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HomeMy WebLinkAbout11/18/2008, C8 - BANNER & FLAG POLICY REVISIONS Council J W6 Due OU Q� j AQenaa 12Epo12t b..N�' CITY OF SAN LU I S O B I S P O FROM: Betsy Kiser, Parks and Recreation Director Prepared By: Linda Fitzgerald, Recreationanagej SUBJECT: BANNER &FLAG POLICY REVISIONS //((�� CAO RECOMMENDATION Approve minor changes regarding banner size and composition to the City's Banner and Flag Policy. DISCUSSION The City of San Luis Obispo allows various community groups to hang banners in two locations within the City announcing events. The current policy, in effect since 2004, is being revised to reflect minor changes in the size and composition of the banners. Banners are hung on two cables which extend across a street and are fastened to two poles. A four foot high banner is ideal for the anchoring system used; banners less than three feet high create a load on the poles that can cause them to bend. To address the problem of stress on the poles, staff is proposing to add a minimum height/width requirement to the banner policy with a recommended height/width for each banner. The maximum height/width is not being changed. Some minor changes also are being made to the banner composition, requiring grommets to be spaced every two feet and deleting the reference to support lines as they are not needed with the City's current installation system. Banners are hung weekly on locations at Higuera/Chorro and Marsh/Carmel Streets. The Parks and Recreation Department coordinates the banner permit process while the Parks and Urban Forestry Division of the Public Works Department assumes responsibility for the installation and removal of banners. CONCURRENCES The Public Works and Parks &Recreation Departments concur with the changes to the policy. FISCAL IMPACT The proposed changes will have no fiscal impact. ATTACENIENTS 1) Resolution—Amending Policies and Procedures for Issuance of Banner and Flag Permits 2) Legislative Draft—Banner and Flag Policy 3) Draft—Banner and Flag Policy GAADMIMCouncil Agenda Reports\Banner Policy\Council Agenda Report-Banner Policy revisions 11208.DOC RESOLUTION NO. (2008 Series) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO APPROVING REVISIONS TO THE BANNER AND FLAG POLICY WHEREAS, the City of San Luis Obispo has established a policy for hanging banners and flag on streets in the downtown area; and WHEREAS, a policy to manage the application process and establish standards for banners and flags is essential to maintaining an attractive community; and WHEREAS, allowing banners and flags gives organizations within San Luis Obispo and the Cal Poly campus the opportunity to promote events benefiting the community. NOW,THEREFORE,BE IT RESOLVED by the Council of the City of San Luis Obispo that: 1. The existing December 2004 Banner and Flag Policy&Procedures are hereby rescinded; and 2. New Banner and Flag Policy& Procedures are hereby adopted as set forth in Exhibit A attached and incorporated by reference; and 3. The new Banner and Flag Policy&Procedures shall take effect immediately Upon motion of seconded by and on the following vote: AYES: NOES: ABSENT: The foregoing resolution was adopted this day of 2008. Mayor David F. Romero ATTEST: Audrey Hooper City Clerk APPROVED AS TO FO r cY1 nathan P. Lowell City Attorney R LEGISLATIVE DRAFT Approved May 1994 Revised 12/W0411/18/08 CITY OF SAN LUIS OBISPO Banner and Flag Policy and Procedures A. BANNERS DEFINITIONS Banner: A sign which is installed across a public street, above traffic and is temporary in nature. Event: Any meeting, display, exhibit, parade or show that is open to the general public and takes place: 1. On public property within the City limits and for which the City has issued a permit specifically authorizing the use of said property. 2. On the Cal Poly campus for which Cal Poly has authorized the use of said property. Banners require a Parks and Recreation Department "Banner Application and Permit" and are exempt from the Municipal Code Sign Regulations. The Special Events Section of Parks and Recreation Department is responsible for the issuance of banner permits. PURPOSE AND APPLICATION. Banners are displayed to inform the general public of upcoming community events. AFFECTED CITY DEPARTMENTS Parks and Recreation Department Public Works Department (Parks &Urban Forestry Division) Finance and Information Technology Department POLICY 1. A banner may be displayed only to announce an event. SLO Downtown Association holiday decorations may be displayed in lieu of banners during the months of November and December. 2. Banners shall use the following format: (a) The name of the event shall be printed in the largest and boldest type. e? � ATTACHMENT 2 (b) The location and date shall be printed in a type size smaller than that of the event. (c) The name and/or logo of the non-profit organization sponsoring the event may be displayed in a type size smaller than that of the date and location. (d) Other message or statements are strictly prohibited. Examples: An Old-Fashioned.Fourth of July July 4'h Mission Plaza City of San Luis Obispo Rib Cook-Off Thursday Night Farmers' Market SLO Downtown Association SCOUT-A-RAMA Mission Plaza August 12`h Boy Scouts of America 3. Banner wording shall be approved by the City prior to issuance of a banner permit to insure consistency with this policy. The approved wording shall be in the form as shown above and plainly stated on the banner permit. Existing banners which meet the intent but not exact form as shown above shall be allowed until replaced or changed. Deviation from the approved wording is cause for the City to either refuse to install or to remove any banner. 4. Banners shall be installed for a period of one (1) calendar week. A single banner or multiple banners advertising the same event shall not be hung in consecutive time slots. Major events or festivals of at least two weeks'duration may be allowed a banner at a single location for a two-week period(no greater than 16 calendar days) if it is demonstrated to the satisfaction of the Parks and Recreation Department that the major event or festival has at least ten (10)prescheduled activities or concerts (broadly publicized and open to the general public for a fee or free)extending over a two-week period. 5. Banners shall be installed and removed by the City's Parks and Urban Forestry Division. ATTACHMENT 2 6. Banners shall be installed and removed on Mondays; if Monday is a holiday, the banner will be removed the next working day. NO EXCEPTIONS! 7. A banner permit fee will be charged which is representative of the City's estimated cost associated with the installation/removal of banners. (Note: All fee updates are processed through the Director of Finance and Information Technology and approved by resolution of the City Council). 8. The San Luis Obispo Downtown Association is partially sponsored by the City of San Luis Obispo. Therefore, all fees charged to the SLO Downtown Association will be fifty(50) percent of the normal fee. All banners installed for an event or non-profit organization which is financially co-sponsored by the City or SLO Downtown Association will be charged fifty (50) percent of the normal fee. Events which are solely City-sponsored events will not be charged a fee. 9. Banner specifications. Maximum to Banner s4eSize: 4 feet v4de-hi gh x 24 feet long, a -rn.,.r„a ,.F-F„".:,. 'A'hi e h • ,:II h „"le withstand typieal weather-eenditions. Minimum Banner Size: 3 feet high x 8 feet Ion 1z Recommended Banner Size: 4 feet high x 15 feet long b he 1/. : eh ....len f e t..p and bettem, .deuble st:tehe d a s the d'1111 length a rF,e F,....ner- -gash sh ll be .. .,.7...1..1.E st:t„hpd 4'Ar 1 f4ent 4em ,.....L. .. n Banner Composition: Banners shall be constructed of a fabric which will be able to withstand typical weather conditions. Banners evef 12 feet in jeRgth and 2 ;:eetin wiEk; shall have wind relief cuts, 1 foot on center(4 inches x 4 inches, horseshoe cuts). Grommets must be placed at the top and bottom of the banner, in each corner and spaced a Fninimufn a z4weexga two feet from each other. Each corner must have a grommet and the corner must be reinforced. - ._�LACHMENT 2 Each corner shall be quadruple-stitched for 1 foot from each corner and across the sport lines. 10. Banners are to be delivered to the City's Corporation Yard, 25 Prado Road, by 12:00 noon on the Friday before the banner is scheduled to be hung (if Friday is a holiday, the last business day before the holiday). If the banner is not delivered on time, the City will not hang the banner and the permittee will forfeit the banner fee. 11. All banners must be picked up from the City's Corporation Yard within 2 weeks after the banner is removed from the downtown location. Unclaimed banners will be discarded. ATTACHMENT 2 PROCEDURE By December 15 of each calendar year,a schedule for the upcoming year of City and SLO Downtown Association banners shall be established. All City departments and the SLO Downtown Association wishing to reserve a banner location and time shall do so, in writing, prior to December 1 with the Parks and Recreation Department. Once all initial City and SLO Downtown Association banners are reserved, all other banner requests (including subsequent City and SLO Downtown Association banner requests) shall be reserved on a first-come, first-served basis starting on the first Wednesday of January (excluding holidays). NO EXCEPTIONS! Groups making a request to hang the same banner at a second location will be given consideration after all initial public requests have been processed in early January. Banner applications received after the initial request period will be processed on a first-come, first-served basis and if space is available. Upon receipt of a written request to hang a banner, the Parks and Recreation Department shall verify that the proposed banner complies with City policy and specifications. If staff is uncertain whether a banner complies with City policy, the matter shall be referred to the Parks and Recreation Director for review/approval. A "Banner Application and Permit" shall be completed and issued and all appropriate fees collected before any banner is installed. Banner applications are located at the Parks and Recreation Department, 1341 Nipomo Street. After a banner permit is completed, a copy of the permit is given to the permittee and one copy is filed in the Banner Permit File. A banner schedule is provided to the City's Urban Forest Technician. At the end of each calendar year, the banner schedule (calendar) and issued permits are removed from the Banner Permit File and placed in an archive file in the Parks and Recreation Department until disposal. B. SLO DOWNTOWN ASSOCIATION FLAG CONTRACT Flags in the Downtown core fall under the sole jurisdiction of the SLO Downtown Association and are subject to the guidelines described below. DEFINITIONS Flag: A decorative sign hung vertically from horizontal supports attached to a City street light in the downtown core. PURPOSE Flags are displayed to inform the public of upcoming events and/or decorate the downtown in conjunction with an organization's downtown event. C. r AT71ACHMENT 2 POLICY 1. A participant must be a nonprofit (5016) organization or other eligible not-for- profit organization. 2. The event or activity promoted on the flag must occur in the SLO Downtown Association district or promote the SLO Downtown Association goals and programs of promotions and beautification. 3. The name of the event or activity shall be displayed on the flag and may also include date and agency. No other messages, statements, names or paid sponsors' logos are allowed. Example: Clean Air Month July Air Pollution Control District 4. All participants must purchase products and services through the SLO Downtown Association program. 5. All sponsoring organizations must sign a contract for a specific period of time during the year,not to exceed six weeks, and this period of time may be reserved for up to three consecutive years, as determined by the SLO Downtown Association, at which time the application may be renewed. 6. When a contract is not renewed by an organization, all local non-profit agencies will be provided an opportunity to apply for the vacancy, pursuant to the terms of the policy. 7. All participants' artwork and messages will be subject to approval by the SLO Downtown Association to insure consistency with the policy. 8. Any art changes to flags will be billed to the permittee. 9. The Downtown Association is responsible for coordinating installation of all flags in the downtown area C� U T i PROCEDURE Organizations shall apply to the SLO Downtown Association at any time during the year. Applications will be reviewed by the SLO Downtown Association Design Committee and are subject to acceptance on a first-come, first-served basis. Applications are available at the SLO Downtown Association office located at 1108 Garden Street, Suite 210. If accepted, a permit will be issued with one copy given to the permittee and one filed at the SLO Downtown Association office. Approved May 1994 Revised 11/18/08 CITY OF SAN LUIS OBISPO Banner and Flag Policy and Procedures A. BANNERS DEFINITIONS Banner: A sign which is installed across a public street, above traffic and is temporary in nature. Event: Any meeting, display, exhibit, parade or show that is open to the general public and takes place: 1. On public property within the City limits and for which the City has issued a permit specifically authorizing the use of said property. 2. On the Cal Poly campus for which Cal Poly has authorized the use of said property. Banners require a Parks and Recreation Department "Banner Application and Permit" and are exempt from the Municipal Code Sign Regulations. The Special Events Section of Parks and Recreation Department is responsible for the issuance of banner permits. PURPOSE AND APPLICATION Banners are displayed to inform the general public of upcoming community events. AFFECTED CITY DEPARTMENTS Parks and Recreation Department Public Works Department(Parks &Urban Forestry Division) Finance and Information Technology Department POLICY 1. A banner may be displayed only to announce an event. SLO Downtown Association holiday decorations may be displayed in lieu of banners during the months of November and December. 2. Banners shall use the following format: (a) The name of the event shall be printed in the largest and boldest type. ee-1v ATTACHMENT 3 (b) The location and date shall be printed in a type size smaller than that of the event. (c) The name and/or logo of the non-profit organization sponsoring the event may be displayed in a type size smaller than that of the date and location. (d) Other message or statements are strictly prohibited. Examples: An Old-Fashioned Fourth of July July 4th Mission Plaza City of San Luis Obispo Rib Cook-Off Thursday Night Farmers' Market SLO Downtown Association SCOUT-A-RAMA Mission Plaza August 12th Boy Scouts of America 3. Banner wording shall be approved by the City prior to issuance of a banner permit to insure consistency with this policy. The approved wording shall be in the form as shown above and plainly stated on the banner permit. Existing banners which meet the intent but not exact form as shown above shall be allowed until replaced or changed. Deviation from the approved wording is cause for the City to either refuse to install or to remove any banner. 4. Banners shall be installed for a period of one (1) calendar week. A single banner or multiple banners advertising the same event shall not be hung in consecutive time slots. Major events or festivals of at least two weeks'duration maybe allowed a banner at a single location for a two-week period(no greater than 16 calendar days)if it is demonstrated to the satisfaction of the Parks and Recreation Department that the major event or festival has at least ten (10)prescheduled activities or concerts (broadly publicized and open to the general public for a fee or free) extending over a two-week period. 5. Banners shall be installed and removed by the City's Parks and Urban Forestry Division. ATTACHIM ENT 3 6. Banners shall be installed and removed on Mondays; if Monday is a holiday, the banner will be removed the next working day. NO EXCEPTIONS! 7. A banner permit fee will be charged which is representative of the City's estimated cost associated with the installation/removal of banners. (Note: All fee updates are processed through the Director of Finance and Information Technology and approved by resolution of the City Council). 8. The San Luis Obispo Downtown Association is partially sponsored by the City of San Luis Obispo. Therefore, all fees charged to the SLO Downtown Association will be fifty (50) percent of the normal fee. All banners installed for an event or non-profit organization which is financially co-sponsored by the City or SLO Downtown Association will be charged fifty (50) percent of the normal fee. Events which are solely City-sponsored events will not be charged a fee. 9. Banner specifications. Maximum Banner Size: 4 feet high x 24 feet long Minimum Banner Size: 3 feet high x 8 feet long Recommended Banner Size: 4 feet high x 15 feet long Banner Composition: Banners shall be constructed of a fabric which will be able to withstand typical weather conditions. Banners shall have wind relief cuts, 1 foot on center(4 inches x 4 inches, horseshoe cuts). Grommets must be placed at the top and bottom of the banner, in each comer and spaced every two feet from each other. Each corner must have a grommet and the corner must be reinforced. Each corner shall be quadruple-stitched for 1 foot from each comer and across the support lines. 10. Banners are to be delivered to the City's Corporation Yard, 25 Prado Road, by 12:00 noon on the Friday before the banner is scheduled to be hung (if Friday is a holiday, the last business day before the holiday). If the banner is not delivered eo /�- ATTAPI4 on time, the City will not hang the banner and the permittee will forfeit the banner fee. 11. All banners must be picked up from the City's Corporation Yard within 2 weeks after the banner is removed from the downtown location. Unclaimed banners will be discarded. J l ATTAC�mFq'T 3 PROCEDURE By December 15 of each calendar year, a schedule for the upcoming year of City and SLO Downtown Association banners shall be established. All City departments and the SLO Downtown Association wishing to reserve a banner location and time shall do so, in writing, prior to December 1 with the Parks and Recreation Department. Once all initial City and SLO Downtown Association banners are reserved, all other banner requests (including subsequent City and SLO Downtown Association banner requests) shall be reserved on a first-come, first-served basis starting on the first Wednesday of January (excluding holidays). NO EXCEPTIONS! Groups making a request to hang the same banner at a second location will be given consideration after all initial public requests have been processed in early January. Banner applications received after the initial request period will be processed on a first-come, first-served basis and if space is available. Upon receipt of a written request to hang a banner, the Parks and Recreation Department shall verify that the proposed banner complies with City policy and specifications. If staff is uncertain whether a banner complies with City policy, the matter shall be referred to the Parks and Recreation Director for review/approval. A "Banner Application and Permit" shall be completed and issued and all appropriate fees collected before any banner is installed. Banner applications are located at the Parks and Recreation Department, 1341 Nipomo Street. After a banner permit is completed, a copy of the permit is given to the permittee and one copy is filed in the Banner Permit File. A banner schedule is provided to the City's Urban Forest Technician. At the end of each calendar year, the banner schedule (calendar) and issued permits are removed from the Banner Permit File and placed in an archive file in the Parks and Recreation Department until disposal. B. SLO DOWNTOWN ASSOCIATION FLAG CONTRACT Flags in the Downtown core fall under the sole jurisdiction of the SLO Downtown Association and are subject to the guidelines described below. DEFINITIONS Flag: A decorative sign hung vertically from horizontal supports attached to a City street light in the downtown core. PURPOSE Flags are displayed to inform the public of upcoming events and/or decorate the downtown in conjunction with an organization's downtown event. ATTACaH "T 3 POLICY 1. A participant must be a nonprofit (5010) organization or other eligible not-for- profit organization. 2. The event or activity promoted on the flag must occur in the SLO Downtown Association district or promote the SLO Downtown Association goals and programs of promotions and beautification. 3. The name of the event or activity shall be displayed on the flag and may also include date and agency. No other messages, statements, names or paid sponsors' logos are allowed. Example: Clean Air Month July Air Pollution Control District 4. All participants must purchase products and services through the SLO Downtown Association program. 5. All sponsoring organizations must sign a contract for a specific period of time during the year, not to exceed six weeks, and this period of time may be reserved for up to three consecutive years, as determined by the SLO Downtown Association, at which time the application may be renewed. 6. When a contract is not renewed by an organization, all local non-profit agencies will be provided an opportunity to apply for the vacancy, pursuant to the terms of the policy. 7. All participants' artwork and messages will be subject to approval by the SLO Downtown Association to insure consistency with the policy. 8. Any art changes to flags will be billed to the permittee. 9. The Downtown Association is responsible for coordinating installation of all flags in the downtown area d _�S I PROCEDURE Organizations shall apply to the SLO Downtown Association at any time during the year. Applications will be reviewed by the SLO Downtown Association Design Committee and are subject to acceptance on a first-come,first-served basis. Applications are available at the SLO Downtown Association office located at 1108 Garden Street, Suite 210. If accepted, a permit will be issued with one copy given to the permittee and one filed at the SLO Downtown Association office.