TOWN OF SAN ANSELMO Staff Report April 22, 2015 For the meeting of April 28, 2015 TO: FROM: SUBJECT: Town Council David P. Denery, Assistant Town Manager Special Event Application: Quality of Life Commission's Solar Fair RECOMMENDATION That Council approve the Quality of Life Commission's application for the "San Anselmo Solar Fair" scheduled for Saturday, May 30, 2015. BACKGROUND This new event is being organized by the San Anselmo Quality of Life Commission. DISCUSSION The goal of the Quality of Life Commission's Solar fair is to bring information and education to the community regarding solar roof installations. The Commission notes in their application that increasing the number of solar roof installations is a goal of the Town's Climate Action Plan. This application requests the use of the Town Council Chambers along with use of the Town Hall lawn and plaza area. The Commission would like to modify the hours requested on the application from 9:00am to 2:00pm to 8:30am to 2:30pm to provide extra time for set-up and clean-up. The attached application provides details of the event with comments and conditions from Town staff along with a copy of the letter of invitation to solar vendors. Respectfully submitted, David P. Denery Assistant Town Manager Attachment 1-2015 Quality of Life Commission Solar Fair Page 1 of 9
' " ' 1 0 w " 0, SAN ANSELMO TOWN OF SAN ANSELMO Recreation Department I 000 Sir Francis Drake Blvd. San Anselmo, CA 94960 ( 415) 258-4640 APPLICATION FOR COMMUNITY-BASED EVENTS Please complete this application if you wish to conduct an event in downtown San Anselmo on public property for more than 50 people, or involving the closure of a downtown street for more than fifteen minutes. The application will be reviewed by staff, and.forwarded to the Town Council for approval. EVENT INFORMATION Public space requested: Creek Park Pine Street Parking Lot _L Town Hall Lawn Other Creek Park Parking Lot Magnolia Parking Lot f_ Council Chambers San Anselmo Avenue: from (cross streets) Tunstead Avenue: from (cross streets) Other street(s): from (cross streets) Other space use (e.g. parking spaces) ~~~~~~~to~~~~~~~~ ~~~~~~-to ~~~~~~~~- Page 2 of 9
CONDITIONS OF APPROVAL The following conditions apply to downtown events, unless waived or modified by the Town. Other conditions, as set by the Town Council and staff, may apply to particular events for public safety or other objectives of the Town. A. Police: Off-duty police officers may be required for the event, as detennined by the Police Chief, depending on the number of people attending and the nature of the event. Off-duty police officers are required during events where alcohol is served or sold. B. Emergency access: An emergency access lane of at least 14 feet wide must be maintained at all times. C. Insurance: Proofof general liability insurance, naming the Town, its employees, and agents as additional insured, at limits no less than $1,000,000. D. Recycling and garbage: Extra containers for recycling cans and bottles, and garbage cans must be placed throughout the area of the event. Containers and cans are to be emptied when full during the event, and picked up after the event. E. Toilet facilities : Events estimated to attract more than I 00 people and lasting more than two hours must provide portable toilets, in the number and location as approved by the Parks superintendent, unless alternate arrangements for toilet facilities are otherwise required or arranged to the approval of the Parks Superintendent. Toilet facilities must be provided for disabled persons at each location where portable facilities are provided. Hand washing facilities must be provided where food is served. F. Traffic control: A traffic and parking control plan, including enforcement measures, must be approved by the Police Chief. G. Noticing: Events that include closure of the street will require a minimum of five days advance written notice to businesses and residents directly adjacent to the business or residential property. H. Sales tax: Persons or businesses selling items as part of the event shall designate San Anselmo as the point of sale for sales tax purposes. I. Alcoholic beverages: A permit is required from the Police Chief and the State Department of Alcohol Beverage Control in order to serve or sell alcoholic beverages. Off-duty police officers are required if alcohol is served or sold. J. Fire inspection: A fire inspection is required of any and all appliances or devices that produce an open or enclosed flame and/or hot materials, including food. K. Creek Park: No more than three booths are allowed inside the turf areas of the park. L. Signs and barricades: Any "No parking signs" that are needed are to be provided by the event organizers, and posted according to the traffic control plan prior to the event. Barricades, detour signs, and other traffic control devices are to be provided by the event organizers. M. Parking: Temporary accessible parking must be provided if a street closure or other event condition renders penmanent accessible parking unusable. N. Cables: Cables must be covered so as not to create a tripping hazard. When cable covers are used, they must not create a tripping hazard and must be navigable by wheelchair. The path of travel must be no more than I: 12. On behalf of the organization applying for the permit to conduct the event, 1 have read and agree to follow the standards for events, as stated in this application, and have read and agree to follow the permit conditions as stated in this application and those which may be required of me as conditions of approval. Name furloant JbaodO/\ Page 3 of 9
NAME OF EVENT: 2015 QOL Solar Fair DATE(S): Sat., May 30, 2015 RECREATION PUBLIC WORKS ADMINISTRATION TOWN COUNCIL No additional comments. No additional comments Organizers will work with staff on logistics. No additional comments. ADA access must be maintained at all times during the event. Special attention should be given if tables are laced under the breezeway. T. Mainaris R. Bastianon D. Donery Sean Condry Debbie Stutsman H:\My Documents\Downtown Event Applications\2015 Applications\2015 Solar Fair Application Signature Page.doc Page 4 of 9
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San Anslemo Solar Fair Information Thank you for participating in our town Solar Fair! We are delighted you want to help. The Quality of Life Commission is made of of citizen volunteers who advise the Town Council on projects or actions to improve the quality of life for the people of San Anselmo. The Solar Fair is one of many activities organized by the Commission. Past and on going efforts include safe routes to school to reduce the use of cars, electric vehicle charging stations, recycling bins, plastic bag ban, and working with Marin Clean Energy. The objective of the Fair is to educate the citizens and businesses within San Anselmo of the benefits of going solar, what it is, how much it costs, how much one can save, and how one goes about installing and using a solar system. These benefits are both environmental and financial. More people going solar helps the town meets its goals for its Climate Action Plan and helps the planet. Overall Agenda: l O:OOAM - 11 :OOAM Speakers in Town Hall Council Chambers {what, benefits, how much) 11 :00 AM- 11 :30AM Q&A with Speakers 10:00 AM - 1 :00 PM Visit with Vendors San Anselmo Quality of Life Commission Solar Fair Information 2 Page 6 of 9
San Anselmo Solar Fair Information.............................. Item Info Date: Where: Time: Sponsored by: Vendor Booth Info (10 available} Vendor Table Info (3 available) Info for both booths and tables 30 May 2015 (Saturday} San Anselmo Town Hall 525 San Anselmo Ave San Anselmo, CA 10:00 AM to 1 :00 PM Town of San Anselmo Quality of Life Commission 1 O' X 1 O' space on lawn Table in booth allowable 3' X 6' table space on veranda Bring your own table Cannot block access to Town Hall or Police Station There is no fee No spot reservations - first come; first choice but all have good visibility Power/water is not supplied Set up starts at 8:30AM Tear down complete by 2:30PM You can park on Sein Anselmo Ave to unload Use parking lot on Magnolia Ave during Fair San Anselmo Quality of Life Commission Solar Fair Information 3 Page 7 of 9
--~~ -~.. A.~~~ -~~~---~-~~-~~---~ -~-~~---~~-~-~~~-~~ --M~.P.... D Vendor Speakers Room (Town Council Chambers) San Anselmo Quality of Life Commission Solar Fair Information Booth I I Vendor Table Affia Affia D Note: NOTTO SCALE 4 Page 8 of 9
San Anselmo Solar Fair Information - Contacts ~ Please let us know by 23 May if you will have a booth or just a table For any questions please contact the following: Michael Burz mburz@mac.com Emily Quinton emilyequinton@gmail.com Barbara Thornton bthornton9000@yahoo.com Quality of Life Commission volunteers will be on hand to answer questions THANKS AGAIN! We look forward to having you attend. San Anselmo Quality of Life Commission Solar Fair Information 5 Page 9 of 9