In what can be considered a formality, the Brentwood City Council approved a Temporary Use Permit and Memorandum of Understanding Tuesday night for the Harvest Time Festival. The event is scheduled for July 12-13 in downtown Brentwood which will include road closures on Second Street and Oak Street.
The free event is aimed at celebrating the farmlands harvest and focusing on food, family and fun. Activities anticipated at the event include contests, cooking demonstrations, wine tastings, a beer garden, local food, art and craft vendors, and live entertainment.
Councilman Erick Stonebarger expressed excitement about the event.
“I am excited to see an event back downtown,” said Stonebarger.
Mayor Bob Taylor echoed his comments saying he thought the event would be fun.
Gene Clare said its great to bring an event back downtown while celebrating heritage.
“I am very excited and pleased for the residents of Brentwood to bring downtown a community focused activity event for families, children that focuses on our agricultural heritage so I am very pleased with Harvest Time and Steve Barr who stepped up to provide this for our citizens. “
The City Council approved both the Temporary Use Permit and Memorandum of understanding in a 4-0 with Councilman Steve Barr recusing himself from the discussion and vote since he is helping organize the event.
The event is expected to cost the City of Brentwood an estimated $7,978 in police services, solid waste services, and Parks and Recreation services. Harvest Time will then be billed for actual cost of services upon completion of the event.
According to the Harvest Time Website, here is a look at the festival details:
Festival details are:
- Free admission
- Saturday 11:00 am – 9:00 pm / Sunday 11:00 am – 6:00 pm
- Free parking in City garage
- Partnering with Brentwood Grown / Buy Fresh Buy Local campaigns
- Ribbon Cutting: Local dignitaries, color guard presentation, singing of the National Anthem, blessing from Councilmember Joel Bryant, Police Chaplain, raising of the festival flags and parade of the “Little Veggies” costume contestants
- Two days of live entertainment on Main Stage
- Tasting by the Fountain – Contra Costa Wine Growers
- Brewers Beer Garden – 2 domestic / 4 micro-brew
- Thirst Quenching Stand – non-alcoholic beverages
- San Francisco Style Gourmet Food Trucks
- Local food, art & craft and business vendors
- Cooking demonstrations in Community Center
- Agricultural related booths & demonstrations in Community Center
- “Friends of the Harvest” App Alley – Brentwood area business vendors
- Little Veggie’s Children’s Area
- Miniature John Deere Tractor Races
- Harvest Time in Brentwood Farmer’s Market
- Sand Sculpture Display
- Display of antique and new farm tractors & equipment
- Brentwood Sweet Corn Booth
Contests:
- John Deere Tractor Races
- Harvest King & Queen Essay Contest
- Little Veggies Costume Contest & Parade
- Local Fruit Jam & Jelly Contest
- Harvest Photo Contest
- Quilt Show
- Corn Shucking & Eating Contests
Here is a look at information out of the Staff Report
RECOMMENDATION
Adopt a resolution approving a temporary use permit (TUP 14-006) authorizing Harvest Time in Brentwood to conduct the Brentwood Harvest Time Festival for two days on Saturday and Sunday, July 12 and 13, 2014, and approving the closure of a portion of Second Street and a portion of Oak Street, and temporarily establishing no parking restrictions.
Adopt a resolution approving, and authorizing the City Manager or his designee to execute and make minor revisions in consultation with the City Attorney, a Memorandum of Understanding between the City of Brentwood and Harvest Time in Brentwood, regarding the Harvest Time Festival event.
BACKGROUND
On March 28, 2014, Harvest Time in Brentwood submitted an application for the Brentwood Harvest Time Festival that requests the use of City Park, the Community Center, and City right-of-way located along Second Street and Oak Street. Section 17.850.004 of the Brentwood Municipal Code requires that any temporary use seeking closure of City right-of-way must be approved by the City Council.
ANALYSIS
The criteria for approval, when evaluating a request for a TUP, include consideration of impacts on traffic, circulation, parking, visibility, noise, harmful effects on adjoining property and any other relevant impacts or considerations of the proposed use. The proposed use may be reasonably conditioned to mitigate identified impacts or to ensure public health, safety or welfare.
Project Description
The first Brentwood Harvest Time Festival event is proposed for July 12 and 13. The event organizers have relayed that the Harvest Time Festival has been organized to celebrate the farmlands harvest and is focusing on food, family and fun. Activities anticipated at the event include contests, cooking demonstrations, wine tastings, a beer garden, local food, art and craft vendors, and live entertainment. No outside alcohol will be allowed. Admission to the event will be free. The Harvest Time Festival will be located within City Park and the Community Center and the staging for the event includes the partial closure of Second Street and Oak Street. The event is scheduled to take place from 11:00 a.m. to 9:00 p.m. on Saturday and from 11:00 a.m. to 6:00 p.m. on Sunday.
Preparation for the event will begin on Friday between 3:00 and 9:00 p.m. within the park only, and from 6:00 a.m. Saturday for the street closures. Preparations will include barricades around the event site, the placement of portable restrooms, and the booths and shade structures for the various vendors and displays.
Street Closures
The proposed street closures affect the following road locations:
- The north side of Second Street, between the west side of Oak Street and the east side of Maple Street.
- The west side of Oak Street, between the north side of Second Street and the south side of Third Street. Street closures will begin at 6:00 a.m. on Saturday morning and cease at 9:00 p.m. on Sunday evening.
Site Access and Parking
Access to the site will be provided from the public streets surrounding the park, with the exception of the limited street closures along Oak and Second Streets. The anticipated attendance for the event is approximately 10,000. Parking will be accommodated within the City parking garage, with additional overflow parking on public streets and public lots in the downtown. “No Event Parking” signage will be placed along the south side of Oak Street across from the park in order to accommodate patrons of the businesses at this location. In addition, no parking signs will also be placed along Maple Street adjacent the north side of the Veteran’s Hall in order to accommodate motorcycle parking for the American Legion 9s/Deuces Vets Fundraiser Poker Run also occurring on Saturday, July 12, which begins in Antioch and ends at the Veteran’s Hall in Brentwood at around noon.
Noise
Noise could be an issue for the surrounding residential and commercial neighbors with the majority of the noise being generated by the amplified music associated with the stage within City Park being used for live music. Live music is scheduled to end at 9:00 p.m. on Saturday and at 6:00 p.m. on Sunday. The existing stage area for City Park is oriented with the speaker system facing away from the residences adjacent the park. All of the amplified sounds used at this event shall be subject to Chapter 9.32 Noise Regulations of the City of Brentwood’s Municipal Code.
Light and Glare
No additional lighting is being proposed for this event.
Trash Removal
Harvest Time in Brentwood has contracted with the City to provide trash pick-up from the site.
A trash and recycling area is accommodated at the southeast corner of the park near Third Street. Additional trash/recycling receptacles will be placed throughout the park to accommodate the higher volume of waste anticipated for the event.
Memorandum of Understanding (MOU)
Regarding the memorandum of understanding (MOU), the California Government Code Section 53069.8 allows cities to provide supplemental law enforcement services to private entities to preserve the peace at special events or occurrences that happen on an occasional basis. However, such supplemental services must be memorialized by a written agreement and provide for full reimbursement of the actual costs of providing the supplemental services. In addition, prior to contracting for such services, the City Council is required to discuss the contract at a duly noticed public hearing. The attached MOU is based on the one used for 2013 CornFest and the 2013 Hometown Halloween. Tonight’s public hearing is similar to the one conducted for each of these events.
ENVIRONMENTAL DETERMINATION
The proposed project qualifies as a Class 4 categorical exemption under the California Environmental Quality Act (CEQA Guidelines Section 15304 (e)) in that the proposed Harvest Time Festival event is a minor temporary use of land having negligible or no permanent effects on the environment.
FISCAL IMPACT
City costs are calculated consistently with previous Cornfest events. Costs are based on the 2013/14 Cost Allocation Plan and each position at Step E hourly rate at time and a half plus benefits, and the applicant will be billed for Police, Solid Waste and Parks staff costs. The applicant submitted a request for a fee waiver in the amount of $4,799. These fees include the Temporary Use Permit application fee of $714, and the Park and Recreation application and facility rental fees of $4,085. The total City sponsorship amount is similar to previous Cornfest events. Pursuant to the City fee waiver policy, since the total waiver is below the $5,000 threshold identified in Policy 10-12, the waiver has been approved by the associated Department Directors
City Additional Responsibilities
1. Police Services City will provide the following Police Services pursuant to the terms of the MOU:
- At the sole discretion of City Police Department management, enough Police and Community Service Officers to provide a variety of public safety functions sufficient for an event of this nature.
Total Estimated Cost for Police Services: $6,533.
2. Solid Waste Services
- Are estimated at $701 for a 30 yard bin – one haul and an 8 yard recycle bin – one haul.
3. Parks and Recreation Services: Are estimated at $744, for part time staff.
4. Estimate
- Parties acknowledge that the above total cost is an estimate only, and may increase or decrease should the scope of services change due to unforeseen situations and circumstances or changes.
5. Invoice
- City shall invoice Harvest Time in Brentwood for actual City services following the Event.
6. Items Provided by the City and included as part of the approved Fee Waiver are:
- Temporary Use Permit
- Community Center Facility Rental – Park
– Friday, July 11 (3:00 pm – 9:00 pm),
– Saturday, July 12 (7:00 am – 9:00 pm), Sunday July 13 (7:00 am – 9:30 pm) and 2ndfloor Conference Room A, including special event application.
