6.
City Council Work Session
- Meeting Date:
- 10/29/2013
- Co-Submitter:
- Brian Grube, Recreation Services Director
- From:
- Glorice Pavey, Recreation Supervisor
- Department:
- Public Works
Co-Submitter:
Brian Grube
TITLE:
Discussion regarding downtown street closure criteria for north Downtown and management of Heritage Square.
DESIRED OUTCOME:
At this work session, staff will introduce criteria to help City Council with the process of approving or denying street closure permits in the north downtown area. Additionally, staff will be seeking direction on the future management of Heritage Square.
INFORMATION:
BACKGROUND - Street Closures:
Approximately six years ago, residents and business owners in the downtown area and neighborhoods adjacent to the downtown had expressed frustration with the number of events slated to close streets in the downtown area. At that time, the special event permit packet allowed for the closure of two-way streets and events using the “standardized parade route” without Council approval.
In 2008, the special event permit packet was changed to require Council approval for new street closures that proposed to use the parade route (with the exception of Northern Lights Parade, Fourth of July Parade, Armed Forces Day Parade, and NAU Homecoming Parade). While the two-way street closure rule had not changed, staff made it a policy to bring these sorts of street closures before City Council as well. This afforded the public the opportunity to express their opinion about the street closure in a public setting.
In order to inform community members of upcoming City Council meetings, an email distribution list was created in 2008. In 2012, staff created a newsletter in order to communicate downtown event happenings, including Council meetings. The newsletter is posted to the City’s website and is posted at physical locations throughout the community.
At the June 18, 2013 City Council meeting, the Mayor and Councilmembers expressed the need for criteria to help them with the process of approving or denying street closures.
Currently there are eight street closures in the downtown core, which includes the Hopi Market, an event that used the streets for the first time in September of 2013:
1. Dew Downtown (February)
2. Armed Forces Day Parade (May)
3. Fourth of July Parade (July)
4. Route 66 Days (September)
5. NAU Homecoming (October)
6. Northern Lights Parade (December)
7. New Year’s Eve (December)
8. Hopi Market (September)
OUTREACH EFFORTS – Street Closures:
In August of 2013, in an effort to gather information about street closure criteria, staff held a public meeting. Door hangers advertising this meeting were distributed to the north downtown core, the neighborhoods north and west of the downtown core, and the South Downtown business area and west neighborhood. Additionally, the public meeting and City Council meeting were advertised in the August, September and October Downtown Newsletters, posted on the City’s website and various physical kiosks throughout town. Over 25 community members attended the public meeting and filled out surveys. See attached excel document: “Survey Results”. This matter was brought forward to the Downtown Business Alliance (DBA) by Karl Eberhard, the City's Design and Redevelopment Manager at a number of DBA meetings.
OVERVIEW – Street Closure Criteria:
Staff recommends that event producers submit a supplemental addendum to the special event permit packet, elaborating on the following suggested criteria:
1. Marketing Plan
2. Public Outreach
3. Parking Plan
4. Ambassador Plan
5. Trash, Recycling and Portable Toilets
Staff will use a rating matrix to evaluate whether the criteria have been met. Additional considerations for evaluating the appropriateness of the event for downtown will be included on the matrix and comprise such things as:
1. Season of the year
2. Vendor competition with existing businesses
3. Admissions (free or admission charged)
4. Anticipated attendance
5. Local vs. Out of Town
6. Nonprofit vs. Commercial
7. Family Friendly
The attachment, “Rating Matrix,” is an example of what this evaluation could look like. The rating matrix is a conceptual work in progress. Once staff receives direction, we will work on weighting each of the items. Staff plans on creating a numerical cut-off point at which an event will be approved or denied.
Staff would like to exempt the New Year’s Eve street closure since it is required by the Flagstaff Police Department for the safety of pedestrians. If a request to change the intent of this closure is submitted, then staff will ensure that the event is run through the rating matrix and requirements.
Staff is seeking direction on the following questions
1. Does Council approve of the suggested criteria or have any additions?
2. Does City Council like the idea of a rating matrix?
3. Does City Council want to continue to approve street closures?
Approximately six years ago, residents and business owners in the downtown area and neighborhoods adjacent to the downtown had expressed frustration with the number of events slated to close streets in the downtown area. At that time, the special event permit packet allowed for the closure of two-way streets and events using the “standardized parade route” without Council approval.
In 2008, the special event permit packet was changed to require Council approval for new street closures that proposed to use the parade route (with the exception of Northern Lights Parade, Fourth of July Parade, Armed Forces Day Parade, and NAU Homecoming Parade). While the two-way street closure rule had not changed, staff made it a policy to bring these sorts of street closures before City Council as well. This afforded the public the opportunity to express their opinion about the street closure in a public setting.
In order to inform community members of upcoming City Council meetings, an email distribution list was created in 2008. In 2012, staff created a newsletter in order to communicate downtown event happenings, including Council meetings. The newsletter is posted to the City’s website and is posted at physical locations throughout the community.
At the June 18, 2013 City Council meeting, the Mayor and Councilmembers expressed the need for criteria to help them with the process of approving or denying street closures.
Currently there are eight street closures in the downtown core, which includes the Hopi Market, an event that used the streets for the first time in September of 2013:
1. Dew Downtown (February)
2. Armed Forces Day Parade (May)
3. Fourth of July Parade (July)
4. Route 66 Days (September)
5. NAU Homecoming (October)
6. Northern Lights Parade (December)
7. New Year’s Eve (December)
8. Hopi Market (September)
OUTREACH EFFORTS – Street Closures:
In August of 2013, in an effort to gather information about street closure criteria, staff held a public meeting. Door hangers advertising this meeting were distributed to the north downtown core, the neighborhoods north and west of the downtown core, and the South Downtown business area and west neighborhood. Additionally, the public meeting and City Council meeting were advertised in the August, September and October Downtown Newsletters, posted on the City’s website and various physical kiosks throughout town. Over 25 community members attended the public meeting and filled out surveys. See attached excel document: “Survey Results”. This matter was brought forward to the Downtown Business Alliance (DBA) by Karl Eberhard, the City's Design and Redevelopment Manager at a number of DBA meetings.
OVERVIEW – Street Closure Criteria:
Staff recommends that event producers submit a supplemental addendum to the special event permit packet, elaborating on the following suggested criteria:
1. Marketing Plan
2. Public Outreach
3. Parking Plan
4. Ambassador Plan
5. Trash, Recycling and Portable Toilets
Staff will use a rating matrix to evaluate whether the criteria have been met. Additional considerations for evaluating the appropriateness of the event for downtown will be included on the matrix and comprise such things as:
1. Season of the year
2. Vendor competition with existing businesses
3. Admissions (free or admission charged)
4. Anticipated attendance
5. Local vs. Out of Town
6. Nonprofit vs. Commercial
7. Family Friendly
The attachment, “Rating Matrix,” is an example of what this evaluation could look like. The rating matrix is a conceptual work in progress. Once staff receives direction, we will work on weighting each of the items. Staff plans on creating a numerical cut-off point at which an event will be approved or denied.
Staff would like to exempt the New Year’s Eve street closure since it is required by the Flagstaff Police Department for the safety of pedestrians. If a request to change the intent of this closure is submitted, then staff will ensure that the event is run through the rating matrix and requirements.
Staff is seeking direction on the following questions
1. Does Council approve of the suggested criteria or have any additions?
2. Does City Council like the idea of a rating matrix?
3. Does City Council want to continue to approve street closures?
a. If yes, then the rating matrix results will be included as part of the staff summary
b. Two-way street closures do not require Council approval, per the special event permit packet. Does City Council want to see two-way street closures?
b. Two-way street closures do not require Council approval, per the special event permit packet. Does City Council want to see two-way street closures?
c. Parades are currently grandfathered under the special event permit packet and do not require Council approval. Does City Council want to review parade events?
d. Southside? West Side? Fourth Street?
d. Southside? West Side? Fourth Street?
BACKGROUND – Heritage Square Management
In August of 2013, there was a conflict between two applicants, which has since been resolved. However, this conflict brought to light the inadequacies of the special event permit packet in managing the unique nature of Heritage Square. The current special event permit packet has few rules and regulations that are specific to Heritage Square. Those rules that are specific to Heritage Square include load limits (Heritage Square is the roof of a parking garage and there is a limit to the number of people that can gather in the space), display of banners, use of electricity, and the serving or selling of alcohol.
The special event permit packet does not currently contain a policy regarding the use of Heritage Square by vendors or events that are “vendor heavy”.
OUTREACH EFFORTS: Heritage Square Management
At this time, staff has conducted minimal outreach efforts to gather input for Heritage Square management. This matter was brought forward to the Downtown Business Alliance by Karl Eberhard, the City's Design and Redevelopment Manager. Additionally, the October 29th City Council meeting was advertised in the October issue of the Downtown Newsletter. Once staff gets direction from City Council, there are plans to conduct outreach including public meetings and future reports to City Council at work sessions.
OVERVIEW – Heritage Square Management:
Staff is seeking direction regarding how City Council would like us to manage this facility. Possible management strategies include:
1. Heritage Square Management Plan: a comprehensive plan that would include a special event policy, maintenance, fee structure, etc.
2. Amend special event permit packets to build in a policy regarding the management and use of this facility
3. Apply a rating matrix, similar to the street closure criteria matrix, to evaluate events
4. Amend fee structure so that commercial rates are in line with Community Development’s fees for sidewalk cafes.
MOVING FORWARD:
Street Closure Criteria:
Assuming that a majority of Council supports the street closure criteria and rating matrix, then staff will meet internally to determine the weighting of each of the criteria and considerations. Staff will submit a CCR once a final draft has been completed. Approximate date of completion is December 1, 2013.
Heritage Square Management:
Depending on the direction that Council gives staff regarding the management of Heritage Square, the implementation date could vary from six months to 1+ years. A comprehensive Management Plan would not be implemented prior to May 1, 2015. Of note, the immediate issues of 2014 have been resolved and staff will not accept applications for the 2015 season until a management plan is in place. An amendment to the special event permit packet and application of a rating matrix would take far less time and could be completed by May 1, 2014.
CONCLUSION:
The purpose of the October 29th Council work session is to seek Council direction on street closure criteria for approving or denying events in the north downtown area and to seek guidance on how City Council would like staff to manage Heritage Square.
The special event permit packet does not currently contain a policy regarding the use of Heritage Square by vendors or events that are “vendor heavy”.
OUTREACH EFFORTS: Heritage Square Management
At this time, staff has conducted minimal outreach efforts to gather input for Heritage Square management. This matter was brought forward to the Downtown Business Alliance by Karl Eberhard, the City's Design and Redevelopment Manager. Additionally, the October 29th City Council meeting was advertised in the October issue of the Downtown Newsletter. Once staff gets direction from City Council, there are plans to conduct outreach including public meetings and future reports to City Council at work sessions.
OVERVIEW – Heritage Square Management:
Staff is seeking direction regarding how City Council would like us to manage this facility. Possible management strategies include:
1. Heritage Square Management Plan: a comprehensive plan that would include a special event policy, maintenance, fee structure, etc.
2. Amend special event permit packets to build in a policy regarding the management and use of this facility
3. Apply a rating matrix, similar to the street closure criteria matrix, to evaluate events
4. Amend fee structure so that commercial rates are in line with Community Development’s fees for sidewalk cafes.
MOVING FORWARD:
Street Closure Criteria:
Assuming that a majority of Council supports the street closure criteria and rating matrix, then staff will meet internally to determine the weighting of each of the criteria and considerations. Staff will submit a CCR once a final draft has been completed. Approximate date of completion is December 1, 2013.
Heritage Square Management:
Depending on the direction that Council gives staff regarding the management of Heritage Square, the implementation date could vary from six months to 1+ years. A comprehensive Management Plan would not be implemented prior to May 1, 2015. Of note, the immediate issues of 2014 have been resolved and staff will not accept applications for the 2015 season until a management plan is in place. An amendment to the special event permit packet and application of a rating matrix would take far less time and could be completed by May 1, 2014.
CONCLUSION:
The purpose of the October 29th Council work session is to seek Council direction on street closure criteria for approving or denying events in the north downtown area and to seek guidance on how City Council would like staff to manage Heritage Square.