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HomeMy WebLinkAboutAGENDA REPORT 1993 1103 CC REG ITEM 08II1gj(p CITY OF MOORPARK -)c-4TTEMf:r-!8 6 1& C:i;-,r C;��nc33 Meek. F.CT3ON: AGENDA REPORT, TO: The Honorable City Council FROM: Donald P. Reynolds Jr., Administrative Services Manager DATE: October 12, 1993 SUBJECT: Consider the Use of a Zone Clearance Permit for Reoccurring Special Events The following report requests the Council's consideration to extend the six month validation period for the zone clearance permit when issued for temporary uses/special events that are proposed to reoccur on a regular basis. Background Staff has been using the zone clearance permit for a variety of applications including tenant improvements, occupancy permits and temporary use permits based on a flat fee of $33, (the fee has been proposed for revision effective in January, 1994). Under the tenant improvement application, the person issued the permit is allowed six months to complete the described improvement without having the apply for a new zone clearance. When used as an occupancy permit, the zone clearance remains valid until the use of the property changes from that originally described or as dictated by the development conditions applicable to each specific property. Zone clearances used as temporary use permits are typically issued for the day of the event, or in some cases, for the short duration of a multi -day event, (i.e., weekend). In the past six months, staff has received several applications for events that are proposed to occur once a month or once a week. These events range from non-profit fund raising programs such as the open air market at Moorpark College, to events held on City property such as the "Market Days" craft fair on High Street. Each time the event occurs, a new zone clearance has to be issued and a permit fee of $33 is collected by the City. Use of City property also involves an encroachment permit which is currently issued at between $35 and $100 with a flexible term which can be extended for uses that occur beyond one day. Discussion The primary issue of the current temporary use/special event zone clearance permit process is the requirement to have the applicant reapply each time the event is held. Frequently, the same conditions and requirements are duplicated for the reoccurring events. Because of this duplication, issuing the permit is a simple process, but still requires the administration related to filing, and cash management, and requires the applicant to re- submit of the previous information again for the new date of the event. At its October 26 meeting, the Council's Economic Development Committee, (Councilmembers Bernardo Perez and Patrick Hunter), considered this need in regards to the craft fair sponsored by the Moorpark Old Town Merchants Association, held on High Street, (referred to as "Market Days"). This event has been held the first Saturday of the month in August and September, and is proposed to be held on a regular basis in the same format as in the past. A six month permit would relieve the Moorpark Old Town Merchants Association from the burden of reapplying for the same event each month. The Committee recommends that consideration be given to the Market Days event for issuance of a six month temporary use/special event permit. Extending the term of a zone clearance for temporary uses will establish a precedent. Therefore, staff recommends that these extensions only apply to reoccurring events in the City that progress without significant changes from the original application. The original application can be used to describe variations in time and/or format of the event through -out the six month period (which may include the number of events to be held, different times to accommodate seasonal changes, and/or needs to accommodate variations in the theme) , as long as no significant variations from this application occur. The Director of Community Development will have the discretion to determine if changes are needed after the initial permit is issued, and determine if modifications are necessary. If changes are needed, a new fee will be assessed and a new permit will be issued which would be valid another for six month period. Any approvals from the surrounding property and/or business owners will have to explain that the event is reoccurring and the City's approval would be for a six month period. All indemnifications, insurance and other arrangements of this nature must also include the six month term. To follow the stipulations described above, staff would request that the Moorpark Old Town Merchants Association reapply for their proposed November event. The insurance for the Market Days event is in effect for one year, however, the indemnification statements, clean-up plan and business notifications are only applicable to the date of the August event. Recommendation That the City Council approve the use of the zone clearance permit for temporary uses/special events for a period of six months from the date the permit is issued, contingent upon the nature of the event(s) remaining significantly similar to that described in the initial application.