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Home My WebLink About022123-09.1 ADMINISTRATIVE STAFF REPORT 9.1 TO: Mayor and Town Council February 21, 2023 SUBJECT: Resolution No. 11-2023, authorizing Community Events Street Closures or Parking Restrictions for Calendar Year 2023; and Resolution No. 15- 2023 authorizing Exemption from Danville Ordinance No. 96-10 for the Ridge Hike for Prevention on April 30, 2023 BACKGROUND The Town annually hosts large-scale community events in the downtown to build community spirit, provide exposure to businesses, enhance quality of life, attract visitors, and revitalize the economic health of Danville. It is the Town’s policy to regulate events involving the use of, or impact to public places, (Town property, facilities, sidewalks, or roadways) in the interests of public safety, loss control, and limiting liability. Danville’s Municipal Code requires Town Council approval for events that necessitate the temporary closure of Town streets and parking restrictions. Further, Danville Ordinance No. 96-10 requires event organizers to obtain Town Council approval to allow public consumption of alcohol within the event closure limits. DISCUSSION This report includes requests for 12 events to utilize rights-of-way, or other Town public places to stage operations for their events. Event organizers are required to adhere to established event criteria to allow for proper planning and resource management. All event organizers will be required to comply fully with all requirements contained in the Danville Municipal Code to further ensure event safety. Community Events Criteria The Town supports road closures for select community events because they promote economic vitality and increase exposure for local businesses. Event organizers are expected to plan event activities throughout the entire closure limits to maximize exposure of the Danville business community. 2023 Community Events 2 February 21, 2023 The following factors are carefully considered prior to recommending support of community events: • Impact on residents, occupants, or businesses on the block or in the immediate vicinity. • Ability of emergency vehicles to access and maneuver through the closure areas. • Impact on vehicular traffic circulation and availability of alternate routes for traffic detours. • Opportunities for businesses in the event vicinity to participate and create strategies for attendee engagement and increase their brand exposure. • Capacity planning or determining whether the event will exceed the Town’s predefined resource capabilities. • Event organizers’ capacity to implement established event and safety criteria as outlined in the event agreement. • Event organizers’ formal request for Town Council approval to serve/sell alcohol for public consumption within the event street closure limits, must promote practices that support responsible behavior and ensure adherence to all relevant Town policies, municipal, county, and federal laws and regulations concerning the sale and service of alcohol. Requested Event Modifications As part of the Intent to Host Application, event organizers can request modifications to events, which would be considered as part of the annual review process. Below is a summary of only the requested modifications and updates to the Community Events Program for 2023. A comprehensive list of all 2023 proposed events, their dates, descriptions, and street closure information/maps are outlined in Exhibit 1 to Resolution 11-2023. Ridge Hike for Prevention This event for 2023 was approved on February 15, 2022. The event organizer is seeking an exemption from Danville Ordinance No. 96-10 to serve alcohol within the event limits for participants. This is a day-time registered event that will allow only responsible trained staff to limit the consumption of alcohol with a ticketing system. Historically, attendees would secure a beverage ticket at the end of the event and exit the event area to proceed to the participating locations to redeem. This year, both business owners and event organizers agree it would be easier and safer to manage if beverages were served on-site in the expo area following the event. 2023 Community Events 3 February 21, 2023 Devil Mountain Run This event requests to return to the month of May, as last year it was held in September due to additional preparation time needed by event organizers to plan logistics after the post-pandemic hiatus. Hot Summer Sundays Car Show Danville Merchants’ Association has requested to host one car show in 2023 and has adjusted the proposed date to September to avoid the likelihood of extreme temperatures. There is also a request to expand the event limits north to Railroad Avenue from Linda Mesa Avenue on Hartz Avenue. The request could create logistic impacts on Town resources and traffic management. Therefore, the event organizers would be required to adhere to all criteria and timelines identified by the Community Events Team specifically for this event to allow for proper planning and resource management. The 9/11 Remembrance Ceremony This event held at Oak Hill Park has grown in popularity and is hosted at a Town facility. Minimal administrative and logistic support is provided by Town staff. To promote the event under the limited co-sponsored event criteria, it is a recommended addition to the annual Community Event approval process. Health and Wellness Day on the Green This is a new event created to highlight health and wellness opportunities offered through the Town’s Recreation Arts and Community Services Department as well as to provide exposure to local service businesses in health and wellness. This event will include booths, sponsors, and live demonstrations, and is co-hosted in partnership with the Danville Area Chamber of Commerce and the Town of Danville. Event Insurance The standard event insurance rate will increase from $1 million to $2 million for large- scale events requiring significant road closures. This amount is recommended by the Town’s Insurance Provider/Municipal Pooling Authority for events with certain liability factors. Event Safety Community safety is the Town’s highest priority, and the Community Events Team continues to work with event organizers annually to implement improved safety measures for road closures. To that end, all event organizers will be required to comply fully with all requirements contained in the Danville Municipal Code to further ensure event safety. All events have been evaluated based on established criteria and are recommended for Town Council consideration. 2023 Community Events 4 February 21, 2023 PUBLIC CONTACT Posting of the meeting agenda serves as notice to the general public. FISCAL IMPACT Event organizers are legally and financially responsible for the overall organization, management, and implementation of an event and its related activities. Town costs associated with these events are budgeted in the FY 2022/23 and 2023/24 Community Events program budget. RECOMMENDATION Adopt Resolution No. 11-2023, authorizing Community Events Street Closures or Parking Restrictions for Calendar Year 2023; and Resolution No. 15-2023 authorizing Exemption from Danville Ordinance No. 96-10 for the Ridge Hike for Prevention on April 30, 2023. Prepared by: Lianna Adauto Economic Development Specialist Reviewed by: Jill Bergman Business and Economic Development Director Attachments: A – Resolution No. 11-2023 Exhibit 1 - Recommended Community Events Descriptions, Dates, and Street Closure Information/Maps B – Resolution No. 15-2023 Authorizing Exemption from Danville Ordinance No. 96-10 for the Ridge Hike for Prevention on April 30, 2023 RESOLUTION 11-2023 AUTHORIZING COMMUNITY EVENTS STREET CLOSURES OR PARKING RESTRICTIONS FOR CALENDAR YEAR 2023 WHEREAS, the Town annually hosts the occurrence of large-scale events in the downtown to build community, enhance the quality of life for residents, and attract visitors to promote the economic health of Danville; and WHEREAS, community events are designed to increase exposure to downtown businesses and generate a flow of foot traffic throughout the event boundaries; and WHEREAS, community events are supported and enjoyed by the residents of Danville and attract hundreds of visitors to the Downtown; and WHEREAS, street closures are necessary to provide event safety for all concerned, including event organizers, vendors, local business owners, and the general public; and WHEREAS, Danville’s Municipal Code requires Town Council approval of parades and community events which necessitate the temporary closure of Town streets and temporary parking restrictions; and WHEREAS, the Town requires event organizers to execute specific Community Events Agreements, which outline the understandings, responsibilities, and conditions associated with the Town’s authorization of street closures, including complying with all requirements contained in the Danville Municipal Code and the submission of an insurance policy to indemnify the Town from liability associated with the event, as well as a Danville Encroachment Permit; and WHEREAS, a detailed list of events and subsequent maps that define roads or parking lot closure limits are identified in Exhibit 1; now, therefore, be it RESOLVED that the Danville Town Council authorizes the Community Events Dates and Street Closures Maps listed in Exhibit 1, which is attached and incorporated herein by this reference. DocuSign Envelope ID: 78A9F2B2-06EE-462C-8D14-04E1D9B529DA PAGE 2 OF RESOLUTION NO. 11-2023 APPROVED by the Danville Town Council at a regular meeting on February 21, 2023, by the following vote: AYES: NOES: ABSTAINED: ABSENT: MAYOR APPROVED AS TO FORM: ATTEST: CITY ATTORNEY CITY CLERK DocuSign Envelope ID: 78A9F2B2-06EE-462C-8D14-04E1D9B529DA Exhibit 1 2023 Community Events Dates, Descriptions, and Street Closure Information/Maps Ridge Hike for Prevention – April 30 Event approved in 2022 and requesting Exemption from Ordinance No. 96-10 A hike for breast cancer awareness with two hike options through Danville trails with a community expo in downtown at the end of the hike. This event attracts a large number of local business support. The event organizer is Breast Cancer Prevention Partners. Danville Devil Mountain Run (10k, 5k, and “The Mile of Truth”) – May 7 Event Closure: 4:30 a.m. to 12:30 p.m. This event is hosted in Historic Downtown, featuring local businesses and sponsors in the Railroad Avenue Municipal Parking Lot. The event organizer is Team Blue Sky Events, Inc. Memorial Day Ceremony – May 29 Administrative and logistics support This community celebration, which honors those who have served in the Armed Forces of the United States and who have passed, includes a program held at Oak Hill Park. The event organizer is the Viet Nam Veterans of Diablo Valley. Kiwanis-Danville July 4 Parade – July 4 Event Closure: 6:00 a.m. to 1:00 p.m. A time-honored parade that celebrates Danville’s heritage and America’s birthday. Held in downtown Danville, the parade route begins at Railroad Avenue at Hartz Avenue and will end at Town & Country Drive. The event organizer is Kiwanis Club of the San Ramon Valley. Music in the Park– August 5 Event Closure: 4:30 p.m. to 10:00 p.m. This outdoor family-friendly concert is hosted at the Town Green and provides exposure to a large variety of local restaurants and shops. The event organizer is the Town’s Recreation, Arts, and Community Services Department. Hot Summer Sunday Car Show- September 10 Event Closure: 6:00 a.m. – 5:00 p.m. A car show featuring classic custom vehicles and hot rods in historic downtown Danville bringing visitors to enjoy the Town. The event organizer is the Danville Merchants’ Association. DocuSign Envelope ID: 78A9F2B2-06EE-462C-8D14-04E1D9B529DA Exhibit 1 9/11 Ceremony – September 11 Administrative and logistics support This event is a patriotic tribute to those whose lives were lost and forever changed on September 11, 2001, and to honor those that continue to serve and protect. The event organizer is the Exchange Club of San Ramon Valley. San Ramon Valley High School Homecoming Parade – September 30 Event Closure: 2:30 p.m. - 3:15 p.m. (rolling closures) This annual parade travels through downtown celebrating school spirit prior to the homecoming game. The event organizer is San Ramon Valley High School. Run for Education (10k) – October 8 Event Closure: 7:30 a.m. to 9:00 a.m. (rolling closures) The Run for Education is a community run/walk that supports programs for the San Ramon Valley Unified School District. The 10k portion of the race begins in Danville and ends in San Ramon. The event organizer is the San Ramon Valley Education Foundation. Health & Wellness Day on the Green – October 14 Event Closure: 8:00 a.m. to 4:00 p.m. This new event will highlight health and wellness opportunities through the Recreation Arts and Community Services Department as well as local businesses. The road closure will be near the Town Green for exercise demonstrations and vendors. The Town will partner with the Danville Area Chamber of Commerce to host this event. Veterans Day Weekend Open House – November 10-12 Event Closure: 3:00 p.m. Thursday (11/9/23) to 9:00 p.m. Sunday (11/12/23) A community celebration that recognizes San Ramon Valley veterans and includes displays of military vehicles, exhibits, speakers, and more. The event organizer is the Veterans Memorial Building Library and Historical Collection Committee. Lighting of the Old Oak Tree – November 24 Event Closure: 1:00 p.m. to 9:00 p.m. This annual tradition kicks off the holiday season around the Town’s landmark oak tree. The event is designed to encourage shopping in the downtown area after the tree- lighting ceremony. The event organizer is the Danville Area Chamber of Commerce. DocuSign Envelope ID: 78A9F2B2-06EE-462C-8D14-04E1D9B529DA Railroad Ave. Sc h o o l S t . W P r o s p e c t A v e . Danville Devil Mountain Run Downtown Overview Map Legend POLICE REGULAR BARRICADES MAY 7, 2023 STREET CLOSURE TIME 4:30 A.M. -12:30 P.M. EVENT TIME 8:00 A.M.-10:00 A.M. Front St. Sh o r t S t . RESTROOM CLOSURE LIMITS 4:00 A.M.TO 10:30 A.M. NO PARKING SIGNS LOCATIONS E P r o s p e c t A v e . Dia b l o R o a d Ch u r c h S t . 10K ROUTE 5K ROUTE MILE OF TRUTH ROUTE (2 LOOPS) START/FINISH LINE-MILE OF TRUTH START LINE-5K & 10K ROUTES FINISH LINE-5K FIRE/POLICE/SAR MOBILE COMMAND RECYLCING BIN-POST NO PARKING 5:00 A.M. ON FRIDAY BEFORE EVENT POST 8 PARKING SIGNS-NO PARKING BEGINNING FRIDAY BEFORE EVENT AT 5:00 A.M. Hartz Ave. S a n R a m o n V a l l e y B l v d . Iron Horse Regional Trail NO LEFT TURN SIGN ROAD CLOSED SIGN CLOSURE LIMIT AFTER 8:30 A.M. Railroad Ave. Hart z A v e . DocuSign Envelope ID: 78A9F2B2-06EE-462C-8D14-04E1D9B529DA Danville Devil Mountain Run 5k and 10 Route Map May 7, 2023 4:30 A.M. - 12:30 P.M. Street Closure Time 8:00 A.M. - 10:00 A.M. Event Time DocuSign Envelope ID: 78A9F2B2-06EE-462C-8D14-04E1D9B529DA DocuSign Envelope ID: 78A9F2B2-06EE-462C-8D14-04E1D9B529DA DocuSign Envelope ID: 78A9F2B2-06EE-462C-8D14-04E1D9B529DA DocuSign Envelope ID: 78A9F2B2-06EE-462C-8D14-04E1D9B529DA DocuSign Envelope ID: 78A9F2B2-06EE-462C-8D14-04E1D9B529DA DocuSign Envelope ID: 78A9F2B2-06EE-462C-8D14-04E1D9B529DA DocuSign Envelope ID: 78A9F2B2-06EE-462C-8D14-04E1D9B529DA DocuSign Envelope ID: 78A9F2B2-06EE-462C-8D14-04E1D9B529DA RESOLUTION 15-2023 AUTHORIZING EXEMPTION FROM DANVILLE ORDINANCE NO. 96-10 FOR RIDGE HIKE FOR PREVENTION ON APRIL 30, 2023 WHEREAS, the Ridge Hike for Prevention is an annual event sponsored by Breast Cancer Prevention Partners (BCPP); and WHEREAS, community events are supported and enjoyed by the residents of Danville and bring hundreds of visitors to the Downtown; and WHEREAS, the BCPP has requested an exemption from Danville Ordinance No. 96-10 in order to allow public consumption of alcohol within the authorized closure limits; and WHEREAS, this is a daytime ticketed event with no history of alcohol-related incidents; now, therefore, be it RESOLVED that the Danville Town Council hereby authorizes that public consumption of alcohol shall be allowed within the authorized closure limits of this event during the hours of 11:00 a.m. and 3:00 p.m. on April 30, 2023 in accordance with the provisions of Ordinance No. 96-10. APPROVED by the Danville Town Council at a regular meeting on February 21, 2023, by the following vote: AYES: NOES: ABSTAINED: ABSENT: MAYOR APPROVED AS TO FORM: ATTEST: CITY ATTORNEY CITY CLERK