Title
Resolution to Approve the 2011 Ann Arbor Jaycees Summer Carnival at Pioneer High School - July 7 to July 10, 2011
Memorandum
Attached for your consideration is a resolution to approve the 2011 Ann Arbor Jaycees Carnival to be held at Pioneer High School from Thursday, July 7 to Sunday, July 10, 2011.
After a number of years with few problems at the Jaycees Summer Carnival, Police presence was reduced in 2007. However, serious problems occurred during the 2007 and 2009 events, resulting in significantly increased Police presence, especially during the evening hours, as well as a reduction in late evening operating hours.
As a result of the problems that occurred in 2009 and after discussions with Police Services, in addition to Police/security presence, the sponsor has agreed to:
· Provide fencing similar to that used in 2010 that limits multiple access/egress points in and out of the carnival area. Access/egress points to be staffed by Jaycee members in addition to carnival staff.
· Restrict access to fair grounds after 9:00 P.M. to only "paid admission" patrons.
· Deny access to fair grounds after 10:00 P.M. to "new" patrons.
· Place "No loitering" signs in parking areas.
· Police/security staffing will begin prior to each day's opening and continue for a period of time after closing.
Proposed hours of operation for 2011 are:
Thursday 4:00 - 11:00 PM
Friday 4:00 - 11:00 PM
Saturday 1:00 - 11:00 PM
Sunday Noon - 8:30 PM
The increased Police staffing in recent years has dramatically increased the Jaycees' costs for the carnival. After discussions between Police and the Jaycees, it has been agreed that the Jaycees may contract with a private security company to reduce the number of Ann Arbor Police personnel required, at levels determined by Police, on a trial basis for this year only, at an estimated cost of $8,800. The arrangement will be reevaluated for effectiveness prior to the 2012 carnival.
Police costs for the past 4 years were:
2007 $4,000.00
2008 $9,000.00
2009 $9,500.00
2010 $13,400.00
The event has been coordinated with all relevant City service areas for the purposes of traffic control and for the protection of the health and safety of the participants and the general public.
Pursuant to Chapter 88, Section 7:334 of the City Code, City Council approval is required for this event. In addition, the conditions under which permission is granted are required to be established by Council resolution. Included in the first resolved clause of the resolution is a list of requirements established by Council in previous years for this event.
The sponsor agrees to obtain all necessary permits, to provide evidence of proper liability insurance as required, to comply with all City regulations and will reimburse the City for all event expenses.
Staff
Prepared by: Jan Barber, Management Assistant
Reviewed by: Sumedh Bahl, Community Services Administrator
Body
Whereas, The Ann Arbor Jaycees have requested permission to hold a carnival at the Ann Arbor Pioneer High School parking lot from Thursday, July 7 to Sunday, July 10, 2011;
Whereas, Proposed hours of operation for the 2011 carnival are:
Thursday, July 7 4:00 - 11:00 PM
Friday, July 8 4:00 - 11:00 PM
Saturday, July 9 1:00 - 11:00 PM
Sunday, July 10 Noon - 8:30 PM; and
Whereas, The City Code of Ordinances prohibits such amusements without the permission of City Council, and subject to conditions established by Council;
RESOLVED, The following constitute the conditions under which permission is granted to hold the event:
1. Noise emitting from the operations of the carnival shall not exceed 80 decibels measured at any adjacent property line.
2. The carnival shall operate only between the hours indicated on the approved Special Events Permit, and as indicated above.
3. Police Services may require certain machines to cease operation if excessive noise complaints are received.
4. Jaycees to contract for Police/security staffing levels determined by Police.
5. The carnival perimeter will be fenced by the sponsor with 8' high fencing.
6. Access to fair grounds after 9:00 P.M. will be restricted to only "paid admission" patrons.
7. There will be no access to fair grounds after 10:00 P.M. for "new" patrons.
8. Place "No loitering" signs in parking areas.
9. Evidence of proper liability insurance protection shall be submitted and approved by the City Attorney.
10. Vendors of food and/or beverage shall be properly licensed to insure sanitary conditions of products consumed by the public.
11. Proper fire lanes shall be maintained at all times.
12. Electrical connections shall be made by a licensed electrical contractor.
13. The event sponsors shall clear the parking lot and surrounding area of any debris resulting from the operation of the carnival upon completion of the event.
14. All other concerns shall be regulated by the City Administrator, the Safety Services Administrator or their designee; and
RESOLVED, That permission can be revoked at any time for good cause by the City Administrator, the Safety Services Administrator or City Council.