7.G Pumpkin Rolling Component 8-04-15

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CITY OF CARMEL-BY-THE-SEA

Council Report

August 4, 2015

To: Honorable Mayor, Members of the City Council,Douglas J. Schmitz, City Administrator

From: Janet Bombard, Library and Community Activities Director

Subject: Consideration of a resolution adding a pumpkin rolling component to the

99th City Birthday Party and Parade on Saturday, October 31, 2015 and

authorizing the related street closures

RECOMMENDATION(S):

Approve a resolution adding a Pumpkin Rolling component to the 99th City Birthday Partyand Parade on Saturday, October 31, 2015 and authorizing the related street closures

EXECUTIVE SUMMARY: Community Activities staff is requesting authorization to add a Pumpkin Roll to the CityBirthday Party and Parade on Saturday, October 31, 2015.

In order to facilitate a safe and successful event, it will be necessary to close Ocean Avenuewest of Santa Rita Street to Junipero Avenue; Santa Fe Street between Ocean Avenue andMountain View Avenue; and Torres Street between 6

th Avenue and Mountain View Avenue

from 9:00 a.m. to 6:30 p.m..

Santa Rita Street, Mountain View Avenue, 6th Avenue and Junipero Street will remain open totraffic.

__________________________________________________________________________

ANALYSIS/DISCUSSION:The activity of rolling pumpkins down Ocean Avenue at night during the weeks surroundingHalloween has been a long-standing, albeit unauthorized, tradition in Carmel. Community

Activities staff is requesting permission to incorporate the activity into the annual City BirthdayParty and Parade, allowing residents the opportunity to safely and legally roll a pumpkindown Ocean Avenue. Other benefits of adding the pumpkin roll include:

• Adding a fun, new component to the City Birthday Party and Parade.

• Extending the City’s birthday festivities.

• A possible reduction in the number of people who roll pumpkins down Ocean Avenueduring the weeks surrounding Halloween.

The pumpkin rolling will take place on Ocean Avenue just below Santa Fe Street.

Council Meeting Date: 08/04/2015 Agenda Item: 7.G

Page 1



Participants and spectators will congregate at Ocean Avenue and Santa Fe Street, where a

truck full of pumpkins will be parked. Participants will need a permit to roll a pumpkin. Those

rolling a pumpkin will have their permit hole-punched, receive a pumpkin, and then roll their

pumpkin down the hill toward Junipero Avenue into a large debris box. The course down

which pumpkins will roll will begin approximately half-way down Ocean Avenue below Santa

Fe Street and end half a block before Junipero Street. City staff will be stationed at the top of

the hill to maintain safety, and control the number of pumpkins rolled at one time.

Ocean Avenue will be lined with plastic sheeting to minimize cleanup of the street. The sides

of the street will be blocked with hay bales and fencing to both prevent spectators from

entering the rolling zone, and protect them from rollaway pumpkins. Staff estimates the

event will need approximately 140 6-foot barrier fencing panels for the perimeter of the

course, and approximately 250 hay bales inside the fencing for the rolling lane.

The debris box will be decorated and may feature a large jack o lantern and other targets for

pumpkin rollers to aim at. Plywood wings will be positioned in front of the debris box to help

guide the pumpkins into the box. Water barricades will be placed behind the wings as

additional supports.

Pumpkins will be limited in size to no bigger than a basketball and no more than 10 pounds. .

The event will run from 2:30 – 4:30 p.m. Cleanup and removal of hay bales, plastic sheeting,and fencing will take approximately two hours, with Ocean Avenue being reopened by 6:30p.m.

The following streets will be blocked off from 9:00 a.m. to 6:30 p.m. to facilitate a safe event:

• Ocean Avenue west of Santa Rita Street to Junipero Avenue

• Santa Fe Street between Ocean Avenue and Mountain View Avenue

• Torres Street between 6th Avenue and Mountain View Avenue

Detour and directional signs will be placed at Santa Fe Street, on Mountain View, and on 6th

Avenue to route westbound traffic around the event and into downtown.

City staff will provide traffic control at the intersections of Ocean Avenue and Santa RitaStreet; Santa Rita Street and Mountain View Avenue; Santa Fe Street and Mountain View

Avenue; Torres Street and Mountain View Avenue; and Torres Street and 6th Avenue in order

to allow residents in the affected area access to their homes.

Cleanup and removal of hay bales, plastic sheeting, and fencing will take approximately twohours. Ocean Avenue should be reopened by 6:30 p.m.

The Community Activities and Cultural Commission considered the event at its June 9, 2015meeting. The commission voted to recommend to the City Council that a pumpkin rollingcomponent be added to the City Birthday Party and Parade on October 31, 2015 with the

Council Meeting Date: 08/04/2015 Agenda Item: 7.G

Page 2



condition that input be solicited from residents and businesses affected by the street

closures Community Activities staff mailed a Notice of Special Event to those affected by

the proposed closures; no responses to the notice were received

FISCAL IMPACT:

Costs

of

the event are included

in

the

Y

2015/16 Community Activities

Budget

PREVIOUS COUNCIL ACTION DECISION HISTORY:

None

ATTACHMENTS:

Attachment A: Representation of pumpkin rolling course facing west

Attachment B: Map showing proposed location

of

course

Attachment C: Map of street closures associated with event

Attachment D: Notice sent to residents

Attachment E: Draft pumpkin rolling permit

Attachment F: Draft resolution adding pumpkin roll to the ggth City birthday

celebration

Budgeted: Yes

APPROVED:

Funding Source: Community Activities FY

2015/16 budget

Date:

2_ [

Luf r

Council Meeting a te: 08/04/2015

Agenda Item: 7 G

Page 3



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Council Meeting Date: 08/04/2015

Agenda Item: 7.GPage 7

ATIACHMENT D

NOTICE OF PROPOSED

SPECI L

EVENT

The City

of

Carmel-by-the-Sea Community Activities Department will be requesting permission from

the

City Council

of the

City

of

Carmel-by-the-Sea on August

4

2015

to

add a pumpkin rolling

component to

the City Birthday Party and Parade on Saturday, October 31, 2015 .

This notice

is

being sent

to

all occupants

of

property

on

the

streets containing

the

proposed special

event described

further

in this letter. It

is

being sent

for

the

purpose

of

informing the

notified persons

about

the

proposed event.

Please register

your

comments

with

Library and Community Activities Director Janet Bombard

or

Community Activities Coordinator Margi Perotti by Wednesday, July 15, 2015:

[email protected] 831) 624-1366, [email protected] .us {831) 620-2020

Persons interested in the Special Event details may also review additional materials available at the

Park Branch Library located at Mission Street and

6th

Avenue, phone

number

831-620-2020.

Event Description

The event will start at approximately

2:30p.m.

following

the

annual City Birthday Party Parade and

Luncheon at Sunset Center on Saturday, October 31, 2015. Partic ipants will be allowed to roll small

pumpkins down the hill toward Junipero Avenue) into a large, decorated debris box. Pumpkins will be

contained on the street by hay bales surrounded by protective fencing. The street will be lined with

plastic sheeting

in

order to

minimize cleanup.

The event will run

from 2:30-4

:30 p .m. The following streets will be blocked

off from 9:00a.m.

to

6:

30p.m.

to facilitate

the

event:

• Ocean Avenue between Santa

Fe

Street and Junipero

• Santa Fe Street between Ocean Avenue and

Mountain

View

• Torres

from

Ocean Avenue

to

Mountain

View

Detour signs will be placed at several locations to direct drivers around the event.

Residents

who

live between Santa

Fe

Street and Ocean Avenue, and Torres Street and Ocean Avenue

will be allowed access

to their

residences.



Council Meeting Date: 08/04/2015

Agenda Item: 7.GPage 8



CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL

RESOLUTION NO. 2015-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA ADDING

A PUMPKIN ROLLING COMPONENT TO THE 99TH CITY BIRTHDAY PARTY AND PARADE

ON OCTOBER 31, 2015 AND AUTHORIZING THE RELATED STREET CLOSURES

WHEREAS, Community Activities Department staff is requesting authorization to add a

Pumpkin Rolling component to the 99th City Birthday Party and Parade on October 31, 2015;and

WHEREAS, in order to facilitate a safe and successful event, it will be necessary toclose certain streets.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OFCARMEL-BY-THE-SEA DOES:

1. Authorize the addition of a pumpkin rolling component to the 99th City Birthday Partyand Parade on October 31, 2015.

2. Authorize closure of the following streets on October 31, 2015 from 9:00 a.m. to 6:30p.m.:

• Ocean Avenue west of Santa Rita Street to Junipero Avenue

• Santa Fe Street between Ocean Avenue and Mountain View Avenue

• Torres Street between 6th Avenue and Mountain View Avenue

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 4th day of August, 2015, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS

SIGNED: ATTEST:

_______________________Jason Burnett, Mayor Lee Price, MMC

Interim City Clerk

ATTACHMENT - F

Council Meeting Date: 08/04/2015Agenda Item: 7 G

Documents

7.G Pumpkin Rolling Component 8-04-15