HomeMy WebLinkAboutD-1 Staff Report - Special Event - Operation GobbleSCHEDULED ITEM
D-1
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: LUCY DEMIRJIAN, PROJECT MANAGER
DATE: OCTOBER 17, 2022
SUBJECT: CONSIDERATION OF CO-SPONSORSHIP OF A SPECIAL EVENT FOR
THE OFFICE OF STATE SENATOR SUSAN RUBIO TO HOST OPERATION
GOBBLE ON ALAMEDA AVENUE BETWEEN FOOTHILL BOULEVARD
AND SANTA FE AVENUE
BACKGROUND:
The Office of Senator Susan Rubio annually partners with local cities to give back to the
communities in her district. The third annual Thanksgiving event will consist of a drive-through
turkey giveaway and resource fair in the City of Azusa. The event is anticipated to draw over
200 families. Therefore, the Senator’s Office has requested consideration of street closures, use
of City’s right-of-way and public parking lot on Monday, November 21, 2022. Co-sponsoring
the event allows for the requested closures and use, waiving associated fees and making a finding
of public benefit.
RECOMMENDATIONS:
Staff recommends the City Council take the following actions:
1)Authorize the closure and use of the public right-of-way on Alameda Avenue between
Foothill Boulevard and Santa Fe Avenue;
2)Authorize the use of public parking lots located north of City Hall, the public parking
located on the northwest corner of Alameda Avenue and Foothill Boulevard.
3)Authorize any necessary street closures, traffic diversion efforts and associated detours
during the event;
APPROVED
CITY COUNCIL
10/17/2022
Operation Gobble Co-Sponsorship
October 17, 2022
Page 2 of 3
4) Authorize the City Manager to execute all necessary traffic and site plans once approved
by the City Engineer; and
5) Make a finding that the community at large will receive a public benefit from the
expenditure of funds for the recommended items and waive associated costs.
ANALYSIS:
The event will provide food for over 200 families in the district on a first come first serve basis.
Additional resources will also be available for community members through non-profits. The
“drive-thru’ event will be open to the public from 12:00 p.m. to 1:00 p.m. on Monday November
21st. The closure of public right-of-way is proposed for 10:00 a.m. to 2:00 p.m. The Senator’s
Office will have their own staff and volunteers managing the event. The parking lot has also
been requested to be utilized by staff and volunteers.
Staff has considered an appropriate site plan and traffic control plan for the event, pending
review and approval of the City Engineer. Vehicles will be directed to enter from Foothill onto
Dalton where they will be placed in the queue. The right westbound lane on Foothill, between
Dalton and Alameda, will be dedicated to the vehicle queue. The drive-through will wrap around
the Civic Center Complex and end at Santa Fe, where vehicles will be directed to exit. City staff
will conduct street closures and traffic control measures during regular City business hours in
accordance with approved plans.
Special Event Permit
Per the Azusa Municipal Code Section 88.51.030.D3, City Council approval is required of
activities conducted on public property or public right-of-way. Such approval is granted by the
approval of Special Event Permit. Staff is seeking approval from the City Council for the
utilization of the City’s public right-of-way and public parking lots. The processing of a Special
Event Permit may also be waived with the co-sponsorship of the event. All required plans and
documents will be reviewed by the City’s various Departments and Divisions to ensure the
health and safety of the public. The cost to process and issue a Special Event Permit is $5,750.
Traffic Control
Hosting the event will require the closure of public streets and traffic lane. A traffic control plan
will need to be prepared and implemented. While City Staff has a previous traffic control plan
used on Alameda Avenue, it will require Staff time to set up and take down the traffic control as
well as the use of City’s equipment such as water filled barricades, cones, signs and others as
needed. An estimated cost of labor to implement the traffic control plan is $2,000 in addition to
the actual use of the traffic control equipment.
Operation Gobble Co-Sponsorship
October 17, 2022
Page 3 of 3
Access to Equipment
The Senator’s Office will be responsible for securing event equipment such as but not limited to:
canopies, tables, chairs, speaker and microphone system. The City’s contribution is limited to the
recommended actions.
Finding of Public Benefit
Staff is requesting the fee associated with the Special Event Permit, required trust account
deposit and fees associated with staff time and the use of traffic control equipment be waived,
finding the event of public benefit.
FISCAL IMPACT:
The fiscal impact associated with the recommended actions are the waiving of the Special Event
Permit fee in the amount of $5,750, costs associated with Staff time to prepare and implement
the traffic control plan in the amount of $2,000 for a total of $7,750, in addition to undetermined
soft costs related to the use of the City’s traffic control equipment. The proposed cost of $2,000
for staff time related to traffic control are already included in the FY2022-23 approved budget
under account 1255661000-6003.
Prepared by: Reviewed and Approved
Lucy Demirjian Sergio Gonzalez
Project Manager City Manager
Attachments:
1) Draft Site Plan
Street Closure
Vehicle Route