% 06 :Vt O"n AR
3. The proposed use would not result in a significant adverse impact on adjacent property.
r { c
% 1t1� t eek . Al A W. tc. r
4. That by requiring certain safeguards as conditions of approval, the proposed use would not be
detrimental to the public health, safety and welfare.
E
' Jt
r
:ll
It M
t
C
r�
-2- 12-20-11
FILING REQUIREMENTS AND INSTRUCTIONS
In order for this application to be processed without delay, the application must include all of the
following materials. To ensure that your application package is complete, please check -off the boxes
next to the required application materials.
❑ Filing Fee - $180
❑ Filing Fee for City Council Review - $540
❑ Five (5) copies of a site plan/diagram showing the boundary lines of the subject property or
area, the location of the event, and all existing and proposed structures (e.g. fences, walls,
booths, equipment, and other temporary structures for which permission is sought). The plan
must dearly show the ingresslegress as well as all signs (advertising /directional) that will be
used for the event.
❑ City Council Review — Fifteen (15) copies of a site plan/diagram showing the boundary lines of
the subject property or area, the location of the event, and all existing and proposed structures
(e.g. fences, walls, booths, equipment, and other temporary structures for which permission is
sought). The plan must dearly show the ingress/egress as well as all signs
(advertising /directional) that will be used for the event.
❑ A 1,000 foot radius map, which must show each lot within 1,000 feet of the exterior
boundaries of the subject property (including those lots within adjacent cities and county).
Each lot must be numbered to correspond with the numbering placed on the electronic
address list (spreadsheet).
The names and addresses of current property owners may be obtained at the Los Angeles
County Assessor's office located at 1190 Durf+ee Avenue, South El Monte, CA 99733. A
physical inspection of the properties may be necessary to deterirnine the number of units.
Alternatively, applicants may retain the services of a mapping consultant to generate the
radius map, list, mailing labels, and Excel spreadsheet on their behalf. A -list of local
mapping consultants may be obtained at the Planning Services offices.
❑ Electronic Address list — Applicants must provide the property owners address list in an
Excel spreadsheet on a CD -R. The spreadsheet must identify the following: 1) Assessor;
Parcel Number; 2) Name; 3) Address; 4) City; 5) State; and 6) Zip Code. All applicable
fields must be completed. Property owner mailing addresses must be included N not
within 1000' (i.e. different city/state). Note: Use one row per owner. Each column heading
must be in the same order as listed above.
❑ A printed copy of the Excel spreadsheet that contains the property owners information.
-� 12 -20-11
RECEIVED
P.O. Box 1795 Phone: (866) 440 -3374
Monrovia, CA 91017 Fax: (626) 359, 4678
MAY 2 2 2015
Family FeStival Productions
"Downtown Arcadia Family Festival Market"
PROPOSAL — City of Arcadia
Family Festival Productions, Inc. (FFPI) would provide a nighttime Family Festival event featuring
a certified farmer's market, food booths, artisan & commercial vendors, children's rides and live
music entertainment. We strongly recommend the proposed market to be held on Fridays from
5:00 p.m. to 9:00 p.m., beginning on the first Friday in July 3 and continuing through to December
18, rain or shine, unless the schedule is extended by mutual agreement.
Location of the event would be on First Avenue between Huntington Drive and Santa Clara Street
(ONLY up to Avis /Budget rental location driveway) in Arcadia. Wheeler Avenue will remain open
crossing First with a crossing guard provided by FFPI. Street closures are handled by FFPI staff.
They would begin at 3:00 p.m., and re -open the street at 12 midnight (or sooner). This would
include placement of all traffic control, road closure and other required signs which are provided by
and placed by FFPI professionals. FFPI would post temporary "No Parking" signs on each
Wednesday prior to the show and remove them on Friday nights, until permanent signs are agreed
upon. Please see site map for location details.
All event production is the responsibility of Family Festival Productions, Inc., as a 'turn -key'
operation. The five major elements to the event are: a Certified Farmer's Market (CFM), food court
area, children's play /rides area, commercial /artisan vendor booths, and live entertainment. FFPI
will maintain control of all vendors' access to the market after consultation with the contract
administrator. FFPI strongly recommends a vendor screening committee made up of FFPI
personnel and AIA members to oversee vendors weekly and consider any changes for future
shows. FFPI will ensure that all food vendors have complied with Los Angeles County Health
Department regulations. FFPI requests that City of Arcadia business licenses for show vendors be
waived, and that FFPI have a reasonable 'blanket' fee established covering all individual vendors.
FFPI will carry the necessary event insurance of commercial liability and commercial vehicle
coverage. All food vendors are required to carry $1 million dollars of general liability insurance
naming Family Festival Productions, Inc., as an additional insured. Food vendors are required to
have all the necessary equipment and permits from the Health Department.
FFPI would agree to a six (6) month trial period for the weekly event, during which FFPI would
have an opportunity to recapture some of the start-up costs for the event.
Sincerely,
Dave Gayman, Owner
Family Festival Productions, Inc.
Ai I'a
4 y . 1 �•
D J�wl
IVI
s
rJr
1� r
I �
rI
I
' t
e
i I
r�
at
�r
I r
I�
r
1
r
I+
li
I
I �!
RE
�l�IP.L�gof
� -t
v�
r
g> = /, p juq X
a
P,�o Lek-
NG
: ,r-):> 1401- &M-cr
rice t u.a. e-
D
i
3
i
i
4
i
I
I
I
i
I
a I
F
� � I
c
J
f LL
f4
N
a = No �' ,a� Torn
Y[ � = vet -v o e-
A
v�
. not
CORNER OF SANTA CLARA AND FIRST STREET
7;04( s
WDI #11022 - GOLD LINE
ARCADIA PARKING STRUCTURE
COLOR OPTION #1 A
1 011 7/201 3
-
�
| JU '
t . .
� _ _ � --
.4
.. _ .
IL
Ilk �\
' ' . {� . �, ■g � . . 2
.,
�- dip. \
� . -
Street Fair
y�
.���
[� ' ■� . y.
LA � �
JIM 'r
4k
. _ �� �
■ .
.
.§ �
■ * ' \
� .
Downtown $ Event �
DM DEM NORTH
F wR
�� LPylEOIH.9
PRELIMINARY EXEMPTION ASSESSMENT
c
(Certificate of Determination When Attached to Notice of Exemption)
1. Name or description of project:
Special Use Permit No. SUP 15 -13 to allow a Downtown
Arcadia Street Fair on First Avenue between Huntington Drive
and Santa Clara Avenue on Friday nights, starting on July 3,
2015.
2. Project Location — Identify street
First Avenue, north of Huntington Drive and South of Santa
address and cross streets or
Clara Avenue.
attach a map showing project site
(preferably a USGS 15' or 7 1/2'
topographical map identified by
quadrangle name):
3. Entity or person undertaking
A.
project:
B. Other (Private)
(1) Name Dave Gayman, Family Festival
Productions
(2) Address P.O. Box 1795, Monrovia CA 91017
4. Staff Determination:
The Lead Agency's Staff, having undertaken and completed a preliminary review of this project in
accordance with the Lead Agency's "Local Guidelines for Implementing the California Environmental
Quality Act (CEQA)" has concluded that this project does not require further environmental
assessment because:
a. ❑
The proposed action does not constitute a project under CEQA.
b. ❑
The project is a Ministerial Project.
C. ❑
The project is an Emergency Project.
d. ❑
The project constitutes a feasibility or planning study.
e. ®
The project is categorically exempt.
Applicable Exemption Class: 15304(e) (Class 4, Minor Temporary Use of
Land)
f. ❑
The project is statutorily exempt.
Applicable Exemption:
g. ❑
The project is otherwise
exempt on the following basis:
h. ❑
The project involves another public agency which constitutes the Lead Agency.
Name of Lead Agency:
Date: May 26, 2015 Staff: Jason Kruckeberg, Assistant City Manager
Preliminary Exemption Assessment FORM "A"