SUMMARY REPORT City Council

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1 Agenda No. Key Words: Grill-In & Chill-In Meeting Date: January 13, 2015 SUMMARY REPORT City Council PREPARED BY: Jon E. co9i:lice Chief REQUESTED ACTION/RECOMMENDATION: Adopt resolution approving the request from Dixon Grill-in & Chill-in to host the Sixth Annual Grill-In & Chill-In event closing certain streets in Downtown Dixon, establishing specific use conditions for the event, and authorizing the use of City staff on over-time at City expense. BACKGROUND/DISCUSSION/ANALYSIS: The City has received a request from Mike Hamilton with Dixon Grill-in & Chill-in requesting the closure of certain city streets and other support from the City to host the Sixth Annual Grill-In & Chill-In event in Downtown Dixon. This event is intended to bring commerce to the community and raise funds for local nonprofits. Traffic will be diverted in a manner similar to previous downtown parade street closures and the five previous "Grill-in & Chill-in" events. This event as proposed will require major street closures in the downtown area for an extended period of time using designed detour routes for local traffic, and emergency vehicles. Commercial traffic will be diverted down Pedrick Road or Adams Street to Porter Street. The Council's support and permission is needed in order to provide Dixon Grill-in & Chill-in adequate time to apply for, and receive, temporary highway closure permission from Cal Trans for State Highway 113 (First Street). In addition to the requested closure of SR 113, Dixon Grill-in & Chill-in is requesting the closure of the following additional City streets from 6:00 AM on July 18, 2015, to midnight on July 19, 2015: North Jackson from A Street to B Street West B Street from First Street to North Jackson West A Street from First Street to North Jackson East A Street from First to Second Street East B Street from First to Second Street

2 Ferguson Alley Second Street from A Street to C Street Mayes Ave from First Street to Second Street Dixon Grill-in & Chill-in is also requesting the use of City owned parking lots in the downtown, as well as the property at the corner of First Street and East A Street (Pardi site), the lot located at the corner of Jackson and West A Street (Ace site), and the Women's Improvement Park. Dixon Grill-in & Chill-in is again requesting use of City equipment and staff at this event. Equipment includes use of the portable stage, the City's electronic messaging board, bleachers, street signs and barricades. The event will require City staff time for event set-up and take-down to include the placing of street closure signs and no parking signs, transportation of borrowed City equipment, and other logistical activities. The day of the event will require Public Works staff for traffic control from 6:00 a.m. to midnight at five locations, and three uniformed Dixon Police Officers to patrol the event from 11 :00 AM to 11 :00 PM. The actual cost to City of Dixon from last year's event was $10,110. This cost covered two uniformed officers and one sergeant for 12 hours, and ten Public Works employees working 9 hour shifts. The event proposed by Dixon Grill-In & Chill-In will again include a chili and rib cook off, street vendors, activities and demonstrations for kids. There will be live music, a car show, as well as the sale of food, beer, wine and hard lemonade. The event will involve the closure of State Highway 113 from C Street to Mayes, A Street from North Jackson to Second Street, North Jackson from West A Street to B Street and B Street from Jackson to Second Street, Second Street from A Street to C Street, and West Mayes from First Street to Jackson Street. (See Map Attached). For the sale and consumption of beer, wine and hard lemonade the City Council would need to suspend Dixon Municipal Code section which prohibits the consumption of alcohol in City parks and City streets or City owned property. Staff is proposing the following conditions in order to approve the request by Dixon Grill-In & Chill-In to conduct the event in the downtown area: 1. Grill-In & Chill-In shall apply for a special event permit and meet the requirements of the special events ordinance as determined by the Police Chief in relation to police staffing and private licensed and bonded security. The cost fo r required private security is the responsibility of Grill In & Chill-In. 2. The sale and consumption of alcohol shall be limited to beer, wine and hard lemonade, and shall be restricted to the boundaries of the event as shown on the attached site map. The sale and consumption of beer, wine

3 and hard lemonade shall be under the conditions established by the Chief of Police and in compliance with Alcohol Beverage Control (ABC). 3. Grill-In & Chill-In shall ensure the set-up of vendors and other event activities does not block the access of emergency response vehicles through the event. The site plan including the set-up of vendors shall be approved a minimum of one week in advance by the Fire Chief. No parking shall be permitted on East C Street between First and Second Street, Second Street between East C Street and East B, Second Street between East A Street and East Mayes Street, and on East Mayes between Second Street and North First Street, to allow for emergency vehicle access. 4. Grill-In & Chill-In shall supply a minimum of 25 "porta-potties" with locations approved by the City. The "porta-potties" must include provisions for ADA compliance and include hand washing stations. 5. Grill-In & Chill-In shall be responsible for supplying trash containers placed throughout the event and shall be responsible for servicing the trash containers as needed throughout the day of the event. Trash containers are to be removed no later than Monday following the event. 6. No automobiles, trucks or heavy delivery equipment shall be allowed in the park. All delivery of supplies into the park must be done so by hand trucks. 7. No stakes of any kind shall be driven into the ground without prior approval and oversight of the City Park maintenance staff. 8. Grill-In & Chill-In shall be responsible for providing the City with appropriate liability insurance and holding the City harmless for any claims resulting from the use of City facilities, amounts and indemnification language are subject to approval of the Risk Manager. 9. Grill-In & Chill-In shall provide proof of compliance with all public health and safety regulations for the handling and sale of food in accordance with the Solano County Department of Resource Management. 10. Grill-In & Chill-In shall provide personnel to control parking and provide directional assistance in and around the event. Additionally, Public Works Staff will conduct traffic control for the closure of State Highway 113 and other City Streets. 11. Grill-In & Chill-In shall provide City staff with an accurate updated site plan and conduct a walk-through of the site no later than the Monday prior to the Event.

4 SUBSEQUENT ACTIONS: City staff will continue to work with Grill-In & Chill-In to monitor the traffic control plan and site plan. Grill-In & Chill-In will be responsible for submitting all required documentation prior to the event. ALTERNATIVE OPTIONS: 1. The Council can adopt a resolution approving the event and use of City staff, property and equipment based on the conditions listed above. 2. The Council can amend the list of conditions by adding or eliminating conditions. The Council can also amend any costs proposed to be paid by the City or charged to Grill-In & Chill-In for City over-time staffing. FINANCIAL IMPACT: If the City absorbs all costs for City staff for this event per the request of Grill-In & Chill-In, the over-time cost would be approximately $10,000. The City would also not charge Grill-In & Chill-In any rental fees for City equipment or use of City facilities. There will be some additional staff time required both before and after the event with minimal impact to city services. ATTACHMENTS: Resolution Exhibit "A" List of Specific Use Conditions Exhibit "8" Map of closures APPROVALS: Finance: -+..:...;.,f-t-- City Manager _ -'-f::+-'k-_city Attorney:

5 Resolution No. RESOLUTION APPROVING THE REQUEST FROM DIXON GRILL-IN & CHILL IN TO HOST THE SIXTH ANNUAL GRILL-IN & CHILL-IN EVENT CLOSING CERTAIN STREETS IN DOWNTOWN DIXON, ESTABLISHING SPECIFIC USE CONDITIONS FOR THE EVENT, AND AUTHORIZING THE USE OF CITY STAFF ON OVERTIME AT CITY EXPENSE WHEREAS, the City has received a request from Grill-In & Chill-In to use certain City property and equipment and to secure road closures for the Sixth Annual Grill-in & Chill-in event to be held July 18, 2015; and WHEREAS, the City Council has found the event to be a benefit to the Dixon Community; and WHEREAS, the City Council supports the closure of City streets as shown on the attached exhibit "B"; and WHEREAS, the City Council supports and authorizes the use of City equipment and facilities for this event; and WHEREAS, Dixon Municipal Code section prohibits the consumption of alcohol in public parks and on City Streets and public property; and WHEREAS, the City Council can suspend the ordinance and permit the consumption of alcohol for designated events. NOW THEREFORE BE IT RESOLVED THAT, the City Council approves the request from Grill-In & Chill-In to conduct the Sixth Annual Grill-In & Chill-In event in downtown Dixon subject to the conditions listed in Exhibit "A" to this resolution. BE IT FURTHER RESOLVED THAT, the City Council approves the closure of City streets as shown in Exhibit "B". BE IT FURTHER RESOLVED THAT, the City Council suspends Dixon Municipal Code Section relating to consumption of alcohol in City Parks and on City property for the Grill-In & Chill-In event on July 18, 2015, within the boundaries of the event and subject to any conditions established by the Chief of Police and the Alcohol Beverage Control Board.

6 PASSED AND ADOPTED THIS 13 th DAY OF JANUARY, 2015, BY THE FOLLOWING VOTE: AYES : NOES: ABSENT: ABSTAIN: ATTEST: SUE JOHNSTON, CITY CLERK JACK BATCHELOR, JR. MAYOR

7 EXHIBIT "An CONDITIONS OF APPROVAL GRILL-IN & CHILL-IN JULY 18, Grill-In & Chill-In shall apply for a special event permit and meet the requirements of the special events ordinance as determined by the Police Chief in relation to police staffing and private licensed and bonded security. The cost for required private security is the responsibility of Grill In & Chill-In. 2. The sale and consumption of alcohol shall be limited to beer, wine, and hard lemonade and shall be restricted to the boundaries of the event as shown on the attached site map. The sale and consumption of beer, wine, and hard lemonade shall be under the conditions established by the Chief of Police and in compliance with Alcohol Beverage Control (ABC). 3. Grill-In & Chill-In shall ensure the set-up of vendors and other event activities does not block the access of emergency response vehicles through the event. The site plan including the set-up of vendors shall be approved a minimum of one week in advance by the Fire Chief. No parking shall be permitted on East C Street between First and Second Street, on Second Street between East C Street and East B Street, on South Second between East A Street and East Mayes Street, and on East Mayes between Second Street and North First Street, to allow for emergency vehicle access. 4. Grill-In & Chill-In shall supply a minimum of 25 "porta-potties" with locations approved by the City. The "porta-potties" must include provisions for ADA compliance and include hand washing stations. 5. Grill-In & Chill-In shall be responsible for supplying trash containers placed throughout the event and shall be responsible for servicing the trash containers as needed throughout the day of the event. Trash containers are to be removed no later than Monday following the event. 6. No automobiles, trucks or heavy delivery equipment shall be allowed in the park. All delivery of supplies into the park must be done so by hand trucks. 7. No stakes of any kind shall be driven into the ground without prior approval and oversight of the City Park maintenance staff. 8. Grill-In & Chill-In shall be responsible for providing the City with appropriate liability insurance and holding the City harmless for any claims resulting from the use of City facilities, amounts and indemnification

8 language are subject to approval of the City Manager. Dixon Grill-in & Chill-in shall defend, indemnify, and hold harmless the City of Dixon and its officers, agents and employees from all claims or damages of whatever nature arising out of or in connection with the event, or the attendant street closures, except those matters arising from the sole, active negligence of the City. The Council intends that this provision be broadly construed to effectuate its purpose. 9. Dixon Grill-in & Chill-in shall obtain the following insurance, covering the event: Public liability insurance; including endorsements for bodily injury, personal injury, products liability (covering at a minimum all food or beverages served), and contractual (covering obligations assumed under this Resolution) in the amounts of $1,000,000 per person and $2,000,000 aggregate for anyone occurrence. In the event any bus or other vehicular rides are provided, Comprehensive Automobile Liability insurance covering owned rented or hired vehicles in the amount of $1,000,000. Workers Compensation Insurance is required at State statutory limits where applicable. The insurance shall name the City of Dixon, its officers, agents and employees as additional Insured, and shall provide that it is primary insurance as to the City of Dixon and its officers, agents and employees. A certificate of insurance evidencing such coverage shall be filed with the City Clerk by July 1, No rights are granted by this Resolution unless and until said certificate is on file. 10. Grill-In & Chill-In shall provide proof of compliance with all public health and safety regulations for the handling and sale of food in accordance with the Solano County Department of Resource Management. 11. Grill-In & Chill-In shall provide personnel to control parking and provide directional assistance in and around the event. Additionally, ten Public Works Maintenance Staff will conduct traffic control for the closure of State Highway 113 and other City Streets. 12. Grill-In & Chill-In shall provide City staff with an accurate updated site plan and conduct a walk-through of the site no later than the Monday prior to the Event. 13. Dixon Grill-in & Chill-in shall obtain the written consent of the California Department of Transportation (CaITrans) for the closure of the streets as set forth in this resolution, and shall file a copy of said consent with the City Clerk by July 1, 2015.

9 14. The City Clerk is directed to send a copy of this Resolution to Dixon Grillin & Chill-in who shall signify acceptance of the terms and conditions of this Resolution by letter to the City Clerk by July 1, No rights are granted by this Resolution unless and until said letter signifying acceptance, certificate of insurance, and the CalTrans consent are returned to the City Clerk.

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10 ITE ~! k ~OCA TION z cq.,. \:- ~ ~ I. /:!!, \.AI a: ~ (1\ en l ō '" '" '" DOWNTOWN BUSINESS ASSOCIATION 3RD ANNUAL GRILL-IN & CHILL-IN, RIB & CHILI COOK OFF JULY 20,2013 _ STREET CLOSURE _ PARKING LOT CLOSURE o DETOUR PATH '" '"

MEMORANDUM TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT

MEMORANDUM TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT MEMORANDUM TO: FROM: BY: CITY COUNCIL TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT MATTHEW DOWNING, PLANNING MANAGER SUBJECT: CONSIDERATION OF TEMPORARY USE PERMIT CASE NO. 18-017; AUTHORIZING HALLOWEEN