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Home My WebLink AboutCS West End Celebration Event Road Closure____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: 10/01/2018 Disposition: Resolution 14589 Agenda Item No: 5.f Meeting Date: October 1, 2018 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Community Services Prepared by: Brian Auger, Events Coordinator City Manager Approval: ______________ TOPIC: CLOSURE OF FOURTH STREET FROM SHAVER ST. TO H ST., AND ADJOINING STREETS FOR THE WEST END VILLAGE CELEBRATION FAMILY FUN DAY. SUBJECT: RESOLUTION AUTHORIZING TEMPORARY CLOSURE OF FOURTH STREET FROM SHAVER TO H STREETS, IDA STREET FROM SECOND STREET TO FOURTH STREET, G STREET FROM SECOND STREET TO FIFTH AVENUE, AND F STREET FROM FIFTH AVENUE TO LATHAM STREET FOR THE WEST END VILLAGE CELEBRATION FAMILY FUN DAY NOVEMBER 4, 2018 FROM 7 A.M. TO 10 P.M. RECOMMENDATION: Adopt a resolution authorizing temporary street closures. BACKGROUND: 2018 is the sixth year of the West End Village Celebration Family Fun Day designed to celebrate the unique individualism of the West Village merchants and residents. The event features a variety of family fun from art exhibits, a children’s area with an artist activity zone, live music, a skate park and a variety of local as well as international foods. The event producer, Adam Violante is the owner of the Pint Size Lounge located at 1615 Fourth Street. In addition to creating a celebratory day, the core goal of the event is to provide support to a featured non-profit organization by spreading awareness and gaining support for its cause through the festival. Past beneficiaries have included Image for Success (in 2009), the Ali Akbar College of Music (in 2011), and Children’s Cottage Cooperative (in 2016). The beneficiary has not yet been confirmed for 2018. ANALYSIS: The road closure engaged on Fourth Street for this event is within the traditional road closures and traffic management plan designed by City Staff for this event the last five years. The following streets will be closed November 4, for the duration of the event, 7 a.m. and 10 p.m.: •Fourth Street between Shaver Street to H Street •Ida Street from Second Street to Fourth Street •G Street from Second Street to Fifth Avenue •F Street from Fifth Avenue to Latham Street SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Traffic will be redirected to alternate routes by signage positioned by City Staff. COMMUNITY OUTREACH: The event producer will market the event and provide notification to local businesses and residences. FISCAL IMPACT: There is no fiscal impact associated with this item. RECOMMENDED ACTION: Adopt a resolution authorizing temporary street closures. ATTACHMENTS: 1.Resolution 2.Proposal 3.Planning Timeline and Event Schedule 4.Map RESOLUTION NO.14589 RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING TEMPORARY CLOSURE OF FOURTH STREET FROM SHAVER TO H STREETS, IDA STREET FROM SECOND STREET TO FOURTH STREET, G STREET FROM SECOND STREET TO FIFTH AVENUE, AND F STREET FROM FIFTH AVENUE TO LATHAM STREET FOR THE WEST END VILLAGE CELEBRATION FAMILY FUN DAY NOVEMBER 4, 2018 FROM 7 A.M. TO 10 P.M. WHEREAS, the West End Village Celebration Family Fun Day 2018 will occur on Sunday, November 4, 2018; and WHEREAS, after reviewing plans for the event and the traffic patterns, City staff has determined and recommended that, in the interest of the safety and welfare of pedestrian and auto traffic in the Downtown area, the below street(s) should be temporarily closed to through traffic for the date and times described below. Streets to be closed Sunday, November 4, 2018 from 7 a.m. to 10 p.m. 1.Fourth Street from Shaver Street to H Street 2.Ida Street from Second Street to Fourth Street 3.G Street from Second Street to Fifth Avenue 4.F Street from Latham Street to Fifth Avenue NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL HEREBY RESOLVES AS FOLLOWS: 1.That all of the above findings are true and correct; 2.That, pursuant to the authority of Vehicle Code section 21101(e), for the safety and protection of persons, both pedestrians and vehicle drivers, the City Council hereby authorizes the temporary closure of the above listed streets for the date and times described above. I, Lindsay Lara, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the first day of October 2018, by the following vote, to wit: AYES: NOES: ABSENT: Councilmembers: Bushey, Colin, Gamblin, McCullough & Mayor Phillips Councilmembers: None Councilmembers: None ___________________________________ Lindsay Lara, City Clerk West End Village Celebration Family Fun Day Sunday, November 4 2018 Event Proposal by Adam Violante As summer comes to a close, November is an opportune time to celebrate the start of fall season & what a better way to do that than with the West End Village Celebration Family Fun Day! In years previous, we have been honored to have the generous assistance of the WEVNA, SRBID and The Target Fund; we are hoping to receive their assistance again this year. Each year we have had a designated primary non-profit organization; 2011: the Ali Akbar College of Music, 2009: Image for Success, 2016: Children’s Cottage Cooperative was our featured non-profit. We always aim to help each organization by spreading awareness and gaining support for each one’s causes through our festival. The proposed event would consist of a three-block closure on Sunday, November 4th 2018, approximately between 7:00 am to 10:00 pm, of which 11:00 am to 7:00 pm will be the actual event time. 7:00 am – 11:00 am for setup and 7:00 pm to 10:00 pm for breakdown. The event will consist of one stage (approximately 12x15) at the corner of 4th and G streets. There will be approximately six food booths (10x10) located between G and F streets, as well as one beer and wine booth (10x20) located in close proximity of the stage. There will be a Kids Area consisting of two jumpies and an extensive interactive Arts & Crafts area, located from F Street to the middle of the block. Also featured in this area will be local artists and two 10x60 art galleries. The stage performances will begin at approximately 11:00 am and continue to 7:00 pm. There will be approximately six acts, with the headliner TBA. There will be a raffle table located near the stage with donated goods from local merchants. We will invite local neighborhood associations and non-profits to have information booths on both ends of the festival. The food service will begin at 11:00 am and continue through 7:00 pm. The food vendors invited will consist of local restaurants such as Whipper Snapper, Bordenave’s and Johnny Doughnuts. Beer and wine service will begin at 11:30 am and continue through 7:00 pm. The security for this event will consist of the recommended amount of entities to cover the event perimeter to ensure alcohol does not leave the event area. Event setup and breakdown will be staffed by local volunteers and assisted by the SR Street Team upon your recommendation. There will be garbage cans that will be emptied and re-lined throughout the event and emptied into a designated dumpster by said crew. The participating food vendors and arts & crafts vendors will be assisted by volunteers with breakdown and clean-up of their tents. The volunteers and cleanup crew will sweep and clean the street, as necessary. From prior post-event feedback, we will be particularly conscious and aware of event clean- up and timely payment to all hired contractors for the event. The 2008, 2009, 2011, 2014 and 2016 events were a great success, drawing upwards of 3,000 people throughout the day and in 2016 upwards of 3500. We expect attendance for 2017 to reach 3,000+ throughout the day. With the help of volunteers, talented musicians, artists, and restaurants, we plan to continue the tradition that gets bigger and better with each year. Attachment 3. West End Village Celebration Family Fun Day Planning Timeline and Event Schedule EVENT: West End Village Celebration Family Fun Day DATE: Sunday, November 4, 2018 TIMELINE: July 2018 Letter to City (rewritten, ready to present to Brian Auger 7/3/2018) Brian Auger to add to City Council Agenda Meeting with Jaime to figure out how to go about asking the BID about $4,000 grant to West End Fest Celebration. (I.E. Letter to BID? Add to BID meeting as Agenda with Adam in person?) Conduct Weather Study. Farmers Almanac. 94901 Year 2008 to present? Hi/Lo Temp? Rain? Confirm date of commitment: Sunday, November 4th 2018, 11am – 7pm. August 2018 Jed to create separate bank account for West End Fest Celebration. Create breakdown of $20,000 budget. NEED FROM ADAM via EMAIL: Maps/Layouts, Food Vendor Apps, Arts and Crafts Vendor Apps, Sponsorship packages, copies of posters, links to videos, links to website, links to social media to be sent to EDA. Create new graphics and logos for West End Fest Celebration (Darren?) Get commitment from Proof Lab for Skate Area. Get commitment from Kip for Art Area. Create Sponsorship Packages for those who want to sponsor event. Create Sponsorship packages for those who want to sponsor nonprofits. Create list of sponsors and nonprofits. Book bands, stage, and stage equipment. September 2018 Get commitment of volunteers. Finalize Website Finalize Facebook Attachment 3. West End Village Celebration Family Fun Day Planning Timeline and Event Schedule Organize Block Managers (Volunteers) - Block 1. Manager: Eda or Volunteer1? Nonprofits & Sponsors, kids Area - Block 2. Manager: Proof Lab employee? Skate Area - Block 3. Manager: Volunteer 2? Food & Drinks Area - Block 4. Manager Pint Size employee? Music State Area - Block 5. Manager Kip? Art Area - Block 6. Manager: Volunteer 3? Vendors Area Finalize liability insurance October 2018 Finalize ABC Permit. Staffing / Volunteer possible schedule shifts: SHIFT 1: 10:30am – 6pm SHIFT 2: 12pm – 7pm SHIFT 3: 1pm – 5pm SHIFT 4: 1pm – 6pm SHIFT 5: 2pm – 7:30pm Possible Band Timeline: BAND 1: 11:10am – 11:55am BAND 2: 12pm – 12:45pm BAND 3: 12:55pm – 1:45pm BAND 4: 2pm – 3pm BAND 5: 3:15pm – 4:30pm BAND 6: 4:45pm – 6:15pm Possible Kids Non-Profits: Fortnight Youth in Arts Art and Bloom Play well Blue Moon Sunshine NaNa Big Brother Big Sisters Boy and Girl Scouts Paint Faces by Viva LaFrance