CITY OF BUELLTON
CITY COUNCIL AGENDA
Regular Meeting of October 10, 2024 at 6:00 p.m.
City Council Chambers, 140 West Highway 246
Buellton, California
TELECONFERENCE MEETING LOCATION:
Mayor Dave King will attend the above referenced regular City Council meeting via teleconference from the following location:
44600 Indian Wells Ln, Indian Wells, CA 92210
Council meetings will be conducted in person and the public is welcome to attend.
Written comments will not be read aloud but can be sent to the City Council via email at [email protected] (please reference agenda item number/subject matter, and include your name and address). The public can observe Council meetings via City TV Live Stream at:
http://www.cityofbuellton.com/government/cityTV.php
CALL TO ORDER
Vice Mayor David Silva
PLEDGE OF ALLEGIANCE
ROLL CALL
Council Members, Hudson Hornick, Elysia Lewis, John Sanchez, Vice Mayor David Silva, and Mayor Dave King
REORDERING OF AGENDA
PUBLIC COMMENTS Speaker Slip to be completed and turned in to the City Clerk prior to commencement of meeting. Any person may address the Council on any subject pertaining to City business, including all items on the agenda not listed as a Public Hearing, including the Consent Agenda and Closed Session. Limited to three (3) minutes per speaker. By law, no action may be taken at this meeting on matters raised during Public Comments not included on this agenda. Public Speakers using a translator are allotted a total of six (6) minutes to speak, unless simultaneous translation equipment is used.
CONSENT CALENDAR (ACTION)
The following items are considered routine and non-controversial and are scheduled for consideration as a group. Any Council Member, the City Attorney, or the City Manager may request that an item be withdrawn from the Consent Agenda to allow for full discussion. Members of the Public may speak on Consent Agenda items during the Public Comment period.
City Council Meeting Agenda Page 2 October 10, 2024
1. Minutes of September 26, 2024 Regular City Council Meeting
2. List of Claims to be Approved and Ratified for Payment to Date for Fiscal Year 2024/2025
3. Approval of Approval of Amendment No. 1 to the Joint Powers Agreement for the Central Management Area relating to Sustainable Groundwater Management Act in the Santa Ynez River Valley Groundwater Basin
(Staff Contact: Public Works Director Rose Hess)
4. Award of Construction Contract for the SYVCO CDBG – 140 Highway 246 TI Projects – Flooring/Carpets
(Staff Contact: Public Works Director Rose Hess)
5. Acceptance of the Reservoir II Roof Repair Project
(Staff Contact: Public Works Director Rose Hess)
PRESENTATIONS
6. Proclamation Recognizing Indigenous Peoples’ Day
PUBLIC HEARINGS
COUNCIL MEMBER COMMENTS/ITEMS
WRITTEN COMMUNICATIONS
Written communications are included in the agenda packets. Any Council Member, the City Manager or City Attorney may request that a written communication be read into the record.
COMMITTEE REPORTS This Agenda listing is the opportunity for Council Members to give verbal Committee Reports on any meetings recently held for which the Council Members are the City representatives thereto.
BUSINESS ITEMS (POSSIBLE ACTION)
7. Discussion and Possible Approval of Fall Fest Carnival on the Avenue of Flags and Consideration of Funding Request for the Event
(Staff Contact: Planning Director Andrea Keefer)
CITY MANAGER’S REPORT
ADJOURNMENT
The next meeting of the City Council will be held on Thursday, October 24, 2024 at 6:00 p.m.
City Manager Review: SW
Council Agenda Item No.: 1
CITY OF BUELLTON
CITY COUNCIL MEETING MINUTES
Regular Meeting of September 26, 2024
City Council Chambers, 140 West Highway 246
Buellton, California
CALL TO ORDER
Mayor King called the meeting to order at 6:00 p.m.
PLEDGE OF ALLEGIANCE
ROLL CALL
Present: Council Members Hudson Hornick, Elysia Lewis, John Sanchez, Vice Mayor David Silva, and Mayor King
Staff: City Manager Scott Wolfe, Assistant City Attorney Stephanie Gutierrez, Public Works Director Rose Hess, Finance Director Shannel Zamora, Planning Director Andrea Keefer, and City Clerk Linda Reid
REORDERING OF AGENDA
None
PUBLIC COMMENTS
None
CONSENT CALENDAR
1. Minutes of September 12, 2024 Regular City Council Meeting
2. List of Claims to be Approved and Ratified for Payment to Date for Fiscal Year 2024/2025
3. Financial Report for the Fourth Quarter Ending June 30, 2024
4. Monthly Treasurer’s Report – August 31, 2024
City Council Meeting Minutes Page 2 September 26, 2024
MOTION:
Motion by Vice Mayor Silva, seconded by Council Member Sanchez, approving Consent Calendar Items 1 through 4 as listed.
VOTE:
Motion passed by a roll call vote of 5-0.
Council Member Hornick – Yes
Council Member Lewis – Yes as to Items 2, 3, and 4; abstain as to Item 1.
Council Member Sanchez – Yes
Vice Mayor Silva - Yes
Mayor King – Yes
PRESENTATIONS
None
PUBLIC HEARINGS
None
COUNCIL MEMBER COMMENTS/ITEMS
Council Member Hornick requested that staff consider amending the ordinance to allow trees to be planted between the street and the sidewalk.
WRITTEN COMMUNICATIONS
None
COMMITTEE REPORTS
Council Member Sanchez announced that he attended the Buellton Chamber of Commerce and Visitors Bureau board meeting and provided an oral report for the record.
Vice Mayor Silva announced that he and City Manager Wolfe attended a Central Coast Community Energy board meeting and provided an oral report for the record.
Mayor King announced that he attended the Santa Ynez Valley Community Aquatics Foundation meeting and provided an oral report regarding the meeting.
City Council Meeting Minutes Page 3 September 26, 2024
BUSINESS ITEMS
5. Award of Contract for Consultant Services for Preparation of City of Buellton General Plan Update and Required Environmental Analysis – Civic Solutions RECOMMENDATION:
That the City Council direct the City Manager to execute a contract with Civic Solutions for consultant services to prepare the City of Buellton General Plan Update and authorize budget amendments as requested.
STAFF REPORT:
Planning Director Keefer presented the staff report.
SPEAKERS/DISCUSSION:
The City Council discussed various aspects of the proposed General Plan Update contract, including budgeting.
DOCUMENTS:
Staff report with attachments as listed in the staff report.
MOTION:
Motion by Council Member Lewis, seconded by Vice Mayor Silva, directing the City Manager to execute a contract with Civic Solutions for consultant services to prepare the City of Buellton General Plan Update in the amount of $499,508 and allowing leftover budget funds for this item to be transferred to the next fiscal year.
VOTE:
Motion passed by a roll call vote of 5-0.
Council Member Hornick – Yes
Council Member Lewis - Yes
Council Member Sanchez – Yes
Vice Mayor Silva – Yes
Mayor King – Yes
MOTION:
Motion by Council Member Lewis, seconded by Vice Mayor Silva, directing staff to allocate $100,000 for Fiscal Year 2024/25 to fund the General Plan update.
VOTE:
Motion passed by a roll call vote of 5-0.
Council Member Hornick – Yes
Council Member Lewis - Yes
Council Member Sanchez – Yes
Vice Mayor Silva – Yes
Mayor King – Yes
City Council Meeting Minutes Page 4 September 26, 2024
6. Discussion of City Council Fiscal Priorities
RECOMMENDATION:
That the City Council discuss this issue and direct staff as appropriate.
STAFF REPORT:
City Manager Wolfe presented the staff report.
SPEAKERS/DISCUSSION:
The City Council discussed various fiscal priorities.
DIRECTION:
The City Council agreed by consensus to work with staff to determine fiscal priorities for Fiscal year 2024/25 and agendize discussion of this item at the Council meeting scheduled for October 24, 2024.
CITY MANAGER’S REPORT
City Manager Wolfe provided an informational report for the record.
ADJOURNMENT
Mayor King adjourned the regular meeting at 6:46 p.m. The next regular meeting of the City Council will be held on Thursday, October 10, 2024 at 6:00 p.m. __________________________
Dave King
Mayor
ATTEST:
_____________________________
Linda Reid
City Clerk
CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SW
Council Agenda Item No.: 2
To: The Honorable Mayor and City Council
From: Shannel Zamora, Finance Director
Meeting Date: October 10, 2024
Subject: List of Claims to be Approved and Ratified for Payment to Date for Fiscal Year 2024/2025
______________________________________________________________________________
BACKGROUND
Staff is required to submit a check register to the City Council for approval every Council meeting for the most recently completed check register (Attachment 1).
The check register for the period 09/14/2024 through 09/27/2024 has been prepared in accordance to Government Code section 37202 and Buellton Municipal Code section
3.08.070. The check register lists all vendor payments for the specified period above, along with claimant’s name, a brief description of the goods or service purchased, amount of demand, check number, check date and the account number(s) associated with each payment.
The total amount of checks and electronic fund transfers issued for the period of 09/14/2024 through 09/27/2024 was $795,390.47.
FISCAL IMPACT
Payments made to the various vendors were consistent with the approved City’s Budget for 09/14/2024 through 09/27/2024. Cash is available for the payment disbursements of the above liabilities.
RECOMMENDATION
That the City Council review and accept the check register for the period 09/14/2024 through 09/27/2024.
ATTACHMENTS
Attachment 1 – Claims
CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SZ
Council Agenda Item No.: 3
To: The Honorable Mayor and City Council
From: Rose Hess, Public Works Director
Meeting Date: October 10, 2024
Subject: Approval of Amendment No. 1 to the Joint Powers Agreement for the Central Management Area relating to Sustainable Groundwater Management Act in the Santa Ynez River Valley Groundwater Basin
______________________________________________________________________________
BACKGROUND
The City Council approved the original Joint Powers Agreement (JPA) for the Central Management Area (CMA) on October 26, 2023, which allows the CMA to be recognized as a separate entity and would implement the CMA Groundwater Sustainability Plan (GSP) and manage the CMA under the Sustainable Groundwater Management Act (SGMA). This item is the first amendment to the JPA.
Amendment No. 1 specifically addresses:
A. Defines “Director”,
B. Includes the addition of an Agricultural Representative to the Board of Directors \ C. Includes “Amendment” language,
D. Updates the “Formation of the Board of Directors” to include the Agricultural representative,
E. Includes a description of the appointment of the Agricultural Representative Director,
F. Includes the requirements for the Agricultural Representative, and G. Determines that the Agricultural Representative Director is a non-voting position.
CMA JPA Page 2 October 10, 2024
FISCAL IMPACT
There is no direct fiscal impact to the City as a result of approving Amendment No.1 to the Central Management Area’s Joint Powers Agreement.
RECOMMENDATION
Staff recommends that the City Council Approve Amendment No.1 to the Central Management Area’s Joint Powers Agreement, and authorize the Mayor to sign the Agreement on behalf of the City.
ATTACHMENTS
Attachment 1 – Amendment No. 1 to the Joint Powers Agreement for the CMA GSA
FIRST AMENDMENT
TO JOINT EXERCISE OF POWERS AGREEMENT FOR
SANTA YNEZ RIVER VALLEY BASIN CENTRAL MANAGEMENT
AREA GROUNDWATER SUSTAINABILITY AGENCY
This Agreement is made and effective as of _____________________, 2024 (Effective Date), pursuant to the California Joint Exercise of Powers Act (Govt. Code, §§ 6500, et seq.) by and among the City of Buellton (“Buellton”); Santa Ynez River Water Conservation District (“SYRWD” or “District”); and Santa Barbara County Water Agency (“Santa Barbara”), and is the First Amendment of that certain “Joint Exercise of Powers Agreement Santa Ynez River Valley Basin Central Management Area Groundwater Sustainability Agency dated November 28, 2023 (“JPA”).
The JPA is amended in the following:
A. Article 2.7 is amended to read as follows:
“Article 2.7 “Director(s)” and “Alternate Director(s)” means a Director, Alternate Director, or Agricultural Representative appointed by a Member or appointed by the Directors representing the Members pursuant to Articles
7.2, 7.3, and 7.8.”
B. Article 2.16 is added to read as follows:
“Article 2.16 “Agricultural Representative” means an individual appointed pursuant to Article 7.8 to serve on the Board of Directors as a non-voting member for the purpose of representing the agricultural interests within the CMA.”
C. Article 6.2(a) and (b) are amended to read as follows:
(a) “The approval of the Board of Directors as specified in Article
11.3;”
(b) “Amendment of the Agreement in accordance with Article 17.2; and”
D. Article 7.1 is amended to read as follows:
“Article 7.1 Formation of the Board of Directors. The CMA GSA shall be governed by a Board of Directors (“Board”). Directors shall include one representative from each of the Members identified in Article 6.1, and one Agricultural Representative appointed pursuant to Article 7.8.” E. Article 7.2 is amended to read as follows:
“Article 7.2 Appointment of Directors. Directors shall be appointed by the representative Member’s governing body. Each Director representing a Member shall be an elected official or member of management of the appointing Member. This provision shall not be applicable to the Agricultural Representative Director position which shall be filled pursuant to Article 7.8 and subject to Article 7.9."
F. Article 7.8 is added to read as follows:
“Article 7.8 Appointment of Agricultural Representative Director. The Agricultural Representative Director shall be appointed by the voting Directors serving pursuant to Article 7.2. Said appointment shall be made by a majority of the Board as provided for in Article 11.3(a). Upon such
an appointment, the Agricultural Representative shall serve as a nonvoting member of the Board.” G. Article 7.9 is added to read as follows:
“Article 7.9 Requirements for Agricultural Representative. The Agricultural Representative Director shall be appointed as set forth in Article 7.8 and shall serve until resignation or removal by a Supermajority Approval of the Board per Article 11.3(b). The Agricultural Representative shall serve on the Board for the purpose of representing the agricultural interests within the CMA and should be adequately qualified to represent said interests.”
G. Article 11.2 (d) is added to read as follows:
“(d) The Agricultural Representative Director position shall be nonvoting.” This Agreement may be executed in any number of counterparts, each of which shall be an original, but all of which together shall constitute one instrument.
IN WITNESS WHEREOF, the parties have executed this First Amendment as of the day and year first above written.
CITY OF BUELLTON
A California Municipal Corporation
107 West Highway 246
Buellton, California 93427
By: ________________________________
(Print name)________________________
___City Attorney, City of Buellton____
Date: ______________________________
By: ________________________________
(Print name)________________________
___Mayor, City of Buellton____
Date: ______________________________
ATTEST:
By: ________________________________
(Print name)________________________
___City Clerk, City of Buellton____
Date: ______________________________
SANTA YNEZ RIVER WATER
CONSERVATION DISTRICT
P.O. Box 719
Santa Ynez, CA 93460
By: ________________________________
(Print name)________________________
(Title) _____________________________
Date: ______________________________
(Signatures Continued on the Following Page)
SANTA BARBARA COUNTY WATER AGENCY
ATTEST: SANTA BARBARA COUNTY WATER
AGENCY: INSERT NAME
County Executive Officer
Clerk of the Board, Ex Officio Clerk of the
Santa Barbara County Water Agency
By: By:
Deputy Clerk Chair, Board of Directors
Date:
ACKNOWLEDGED AND APPROVED BY:
SANTA YNEZ RIVER VALLY GROUNDWATER BASIN
CENTRAL MANAGEMENT AREA GROUNDWATER SUSTAINABILITY AGENCY By: By:
Secretary to the Board of Directors Chairman
RECOMMENDED FOR APPROVAL: APPROVED AS TO FORM:
Santa Barbara County Water Agency Risk Management
By: By:
Department Head Risk Management
APPROVED AS TO FORM: APPROVED AS TO ACCOUNTING
FORM:
INSERT NAME
County Counsel
INSERT NAME
Auditor-Controller
By: By:
Deputy County Counsel Deputy
CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SZ
Council Agenda Item No.: 4
To: The Honorable Mayor and City Council
From: Rose Hess, Public Works Director
Meeting Date: October 10, 2024
Subject: Award of Construction Contract for the SYVCO CDBG – 140 Highway 246 TI Projects – Flooring/Carpets
BACKGROUND
During the course of construction for the tenant improvements at 140 Highway 246, the existing carpets were found to be in very poor condition. Staff coordinated with CDBG staff to see if adding the scope of carpet replacement would be allowed as there were available monies in the grant budget. CDBG staff replied that this would be allowed provided that the sealed bids process would be followed. In September 2024 the City published a Notice to Contractors inviting sealed bids for the SYVCO CDBG – 140 Highway 246 TI Project – Carpets.
On September 30, 2024, only one bid was received for the project from the following contractors:
CARPETS:
Bid Amount
Miller’s Hardwood Floors,
Carpet & Vinyl
$13,380.00
Staff has reviewed all the bid documents and has found them to be complete and correct.
All contractors licenses have been checked and are current and in good standing, pending a current and updated Workman’s Compensation Certificate.
Staff recommends adding a contingency amount of $7,000 for additional repairs that may be needed. This would bring the total contract amount to $20,380.
It is anticipated that the effective date of the Notice to Proceed in order to procure materials, for work will be issued the week of October 21, 2024. The project term is 30 calendar days. CDBG funds expire December 30, 2024.
CDBG 140 Hwy 246 TI Project Page 2 October 10, 2024
FISCAL IMPACT
Expenditures made on this project will be reimbursed with CDBG funds through SYVCO, and therefore is expected to result in no net cost to the City. The City Council previously authorized a budget amendment to add this project to the Capital Improvement Projects in an amount of $184,885 at the December 14, 2023 meeting. Balance of funds has been rolled over to this year’s budget as CIP No. 092-223.
RECOMMENDATION
That the Council award the SYVCO CDBG TI Project – Carpets contract to Miller’s Hardwood Flooring Carpets & Vinyl in the amount of $13,380.00, plus a contingency amount of $7,000.00 for a total contract amount of $20,380 and authorize the execution of the contract.
CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SZ
Council Agenda Item No.: 5
To: The Honorable Mayor and City Council
From: Rose Hess, Public Works Director/City Engineer
Meeting Date: October 10, 2024
Subject: Acceptance of the Reservoir II Roof Repair Project ______________________________________________________________________________
BACKGROUND
At the June 22, 2023 Council Meeting, the City Council awarded a contract to Spiess Construction in the amount of $1,740,411 plus a contingency amount of $87,000, for a total contract amount of $1,827,411. The work included the installation of a new prefabricated aluminum roof for Reservoir II. Construction of a new concrete slab overlay, stem wall, wall footing, and concrete column pedestals, replacement of internal reservoir piping, and asphalt concrete pavement installation on-site and various road repairs along the Access Road. Change orders included access road repairs due to storm run-off and miscellaneous field changes. The net change order amount was an addition of $86,591. The work was substantially completed on September 10, 2024.The final actual contract expenditures is $1,827,002.00.
FISCAL IMPACT
The final construction cost of the project, including change orders, was $1,827,002.00.
Funding for the construction of the project was allocated from Water Enterprise Funds and appropriated in the CIP Budget as Project No. 092-613.
RECOMMENDATION
That the City Council accept the Reservoir II Roof Repair Project and instruct the City Engineer to file the attached Notice of Completion.
ATTACHMENTS
Attachment 1 - Notice of Completion
NOTICE OF COMPLETION
Notice is hereby given that:
1. The undersigned is the owner or corporate officer of the interest or estate hereinafter described:
2. The full name of the owner is: City of Buellton
3. The full address of the owner is: 107 West Highway 246 P.O. Box 1819
Buellton, California 93427
4. The nature of the interest or estate of the owner is “in fee.”
5. All work of improvements on the project hereinafter was substantially completed on September 10, 2024. The work included the installation of a new prefabricated aluminum roof for Reservoir II. Construction of a new concrete slab overlay, stem wall, wall footing, and concrete column pedestals. Replacement of internal reservoir piping. New asphalt concrete pavement installation on-site and various road repairs along the Access Road. All improvements were within the City of Buellton’s city limits.
6. The name of the contractor, if any, for such work of improvement was Spiess Construction Co., Inc.
7. The property on which said work of improvement was completed is in the City of Buellton, County of Santa Barbara, State of California, and is described as APN 099-300-004 and 019 within the City limits of the City of Buellton.
Dated: _________________________________
Linda Reid, City Clerk
VERIFICATION
I, the undersigned, declare that I am the City Engineer of the declarant of the foregoing Notice of Completion. I have read said Notice of Completion and know the contents thereof and the same is true of my own knowledge. I declare under penalty of perjury that the foregoing is true and correct.
Executed on October 10, 2024, at Buellton, California.
__________________________________________
Rose M. Hess, Public Works Director/City Engineer
CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SZ
Council Agenda Item No.: 7
To: The Honorable Mayor and City Council
From: Andrea Keefer, Planning Director
Meeting Date: October 10, 2024
Subject: Discussion and Possible Approval of Fall Fest Carnival on the Avenue of Flags and Consideration of Funding Request for the Event
BACKGROUND
An application has been filed by Andres Nuños on behalf of En Fuego Events for the proposed Buellton Fall Festival Event. The proposed event dates are Friday, November 8th through Sunday November 10th, with set up beginning on November 7th through November 11th, and tear down concluding on November 11th. The event would include a three-day event on the Avenue of Flags Medians featuring a carnival with rides and games, live music on two stages, a street fair, and food and alcohol vendors. The event is open to the public and admission to the event would be free. This would be the third year the event takes place on the Avenue of Flags. Attachment 1 includes an overall vicinity map and event site plan.
The location of the event, event site plan and traffic control plan remain essentially the same as last year with one change to add a shuttle which will pick up and drop off festival goers at locations around the Santa Ynez Valley with a festival drop-off location at the north end of Median 2.
The event will be held primarily on Median 3, but will also include small portions of the southern end of Median 2 for a main entry/exit point and restroom facilities. Median 2 is proposed to be utilized for permit parking for event staff and to accommodate parking needs for Hotel Hygge and Hotel San Marcos. A portion of the event will also be held on private property, at 518 Avenue of Flags. This portion of the event will include a large portion of the carnival rides and games for the event. The property located at 560 Avenue of Flags is proposed to be utilized for vendor parking.
Street closures are proposed in order to accommodate the event. These closures are proposed to begin on November 7th and continue through Monday, November 11th, at which time all street closures will re-open. Attachment 2 includes a description of the proposed times/dates/locations of the proposed street closures as well as a map depicting the traffic flow/traffic control plan as a result of the street closures.
Fall Fest 2024 Page 2 October 10, 2024
Traffic will be re-routed for the duration of the event, beginning on November 7th, and ending on Monday November 11th at or before 9am.
Parking/Traffic
The event is expected to generate a significant parking demand and will increase traffic temporarily in the area. As such, the applicant has provided a parking plan (Attachment 3) for the event. The goal of these plans is to provide adequate circulation and parking to accommodate the event, while minimizing the impacts to nearby residents and businesses.
With an event of this kind in any location within the City, there will be short term adverse impacts to nearby businesses and residents. However, given the proximity of residences to both the event setup itself and the sources of available parking for the event, the need to direct traffic appropriately and for the applicant to provide sufficient parking capacity are paramount.
Traffic control is extremely important to this event, given the complete closure of portions of the Avenue of Flags, and the desire to keep commercial traffic off of Central Avenue. A series of signs directing truck traffic to McMurray Road from the southbound 101 offramp, along with “Resident Traffic Only” signs, will work to minimize traffic impacts on residential streets.
Parking will be provided on Median 2, at Pea Soup Andersen’s, and at the Chumash Resource Building property on McMurray Road. There will be two monitors for the duration of the event, one located near the Chumash Resource Building, as you approach R.T. Buell overpass, and one of the other side of the overpass, as you approach the event entrance. This is to ensure the safety of guests utilizing the parking at the Chumash Resource Building. In addition to the designated parking areas for the event, there is also available street parking or other public parking, such as the Park and Ride at the south end of Avenue of Flags. It is anticipated that residents who live nearby will walk or be dropped off at the event.
Based upon the same event that took place last year, use of the offsite parking was limited.
However, the applicant will still be providing offsite parking as an option and the parking is expected to reduce some of the on-street parking. There will also be a shuttle service provided for the event this year. The shuttle will run continuously on the Saturday of the event. There will be pickups and drop-off at locations in Los Olivos, Santa Ynez, Solvang, and Buellton. The event pickup/drop-off will be at the north end of the event site near the staff parking. This should mitigate some traffic and parking effects of the event.
Additionally, many attendees will be able to walk or cycle to the event, including residents along Avenue of Flags, to include Ranch de Maria neighborhood, and significant portions of the City to the west of Avenue of Flags. Local hotel guests of Flying Flags are also in close proximity and would not likely need to drive to the location to park.
Fall Fest 2024 Page 3 October 10, 2024
Noise
The event will be located within the Right-of-Way along the Avenue of Flags and on private property within the immediately vicinity of existing residential uses. As such, the applicant will be required to employ a noise monitor for the duration of the event. The noise monitor will be responsible for monitoring noise levels and ensuring that amplified music, carnival rides and other noises generated from the event are maintained at levels appropriate to the time of day. The noise monitor should also be available by phone to nearby residents and businesses that should be given that contact number to call in the event that concerns arise. Additionally, the main stage should be positioned such that they are direct away from nearby residences to the extent feasible to minimize noise impacts associated with the amplified music.
Safety
The safety of the event guests, staff and residents is the top priority. Numerous considerations exist for the protection of public safety throughout this event. The site layout and operational plans are currently being reviewed by the City Engineer, as well as the Fire Department and Sheriff’s Department and any requirements of these departments will be required to be followed for the duration of the event.
In addition to the selection of sites for parking, off site safety concerns include the traffic control to direct vehicles around the street closures, measures to protect pedestrians traveling to and from the event site, and maintaining access ways for emergency vehicle access throughout the event.
On-site measures include physical site security in the form of controlled access points, adequate circulation and visibility within the site, and staff of critical locations with security guards contracted by the applicant from Heritage Emergency Response & Training, LLC. Additional security monitoring will be provided by Santa Barbara County Sheriff’s Deputies who will be on site during operating hours to provide a law enforcement presence.
The applicant has proposed to close off Avenue of Flags to vehicular traffic at the location of Hotel Hygge and Hotel San Marcos. To accommodate parking at these sites, the applicant is proposing that a portion of the parking spaces on Median 2 are designated for residents and visitors of those hotels.
Use of Medians
Special event applications typically do not require formal City Council approval, and instead require a staff level approval. However, due to the duration of the event (BMC Section 12.24.040), City Council approval is required for this event. A copy of the Draft Special Event Permit is included as Attachment 4. Conditions may be added, removed, or amended at this point, and staff is requesting input on concerns from the City Council to help finalize the conditions. As staff works with the applicant on final details of the event and comments from all departments are received in the remaining weeks leading up to the event, additional conditions may be added to address any issues that may arise.
Fall Fest 2024 Page 4 October 10, 2024
Funding Request
The event applicant is requesting a contribution from the City in the amount of $10,000.
The applicant has indicated that their request reflects the total cost of traffic control equipment for the event. The requested funding would be on a reimbursement basis; requiring the event applicant to provide the City with invoices in order to be reimbursed for the cost of the traffic control signs. City Council should also consider authorizing the funding for the event.
RECOMMENDATION
That the City Council review the Buellton Fall Festival Event plans and attachments and consider approval of the event from November 8th through November 10th, 2024, with road closures, and set up and tear down occurring between November 7th and November 11th, 2024. Staff also recommends that the City Council consider authorizing the funding request of the applicant in the amount of $10,000.
ATTACHMENTS
Attachment 1 – Overall Vicinity Map and Event Site Plan Attachment 2 – Street Closures/Traffic Control Plan
Attachment 3 – Parking Plan
Attachment 4 – Draft Special Event Permit
BUELLTON FALL FEST KEY
STAGE
CARNIVAL RIDES / GAMES
BARS
FENCLINE
STREET FAIRE VENDORS
FOOD VENDORS
SECURITY
EVENT BORDER
RESTROOMS
ENTRY / EXIT
EMERGENCY EXIT
EMT / SECURITY
GENERATOR
40 YARDER
SHUTTLE DROP OFF / PICKUP
CLOSURE
CLOSURE
SHUTTLE
DROP OFF
STAFF
&
PERMIT
PARKING
ONLY
275’
CARNIVAL
RIDES &
GAMES
FERRIS WHEEL CARNIVAL RIDES / GAMES
ENTRY
EXIT
EM. EXIT
EM. EXIT
EM. EXIT
EM. EXIT
EM. EXIT
EM. EXIT
EM. EXIT
BAR
BAR BAR
STAGE
MAIN
STAGE
RR
RR
RR
RR
NOVEMBER 8TH - 10TH
BUELLTON 2024
“FUN FOR THE
WHOLE FAMILY!”
20 X 40
TENT
20 X 30
TENT
20 X 40
TENT
20 X 40
TENT
ENTRY
EXIT ENTRYEXIT
CONTACTS:
ANDRES NUNO
(805) 448-7070
MIKE VANSTRY
(805) 705-5993
EN FUEGO EVENTS
[email protected]
EMT
40 YDR
40 yarders
NOT PART
OF EVENT
Residents Only in center of
road on Type 2 Barricade
Electric Sign Board
with “Special Event
Ahead / No ru
Tra
c / Detour to
Rufus T. Buell Rd. /
McMurray Rd.
Detour Ahead Sign (W20-2) along
road shoulder on Type 2 Barricade
Residents Only in center of
road on Type 2 Barraciade
Event Parking
on shoulder of road on
Type 2 Barricade
Event Parking
on shoulder of road on
Type 2 Barricade
Detour w/ Le
Arrow (M4-9)
along road shoulder on
type 2 barricade.
Detour w/ Le
Arrow (M4-9) facing
southbound tra
c on
type 2 barricade.
Detour w/ Right Arrow sign
(M4-9) along road shoulder
on type 2 barricade.
Detour w/ Right Arrow
(M4-9) along road shoulder
on type 2 barricade.
Detour w/ Right Arrow
(M4-9) along road shoulder
on type 2 barricade.
Special Event (SC5)
along road shoulder on
type 2 barricade.
Special Event (SC5)
along road shoulder on
type 2 barricade.
Detour w/ Straight Arrow (SC9)
along road shoulder on type 2
barricade.
Detour w/ Straight Arrow sign
(SC9) along road shoulder on
type 2 barricade.
Detour w/ Straight Arrow (SC9)
along road shoulder on type 2
barricade.
Detour w/ Straight Arrow (SC9)
along road shoulder on type 2
barricade.
End Detour sign (M4-8a) along road
shoulder on type 2 barricade.
Road Closed (C2) on
Type 3 Barricade.
Entrance to Parking Lot &
Ave of Heights & Rufus T. Buell
Road Closed (C2) on
Type 3 Barricade.
Road Closed (C2) on
Type 3 Barricade.
Road Closed (C2) on
Type 3 Barricade.
No Right Turn (R3-1)
on Type 2 Barricade.
Road Closed (C2) on
Type 3 Barricade.
Road Closed (C2) on
Type 3 Barricade.
Ave of Flags
Central Ave.
2nd Street
1st Street
Ave of Flags
McMurray Ave
Hwy 246
175’
BUELLTON FALL FEST TRAFFIC PLAN 2024
CONTACTS: Andres Nuno (805) 448-7070 • [email protected] Mike VanStry (805) 705-5993 • [email protected]
Electric Sign
Board with
“Special Event
Ahead / No
ru Tra
c
Detour w/ Straight Arrow (SC9)
along road shoulder on type 2
barricade.
Event Dates:
Nov. 8th-10th, 2024
Roadclosure Dates:
Nov. 7th, 9 a.m.
- Nov. 11th at 9 a.m.
BUELLTON FALL FEST PARKING MAP
NOVEMBER 8-10, 2024
PERMIT PARKING
597 Avenue of the Flags
RESIDENTIAL
PARKING
ONLY
RESIDENTIAL
PARKING
ONLY
RESIDENTIAL
PARKING
ONLY
SYV MARRIOTT
PARKING ONLY
SYV MARRIOTT
PARKING ONLY
FREE EVENT PARKING
Pea Soup Andersens
376 Avenue of the
Flags
BAND PARKING
450 Avene of Flags
(Next to Country Lane
Motel)
BUELLTON
FALL FEST
McMurray Avenue
Ave of the Flags
Hwy 246
Southbound Hwy 101
Northbound Hwy 101
VENDOR PARKING
FREE EVENT PARKING
585 McMurray Ave.
Chumash Casino
Resource Center
Event Title: Buellton Fall Festival – November 8 - 10, 2024 Set up: November 7 Tear down: November 11, 2024
Event Description: A free 3 day event on the Avenue of Flags medians featuring a carnival with rides and games, live music on 2 stages, a street fair and food and alcohol vendors.
The City has reviewed your Special Event Application among all departments and hereby approves the event with the following conditions:
1. Applicant responsible for site clean-up, mitigate impact on the Community and return location to pre-event condition.
2. Applicant is responsible for placement of all traffic control and barricades onsite and off-site at the adjacent residential neighborhood.
3. Compliance with the approved Traffic Control Plan is required. All traffic control devices shall be installed as indicated on the plan and all conditions of the plan shall be followed.
4. Pre/post event walk through will be required with Public Works Dept. to signoff on site conditions. Contact Rose Hess to schedule at 805-688-5177.
5. In the event that issues arise or damages occur as a result of the event, costs will be billed to the event organizer on a time and materials basis for repairs.
6. Require that vendors use weights to hold down tents to eliminate spikes being driven into the irrigation system. Applicant will be responsible for any irrigation repairs.
7. No barbeques or heat on the grass.
8. Applicant shall be responsible for any repairs due to any issues resulting from their use of electrical and water on the median.
9. Comply with all conditions of the Alcoholic Beverage Control permit including provide security officers on scene at opening of event, throughout event and ½ hour after the event ends.
10. Comply with all conditions listed on the Special Event Permit Application.
11. Per the Fire Department, maintain a 12’ wide emergency access lane.
City of Buellton
Special Event Permit
24-SE-04
DRAFT
12. Compliance with the City’s Stormwater Best Management Practices (BMPs) is required. Applicant is responsible for ensuring that no dirt or debris impacts City roads or facilities.
13. Applicant shall provide notices to all residents potentially affected by traffic flow and parking impacts from the event a minimum of seven days (1 week) prior to event date.
14. The stage or speakers should point in a direction that has the least impact on adjacent neighboring residents. A noise monitor shall be employed by the applicant and that person shall be responsible for ensuring that noise levels of the amplified music do not exceed City requirements.
15. All music must stop no later than 9:45pm and volume of music shall begin to taper starting at 9:30pm.
16. Compliance with all Fire Department and other relevant agency requirements is required.
17. Take-down activities on Monday, November 11th shall be done in a manner which keeps noise impacts to a minimum. No radios or other forms of music or other noise-generating activities beyond those required shall be done during the course of the take-down activities.
18. Security for the event is required to be provided by the applicant. There shall be a minimum of 16 security guards in place at the event at all times.
19. A minimum of 2 traffic control monitors shall be present during all event hours, including Friday.
20. Applicant has submitted a deposit for Sheriff’s Department services in the amount of $4,600. If additional charges are incurred, the Applicant will reimburse the City.
21. Road closures shall only occur as approved, and shall only occur from Thursday 11/07/24 through early Monday 11/11/24.
22. There shall be one person designated as the point of contact for the event for the duration of the event to address any issues that arise. ____________________________ ___________
Scott Wolfe, City Manager Date
The undersigned hereby agrees to comply with all conditions included in this Permit Application and attached agreement and understand that this Permit is only valid for the Event as described in the Special Event Permit Application.
Signature _____________________________________ Date___________________ Print Sponsor’s Name and Title__________________________________________ Name of Organization___________________________________________________ DRAFT
City Use Only
Application Complete
Indemnification Complete
Proof of Insurance Received
$155 Application Fee Paid
$2,500 Security Deposit
4,600 Sheriff’s Department Deposit (Paid by Applicant)