HomeMy WebLinkAboutStaff Report 3.J 08/06/2007CITY OF PETALUMA, CALIFORM A
AGENDA BILL
Agenda Title: Resolution Authorizing a Street Closure on Water Street
from East Washington Street to North Petaluma Blvd., Which Includes the
Promenade, and Main Street from Water Street to North Petaluma Blvd., on
August 11, 2007, from 8:00 AM to 8:00 PM, for the Petaluma Waterfront
Jazz Festival.
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August 6, 2007
Meeting Date:
August 6, 2007
Meeting Time: ® 3:00 PM
❑ 7:00 PM
Category: ❑ Presentation ® Consent Calendar ❑ Public Hearing ❑ Unfinished Business ❑ New Business
Denartment:
Police
Cost of Pronosal: $0
Amount Budgeted: $0
Director:
Chief Steve Hood
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Attachments to Agenda Packet Item:
Contact Person: Phone Number:
Lt. Joe Edwards 776-3744
Attachment A. Resolution
Attachment B. City of Petaluma Encroachment Permit
Attachment C. Special Event Permit Application with Insurance Certificate
Account Number: N/A
Name of Fund: N/A
Summary Statement:
The purpose of this resolution is to authorize a street closure on Water Street from East Washington Street to
North Petaluma Blvd., which includes the promenade, and Main Street from Water Street to North Petaluma
Blvd., on August 11, 2007, from 8:00 AM to 8:00 PM, for the Petaluma Waterfront Jazz Festival.
Recommended Citv Council Action/Suggested Motion:
Adopt the resolution authorizing the street closure.
R'T/ iewed by Admin. Svcs: )Dir:
Rev. # I Date Last Revised:
Reviewed by City Attornev:
Date: 10
File:
Annroveditv Manager:
Date:
AuGusT 6, 2007
AGENDA REPORT
FOR
Resolution Authorizing a Street Closure on Water Street from East Washington Street to
North Petaluma Blvd., Which Includes the Promenade, and Main Street from Water Street
to North Petaluma Blvd., on August 11, 2007, from 8:00 AM to 8:00 PM, for the Petaluma
Waterfront Jazz Festival.
1. EXEcoTIYE SUMMARY:
This resolution authorizes a one day street closure of Water Street from East Washington
Street to North Petaluma Blvd., which includes the promenade, and Main Street from
Water Street to North Petaluma Blvd., on August 11, 2007, from 8 AM to 8 PM, for the
Petaluma Waterfront Jazz Festival.
2. BACKGROUND:
The Petaluma Waterfront Jazz Festival is a yearly event designed to provide a forum for
aficionados of jazz music to enjoy a relaxed atmosphere of music, wine tasting and food
enjoyment. In the past, this event was held at a location away from the downtown area
due to the appearance and condition of the downtown area.
In 2006, the Petaluma Waterfront Jazz Festival was held in the downtown area at four
different venues over two days. The event was a success but did not focus on the
immediate downtown revitalized area. The event organizers would like to direct this
event to the downtown area as a showcase for this event in 2007.
Event organizers will be responsible for posting the street closure area a minimum of 24
hours in advance of the event. The event organizers will be responsible for notifying
business and property owners of the Petaluma Waterfront Jazz Festival venues in advance
of this event.
3. ALTERNATIVES:
Decline the request for road closures.
4. FINANCIAL IwAcrs:
OR
There should be little to no financial impact to the City based on this street closure.
Event organizers will be required to post the area 24 hours in advance of the event and
will be responsible for the clean-up of the area after the event.
5. CONCLUSION:
The addition of the Petaluma Waterfront Jazz Festival in the Water Street area is
consistent with the goal of bringing additional patrons and events to the downtown area.
This type of event is expected to create little to no impact on City services.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR
COMPLETION:
The event is held successfully on Saturday, August 11, 2007.
7. RECOMMENDATION:
Approval of the Resolution authorizing the street closure to accommodate the 2007
Petaluma Waterfront Jazz Festival.
3
Resolution No. N.C.S.
Of the City of Petaluma, California
Resolution Authorizing a Street Closure on Water Street from East Washington Street to
North Petaluma Blvd., Which Includes the Promenade, and Main Street from Water Street
to North Petaluma Blvd., on August 11, 2007, from 8:00 AM to 8:00 PM, for the Petaluma
Waterfront Jazz Festival
WHEREAS, the Petaluma Area Chamber of Commerce is requesting permission to hold
the Petaluma Waterfront Jazz Festival on Saturday, August 11, from 8:00 AM to 8:00 PM, on
Water Street, Main Street and the Promenade; and
WHEREAS, the event organizers have run a successful Jazz Festival for the past 10
years and have experienced managing a similar event; and
WHEREAS, the addition of this one time event on Water Street is likely to attract
additional business in the Downtown area; and
NOW, THEREF®RE, BE IT RESOLVE, D, that the Police Department is authorized to close
Water Street, Main Street and the Promenade on Saturday, August 11, 2007, from 8:00 AM to
8:00 PM to accommodate a one time Jazz Festival, subject to all conditions of the encroachment
permit and special event permits issued by the Petaluma Police Department relating to said use.
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SPECIAL EVENT PERMIT
HOLD HARMLESS AGREEMENT
The special event permitteelsponsor of event (hereafter called "Permittee") agrees to
reimburse the City of Petaluma (hereafter called "City") for all losses incurred by it in repairing
or replacing damage to City property proximately caused by the Permittee, its officers,
employees, agents (including special event monitors), or any other person attending or joining
the special event who was, or reasonably should have been, under the Permittee's control.
Persons who merely attend or join in a parade or other special event are not considered by that
reason alone to be `under the control" of the Permittee.
The Permittee further agrees to defend without costs, indemnify and hold harmless the
City, its officers, agents and employees from all actions, claims, damages, losses and liability
arising out of or alleged to arise out of the special event which was proximately caused by the
Permittee, its officers, employees, agents, including special event monitors, or any other person
attending or joining in special event who was, or reasonably should have been under the
Permittee's control.
I hereby agree to comply with the terms of the Special Event Permit including the Hold
Harmless Agreement, and to comply with all special event permit conditions.
Signature of Permittee: Date:
If special event is sponsored by an organization, the police department may also requires
that this permit be signed by an authorized officer or sponsoring organization.
Signature of Officer or
Sponsoring Organization: Or�
p I QomA A t Date:
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Petaluma Police Department
Application for Special Event Permit
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TOBEFILLED OUTBYAPPIJCANT:
Sponsoring Organization or Group: (Name)17(uk"" &ww0C&
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Address Telephone
Applicant or Contact Person: pa
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Name U Address
7 (o 7 -27 65- Sy 6 5
Work Phone Cell Phone Other
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Alternate/Additional Contact Person: - A t&lb
Name Wdregs Day Phone
Additional Contact Numbers: Work Phone Cell Phone
Date(s) of Event: Atif I I Time of Event: From CU to 7. ` 61) V"ki
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Type of Event: (e.g., parade, carnival, demonstration, etc.)
Estimated number of persons at event: 17�-000
Estimated number of vehicles at event: 000 O'� Is
Location or Route of Event: ( Attach map of event location or route)
om wo
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TO BE FILLED OUT BY APPLICANT:
Will food or beverages by served at event? Yes ( ) No If yes, describe:
4,9d bu)4&
Will alcohol be served at event? ()4) Yes ( ) No If yes, describe:
-raft' 4" mvx" MI1.6t,�r S
Have you obtained a permit for the sale of food/beverages/alcohol?Yes ( ) No If yes, a
copy ofpermit must be attached to this application.
Will any booths or structures be erected at event? (�QYes ( ) No If yes, describe:
Will there be any sound amplification equipment at event? (,C) Yes (_) No If yes, describe:
Will this event take place in a City Park or Recreation area? (K) Yes ( ) No
If yes, a permit may be required (13.28.050 PMC): Petaluma Parks and Recreation Department
320 N. McDowell Blvd., Petaluma
(707) 778-4380
Will this event take place on Private Property? (X) Yes ( ) No If yes, written permission of
the landowner must be attached to this application. OK
Have you obtained a business license to conduct your event from the City of Petaluma? ( ) Yes
(-�4 No If yes, attach a copy of the permit to this application.
BLOCK PARTY INSTRUCTIONS:
Block Party Applications must include a separate form with the name, address, and
signature of the residents of all dwellings along the street, which will be closed..
The permission form must include the Day, Date, and Time of the planned Block Party.
The permission form should include a description of activities (e.g. barbecue, games, etc)
"Please note that the term "Block Party" applies only to residential streets. Block parties may
not be approved if they create a substantial disruption of traffic flow per 13.32.080 (A)(5).
ADDITIONAL INFORMATION REQUIRED FOR APPLICANTS TO CONDUCT A
PARADE, BICYCLE RACE, FOOT RACE OR OTHER RACE, OR ANY OTHER
EVENT ALONG A MOVING ROUTE.
TO BE FILLED OUT BY APPLICANT:
Assembly time:
Location of assembly area:
Start time of paradelevent:
End time of parade/event:
Disbanding location:
Disbanding time:
Maximum length of parade: (in miles or feet)
Describe vehicles/floats: (e. a.. how many. how Dow,dredl
/
(Attach additional pages if necessary)
Number and type of marching units:
Any animals in parade?
Please provide anyadditional information that may be important to the event
/
I dec/arender penalty of perjury that the above information is true and correct to the best of my
know
Signature of Applicant
Pj
REQUEST FOR WAIVER OF INSURANCE REQUIREMENTS FOR SPECIAL EVENTS ON
STREETS/SIDEWALKS (Petaluma Municipal Code Section 14.21.130) OR FOR PARK FACILITY
PERMITS FOR PARK EVENTS (Petaluma Municipal code Section 13.28.130)
All persons/groups are required to furnish an insurance policy or a certification of insurance naming the
City of Petaluma as an additional insured party for general liability coverage. The insurance requirement
will be waived for persons or groups sponsoring First Amendment Events on city streets/sidewalks or
parks who cannot afford to purchase insurance for their event. First Amendment Events includes marches
and assemblies to support/protest government policies or decisions, or to express religious or political
beliefs.
To request a waiver you must first determine whether your group can afford insurance coverage. Check
with a licensed insurance agent to determine the cost of purchasing insurance for your event. N you
determine you cannot afford the premium, fill out the following:
WAIVER OF INSURANCE
I/We, hereby apply for a waiver of insurance requirements for the special event for which we/I
am/are the applicant sponsor.
I/We, believe that the event's sole purpose is First Amendment expression and that the cost of
obtaining insurance coverage for the event would create an unreasonable burden on the right of
First Amendment expression:
CHECK THE FOLLOWING:
[ ] I have applied for a Special Event Permit from the Police Department
[ ] I have applied for a Park Facility Permit from the Parks and Recreation Department.
[ ] Describe First Amendment purpose of event:
[ ] I have checked the cost of purchasing insurance coverage with a licensed insurance agent.
State name and address of agent.
[ ] I/We request a waiver of the insurance requirements.
I declare under the penalty of perjury that the foregoing is true and correct>
Dated:
Applicant's Name:
Applicant's Address:'
Applicant Telephone:
Applicant's signature
4 `\
REQUEST FOR EXTRA -DUTY POLICE OFFICERS
The Police Department may require that additional Police Officers be assigned to your special event to
address traffic or safety concerns. You may also request that overtime Police Officers be assigned to your
special event. When Police Officers are required/requested for your event, the supervisor responsible for
processing your Special Event Permit will contact the event sponsor(s) with that information. The
contract included below will be completed and you may be required to pre -pay the estimated costs
policing the event. (Non -profits and person(s) sponsoring a special event whose prlmary purpose First
Amendment Expression may obtain a waiver of the first four hours of police time for the event .
Far Uffice Use -' „Y.
Petaluma Police Department
Estimated Budget for Contract Overtime
Estimated Personnel Costs
Police Officer Hours at an Event:
# Police Officers _ (From: ;–hoiumrs
4 hours x $52.69 per hour = $210.76
Estimated Vehicle Costs:
Police vehicle costs the
_ vehicles for — hours P
hours x $2.75 per hour –
Estimated Administrative Costs:
Sergeant's preparation time
Administrative Fee –15%
Total Estimated Costs
services
4 hours each
and Admin. Costs = $
Total costs for the con ctual services are due by . In the event of a cancellation
of contractual services. TFaven
uma Police Department Event Supervisor must be notified no later than
24 hours prior to the startt. )f the event is cancelled within 24 hours, the everrt organizer will
pay a minimum 2 hour per cost and the Administrative Pee.
Services render'd pursuant to this agreement represent an estimate of need and are based upon
past experience fors ilar events. The Petaluma Police Department shall endeavor to mitigate costs to
event organizer by ending assigned security personnel home early should circumstances and events
dictate less securi requircments. Conversely, the Petaluma Police Department reserves the authority to
add additional s urity personnel should circumstances dictate such need.
City of Petalyfna Police Department
BY:
Title:
Date:
(Organization)
BY:
Title: Representative
Date:
kd
NOTICE OF APPROVAUDENIAL OF
SPECIAL EVENT PERMIT
FQROmCE USg:',
YOUR APPLICATION HAS BEEN:
[ ] Denied. Reason for denial:
[ ] Your request for waiver of the application deadline has been denied. Reason for denial:
[ ] Approved (Please note conditions and advisements attached to the Special Event Permit.
Dated:
Chief of Police or Designee
APPEALS
(Section 13.32. 100 of the Municipal Code)
You have the right to appeal to the Petaluma City Council or City Manager, the police
department's denial of your application for a special event permit, or a permit condition, a
refusal to waive filing deadlines, amount of fees; or a decision that your own insurance coverage
does not comply with the Petaluma Municipal Code. A notice of Appeal must be filed with the
City Clerk's Office no later than five days after you have received this Notice, or have been
notified that your insurance coverage does not comply. A copy of Section 13.32.100 of the
Petaluma Municipal Code, describing the appeals procedure can be obtained from the office of
the City Clerk.
7 ��
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Petaluma Police Department
Special Event Permit
18�s
Page 1 of 3
This Special Event Permit authorizes the holder to conduct a special event per 13.32.010 of the
Petaluma Municipal Code. This permit is issued by the Petaluma Police Department for the
following event:
Date of Event:-$04C�a�,4,
AT �f
Event Time
Start Time: %r 1?rYt End Time:
Location of Event: oz—
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Name of Organization or Permittee: p�
Chief of Police or Designee
I hereby agree to comply with the terms of the Special Event Permit, including the Hold Harmless
Agreement, and to comply with all special event conditions.
Event Sponsor/Permittee
Event Sponsor/Permittee
EVENT CONDITIONS: Permittee must comply with all conditions marked with an "X"
[j The permittee shall ensure that the person leading a parade or other event along a route,
or the person in charge of any other event shall carry the special event permit including
special event permit conditions on his/her person for the duration of the event.
l�
Special Event Permit
Special Event Conditions
Continued:
A. General Conditions:
Page 2 of 3
[ % ] The permittee shall ensure that the area used for the event is cleaned and restored to the
same condition as existed prior to the event, immediately following the completion of the
event.
] The permittee shall obtain a Petaluma business license for the planned activity from the
Petaluma Finance Department.
] The permittee is responsible for obtaining barricades/traffic cones or other traffic control
devices for the event.
B. Event Monitors:
[ L] The permittee shall be required to provide a minimum of 7 Event Monitors.
[X ] Event monitors are required to wear some visible means of identification (e.g., insignia,
.special clothing, arm band).
] Each Event Monitor at the event shall review and carry on his/her persona copy of the
special event permit conditions.
] For parades, a minimum of one monitor shall be stationed and in charge of the assembly
area. At least one monitor shall be stationed and in charge of the disbanding area.
] The permittee shall be required to provide a minimum of Uniformed Security
Officers from a licensed and bonded/insured security company.
C. Events Occurrins on Citv Streets:
] No objects of any nature shall be placed within 15 feet of any fire hydrant.
] No objects or structures shall be placed within any street intersection or pedestrian
crosswalk, no shall any vehicles be permitted to be parked in such area.
] A continuous passageway in the roadway at least 14 feet in width shall be maintained at
all times for the duration of the event for use of emergency vehicles.
[ ] Event participants must remain on sidewalks, crossing streets only at pedestrian
crosswalks in accordance with traffic regulations and controls. Pedestrians participating
in the event shall cross crosswalks in units of ten or less and shall allow vehicles to pass
between each unit.
D. Health_ Sanitation and Safetv:
[ x] A first-aid station shall be provided at the event. re D-Zf2 � Cr d6J
\3
Special Event Permit
Special Event Conditions
Continued:
Page 3 of 3
[ 'x] A minimum of one (portable) toilet shall be provided at the event for every 100
estimated persons expected to be in attendance at the event if the event shall last more
than three hours. Facilities for washing hands and drinking water shall also be provided
at the event.
] Parade floats and other decorated vehicles are subject to inspection and approval for
safety by the Petaluma Fire and Police Department officials.
] The event site and all structures at the event are subject to inspection and approval by
Petaluma Fire Department officials and other city safety personnel. The permittee shall
comply with all safety instructions by those officials.
E. Special Events Involvine Animals
] Personnel and equipment for cleanup of animal wastes and excess feed shall be provided
at parade assembly areas, and at any other event involving the exhibition of animals.
] Each unit of a parade which includes horses or other animals shall be followed by
personnel for cleanup of animal wastes.
F. Other Special Event Conditions
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Petaluma Area Chamber of Commerce
9 Petaluma Blvd. North Sults A2
Petaluma, CA 94952
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