Loading...
HomeMy WebLinkAboutItem 3b: Request from Arcadia's Best Foundation for Street Closures for Community Event on July 2 o f AR A oo\�� jib 4 of N" fi STAFF REPORT Office of the City Manager DATE: March 15, 2011 TO: Mayor and City Council FROM: Don Penman, City Manager SUBJECT: REQUEST FROM ARCADIA BEST FOUNDATION FOR STREET CLOSURES FOR COMMUNITY EVENT ON JULY 2 Recommendation: Approve with Conditions SUMMARY Arcadia's Best Foundation has requested City permission to conduct an event involving a community parade, street fair, car show and performance program from 10:00 a.m. to 3:00 p.m. on Saturday July 2 along First Avenue between Alta Street and Duarte Road. Since most of these activities will be conducted in the public right -of -way, City Council permission is needed to close certain streets, primarily First Avenue but also some streets perpendicular to First Avenue. Since the formal request was submitted on February 28 (staff has previously had preliminary discussion with the Foundation regarding the event), we have not had the time to fully analyze all possible costs the City could incur for this event, nor engage in a discussion with the sponsors regarding the request. However, staff is recommending approval of the event with conditions as discussed later in this report. DISCUSSION Arcadia's Best Foundation has submitted a request to conduct an event on July 2 to be held on First Avenue between Alta Street and Duarte (letter attached). The event will involve a street fair, parade, and car show and performance program. Since the activities will be held in the public right -of -way a number of streets will require closing in order to ensure public safety. The letter indicates that they would like First Avenue closed from 5:00 a.m. until 6:00 PM on July 2, thirteen hours. There would be nine (9) streets closed that access onto First Avenue along with California from First Avenue to Second Avenue until noon, and Alice from First Avenue to Second Avenue until noon. The request indicates that there would be no costs to the City; all City costs and fees for the street closure would be paid entirely by the event. Mayor & City Council March 15, 2011 Page 2 Logistically, when a street is closed for an event that involves use of the right -of -way, a barricade is placed and must be staffed by a Police Officer or some other safety member determined by the Police Chief for the entire time of the closure. This can involve considerable costs depending on the number of streets that require closure. In this particular case there are multiple streets that are being requested to be closed for an extended period of time. The costs to staff this would be a maximum of $17,368 and would include 17 officers, 1 Sergeant, 1 Lieutenant (at no cost) and a contingency of Reserve Officers, Explorers and VIPs. Staff acknowledges this cost is quite high but is attributable to the thirteen (13) hour street closure timeframe and the number of streets involved. If portions of the street could be opened after the parade is over, expenses would be lowered to around $10,800. The sponsors have indicated that they were amenable to alternatives such as this that could reduce costs, but again that discussion has not yet taken place by the time this report was finalized. The staff costs are determined based on a minimum staffing of 4 hours at the current overtime rate of $73 per hour for officers. The other notable costs the City will incur will be for Public Works employees to assist in setting up and taking down barricades and street closure signs, covering storm drains, set up and emptying of additional trash containers, and cleaning the street and public areas at the end of the event. The costs to provide this service would be $2,730 and would include 1 Equipment Operator and 2 Maintenance Workers for the duration of the event. As noted at this time it is not possible to determine a precise cost as additional discussion and meetings with representatives of Arcadia's Best Foundation will be needed regarding matters such as the duration of street closures and any other changes that the sponsor may wish to consider to lower costs. However since the sponsor needs some City decision in order to move forward, staff is recommending approval with the following conditions: 1. All City costs associated with the event shall be reimbursed by Arcadia's Best Foundation. This shall include costs incurred the day of the event but not for City staff time in pre -event meetings and planning. 2. Arcadia's Best Foundation shall indemnify and hold harmless the City in an amount and form determined by the City Attorney. 3. All businesses and residents affected by the street closure, from Alta to Duarte, Santa Anita to Second, shall be noticed of the timing of the closures. 4. Sponsor shall secure a Special Event Permit and all vendors who participate in the event will need an Arcadia Business License. RECOMMENDATION It is recommended that the City Council approve the closure of First Avenue from Alta Street to Duarte Road on July 2, 2011 for a street fair, community parade, car show and performance program, with the conditions 1 through 4 listed above. RCADIA'S BEST FOUNDATION CELEBRATING, PROMOTING OUR COMMUNITY A non - profit Foundation, working with local groups to create new community events, services and programs Don Penman, Arcadia City Manager Arcadia City Council February 28, 2011 Dear Don, Mayor Amundson, and City Councilmen, Our new non - profit community events group Arcadia's Best Foundation would like to request your approval of our plans to create a community parade, street fair, car show, and performance program from 10 a.m. — 3 p.m. Saturday, July 2, on First Avenue from Duarte Road to the alley south of Alta St., below Huntington Drive. There will be no cost to the City or taxpayers. All costs, including any City fees related to the street closure, would be paid entirely by private sponsors, and management would be handled by our Foundation and community volunteers. Councilman Gary Kovacic is helping steer plans for this event and Mayor Amundson has been a champion of this effort for several years. Councilman Mickey Segal has already committed tangible support, and Councilman Bob Harbicht introduced us to our event coordinator, Bruce McCallum, and suggested that his Santa Anita A's may participate. Jan's Towing will provide many of their big flatbed tow trucks for groups to use for the entries of church and community groups. Members of the Downtown Business Association is supporting the event, with several downtown businesses as founding financial sponsors, including Post Alarm Systems, Foothill Credit Union, Matt Denny's Ale House, The Book Rack, and Image Foundry. Belle n Beau Photography is providing free photo sittings and prize packages for our planned Baby and Seniors Photo Contest. Arcadia Presbyterian Church leader Carol Shaw has indicated a willingness to provide the Alice St. parking lot for staging of the parade. Other founding financial sponsors are the Metro Gold Line, Waste Management, Arcadia Masonic Center, Arcadia Rotary Club, and Arcadia Historical Society. The Gold Line is very anxious to use the event to provide information about construction of bridges and the station that will be just getting underway at that point. They may want to set up tent display at Santa Clara/First Ave. across from 24 Hour Fitness. -- more -- Page 2 - Reflecting an unscientific poll on ArcadiasBest.com in which 72% of the 135 respondents said they would come and watch with family and friends, many major community groups and organizations in town have already made commitments to support the event with parade entries and attendance of most of their membership, including the Assistance League, Royal Oaks, Boy Scouts, Friends of the Historical Society, among others. We will also have a stage for performances by local dance, karate, gymnastics, and music groups such as the Arcadia Blues Club house band and a musical theater group, among others who have already contacted us. Logistics /Schedule Time of event: 10 a.m. — 3 p.m. Set -up time (street closed): No later than 5 a.m.; preferably starting the previous night Break down time (street to be re- opened): 6 p.m. Required street closures: • First Ave. from Duarte Road to alley south of Alta St. • California St. from First Ave. to Second Ave. (only until 12 noon) • Alice St. from First Ave. to Second Ave. (only until 12 noon) Traffic officer needed: Second Avenue at California from 10:30 a.m. — 11:30 a.m. Parade route: from parking lot south of Alice St. to California St. Start time of parade: 10:30 a.m. End time of parade: 11 a.m. Parade entry staging 9:30 a.m.: Arcadia Pres. Church south parking, south side Alice St. Parade end route: Exit East on California towards Second Avenue Car show location: south of First Ave. Middle School — Diamond St. to Fano (or Genoa) Car show time: 11 a.m. — 2:30 p.m. Performance location: In front of First Ave. Middle School (no stage) -- First choice: on lawn by school entry steps / Second choice: on street at curb Performance time: 11 a.m. — 2 p.m. Street fair booth location: Angled parking from alley south of Alta St. to California Please call with any questions. We will be happy to meet to discuss at your convenience, including walking the proposed site. Sincerely, Sho Tay, Carol Libby, Scott Hettrick (Hreporter @aol.com / 626 - 485 - 8783) Arcadia's Best Foundation Bruce McCallum, event coordinator