HomeMy WebLinkAbout25 OLD TOWN FAMILY FUN NIGHTt Agenda Item 25
~., ~ ~ AGENDA REPORT Reviewed.'
City Manager
Finance Director ~'
~~-
MEETING DATE: JULY 19, 2011
TO: WILLIAM A. HUSTON, INTERIM CITY MANAGER
FROM: DOUGLAS S. STACK, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
SUBJECT: OLD TOWN FAMILY FUN NIGHT
SUMMARY
On July 5, 2011, staff provided City Council an update to the Conditional Use Permit application for
Old Town Family Fun Night - a proposed street fair for every Thursday night from 4:00 p.m. to 8:00
p.m. along EI Camino Real between Sixth Street and Main Street. After Council discussion, staff
was directed to evaluate the utilization of City Forces to augment the implementation of the event
and the use of third party volunteers to support and offset certain event costs associated with the
use of public street right-of-way. Staff has evaluated Council's direction and is presenting further
information for consideration as is relates to the use of third party volunteers and the City's
financial participation.
RECOMMENDATION
Pleasure of the Council.
FISCAL IMPACT
As previously indicated, if the City is to prepare the required traffic control plan, the estimated cost
is $3,000. Furthermore, should City forces be utilized to perform the installation and removal of all
traffic control devices required for the EI Camino Real closure and detour, the estimated cost is
$1,600 per week.
DISCUSSION/BACKGROUND
Due to the inherent nature, potential risk and liability of installing/removing traffic control and
working within the public/traveling right-of-way, the use of third party volunteers to install and/or
remove all traffic control devices required by the road closure in not recommended. In light of the
horrible traffic incident in Santa Monica in July 2003, it is critical that this function be performed by
only those trained and skilled to effectively and safely install/remove traffic control.
The estimated cost includes the use of three city public works vehicles and three field services
personnel. Posting of temporary no parking signs, potential towing coordination with Police
Department and traffic control set up would occur during normal working hours at straight time, in
lieu of other daily maintenance assignments. Removal and restoration to normal operating
conditions would be performed at overtime, 2-hour minimum. Two of the vehicles would remain
on-site during the event as elements used for hard barricade placement (in lieu of water-filled
barricades) at either end of EI Camino Real.
Costs would be expected to vary slightly each week due to the variation of hourly wages for the
group of individuals that would rotate on the assignment. Additionally, there are occasionally
Old Town Family Fun Night
July, 19, 2011
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variations in the number of hours due to the coordination of activities of the vendors (e.g. vendors
delayed in leaving, causing a delay in the breakdown of the traffic control).
Costs are hourly wage only -not fully burdened rates and applicable equipment charges are
included. Loss of working hours for other duties would equal approximately 6 man-hours per week
(set up only)/300 lost man hours annually, assuming 50 events per year.
The traffic control is intended to provide safe and effective closure and detouring, while providing
emergency vehicle access at all times. A traffic control and detouring plan is normally prepared by
an applicant and reviewed and approved by the City. The use of a licensed qualified contractor for
the installation would then be required under a Public Works encroachment permit. The plan is
required to be prepared by a Registered Traffic Engineer or Civil Engineer experience in this type
of plan preparation. The plan is a onetime expenditure and once approved, it can be used
routinely to safety and effectively provide the necessary traffic control for the street closure along
EI Camino Real. It is anticipated that the required traffic control plan would include placing both
signalized intersections at either end of EI Camino Real in red flash (recall), left turn pocket closure
for westbound Main at EI Camino Real, and thru lane closure for southbound EI Camino Real at
Main.
s .Stack, P.E.
r f Public Works/City Engineer
S:\City Council Items\2011 Council Items\Family Fun Night.docx